Sharing and Remote Control in Teams Meetings

Quick reference

• 00:04 So here we are in Teams and Megan is logged in and
• 00:07 wants to share a slide deck with Irvin.
• 00:10 To do this, she'll click on meet now in the Team's chat and start the meeting.
• 00:17 Next, she'll simply invite Irvin to the meeting by clicking on his name and
• 00:21 saying ask to join.
• 00:24 In this case, we'll get the prompt on the same desktop that Megan is logged into
• 00:28 because of the demo environment,
• 00:29 but normally that would happen only on Irvin's desktop.
• 00:33 And now Irvin is in the meeting.
• 00:35 And now, Megan would like to share some content.
• 00:39 To do that she clicks on the Share icon at the bottom of the screen.
• 00:43 And now you'll see that there are multiple choices that appear.
• 00:47 The first one is a checkbox that says include system audio.
• 00:52 Megan would want to check this box if she plans on playing
• 00:54 a video perhaps from our website that has sound that she wants Irvin to hear.
• 01:00 Otherwise the choices are Desktop, Window and PowerPoint.
• 01:06 Often people will select Desktop to share because this makes it
• 01:09 easy to browse to websites and share multiple different kinds of content.
• 01:13 However, when you do this, be alert to the fact that other people can see your
• 01:17 desktop, so you want to be sure to have your personal email and
• 01:20 maybe not ready for business websites closed.
• 01:24 In this case, she's sharing her desktop with Irvin.
• 01:28 So she could, for example, open the pricing guidelines or UI spec or
• 01:32 browse to a website and then discuss it with other Team members.
• 01:36 A great feature of teams is the ability to give control of a desktop to another user.
• 01:41 To do this, you go to the top of the screen,
• 01:43 you'll see a special panel that comes down only when you're on desktop sharing mode,
• 01:48 you can stop presenting, include system audio.
• 01:51 We'll pin this to the top, so it doesn't go away and
• 01:54 then you can also give control to other presenters.
• 01:57 In this case, we'll give control to Irvin.
• 02:00 Let's see what that looks like.
• 02:02 Here you can see Irvin's desktop and on the left you can see Megan's desktop.
• 02:07 Notice the icon as Irvin is showing the location of the mouse that
• 02:11 Irvin is controlling.
• 02:14 It allows Google or browse to word and take a look at any documents he cares to
• 02:18 or launch applications and do troubleshooting.
• 02:22 When Megan wants to stop control she can go back to the control panel at the top
• 02:27 and simply say, Cancel Control.
• 02:29 When she's done presenting she simply clicks, stop presenting.
• 02:32 Going back to the other choices available for sharing, Window is also available for
• 02:37 sharing which, in the event of opening up a browser
• 02:40 can be a great way to go to explore web content.
• 02:45 You'll see PowerPoints listed here as well.
• 02:47 It's important to note that the PowerPoints you see
• 02:50 listed in this particular section are those PowerPoints which are available to
• 02:55 Teams meaning they've been shared in Teams already.
• 02:58 You will not see your PowerPoints available to your local desktop.
• 03:02 To find those you click on, Browse and upload the files.
• 03:07 For this reason, people will often demonstrate PowerPoint with Team meetings
• 03:11 using either desktop or Windows modes of sharing.
• 03:14 In this case, we'll open this PowerPoint and
• 03:16 explore the features that are available for sharing PowerPoints.
• 03:20 Here you can see the first slide which is being sent to all the other Team members.
• 03:24 As she advances the slides, everyone in the meeting will see the same slides.
• 03:29 An interesting feature built into Teams when the policy is permitted,
• 03:32 users can advance through the slides independently.
• 03:36 So people will have this same control and they can fast forward,
• 03:40 if you will, through the slide deck or return back to previous slides
• 03:44 without interfering with the actual navigation of the presentation.
• 03:48 By clicking this eye icon, she can prevent other people from doing that.
• 03:55 And of course, she could stop presenting when she's done.
• 03:58 And so here you can see the various ways to share, desktop, Window,
• 04:03 PowerPoint, and on the right are various applications that can also be used.
• 04:08 You'll see the Microsoft Whiteboard listed here, which when installed
• 04:11 allows you to use a Whiteboard like experience, which can be great
• 04:15 when you have people that can write on their screens, or otherwise ink enabled.
• 04:21 Now that you've seen all the great ways you can share content in Teams,
• 04:24 let me give you a pro tip on how to deliver PowerPoint presentations in a Team
• 04:28 meeting with style.
• 04:30 First the presenter will launch the PowerPoint on the desktop.
• 04:34 Before you do anything else, you go back to Teams and
• 04:40 then slick, share and the window that is hosting the PowerPoint.
• 04:45 You can see that the window is outlined in
• 04:47 red meaning that is what is being displayed.
• 04:50 From here, we're going to want to start the slide show, so we'll click on
• 04:56 slide show and then from beginning, and here's where the magic happens,
• 05:00 right click on the slide and select Show Presenter View.
• 05:04 This takes you to a special mode where what is being shown
• 05:08 in the Team meeting is on the left, but only you can see the next slide
• 05:13 which lets you make smooth transitions between slides.
• 05:16 And also speaker notes, which can be very important for
• 05:20 some presentations to help you stay on point or on script.
• 05:24 As you advance through the slides,
• 05:26 the stage of the Team meeting shows the slide that's displayed.
• 05:30 Another very useful feature that's not available on any other way
• 05:33 are these presenter tools.
• 05:35 You can for example, use the laser pointer to call out elements on your display,
• 05:40 a great way to keep visual interest and engage your audience.
• 05:44 In addition, there's a pen that lets you check
• 05:47 items as you flow through a presentation and a highlighter as well.
• 05:52 Next to the pin and laser pointer tools is, see all slides.
• 05:56 By clicking on this option,
• 05:57 you can jump from one slide to another by selecting it in the display.
• 06:02 Use the keyboard to navigate between the slides and
• 06:05 use the mouse to select the slide to display.
• 06:09 In this way, you can jump from one slide to another
• 06:12 without having to go through the intermediate slides.
• 06:16 Another great tool here is the zoom tool or magnifying glass.
• 06:20 This lets you focus attention on a specific item that can be smaller,
• 06:25 hard to see, really great way to bring attention to the details.
• 06:30 Take some time to get familiar with these tools,
• 06:32 as this is how you turn a good presentation into a great one.
• 06:36 In review, we've been talking about how to share content in Team meetings.
• 06:40 In the Team app and even the Web app, organizers and
• 06:42 presenters can click Share to present content.
• 06:45 You can choose between sharing your entire desktop,
• 06:48 a specific window or a special mode for PowerPoint presentations.
• 06:54 Often sharing a window with PowerPoint and
• 06:56 then selecting Presenter View is the best way to go.
• 07:00 In this mode, you can see what's coming next, read your speaker notes and
• 07:03 you have access to Special Tools to help keep your audience engaged.
• 07:08 So you've got a great meeting coming up.
• 07:09 Wouldn't it be great to record it and
• 07:11 take notes during the meeting that you can share it afterwards?
• 07:14 We'll be talking about exactly that in the next lesson.

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