Today, let's talk about how
to properly share your screen in Microsoft teams. Now, this is really important
because what you see is not what others see. But you might be thinking
what's the big deal if I share my desktop,
everyone can see everything. But no, they might not
be able to see anything because everything is so
small on their little laptop. It's big for you it's invisible for them. Even if you share a specific window, some parts of the application
can remain invisible to your audience. You'll think everyone is
seeing what you're seeing but they're not. I'll show you an example of that. And it's also important
to know the difference between sharing desktop and Windows and how you can adjust
your screen resolution so everything is readable
no matter what device your audience is using. Because at the end of the
day you want them to remember what you discussed. To demonstrate the difference
I'm going to be the presenter in the meeting and I'm going
to use a big monitor like this. On the other side, I have
a team member from Xelplus and there'll be working
from home with their laptop. Let's see how things look from both sides and how I can adjust my settings for the perfect sharing experience. (upbeat music) Okay, so I'm using a
workstation with a large monitor and I've logged into my teams account. And when I start to meeting in the monthly reporting tasks
channel in the finance team. So let's go ahead and start the meeting in the channel right away. Let's mute my audio and join now. This meeting is going to be
visible to everyone in the channel. So anyone who has access to the channel can join the meeting. Now the meeting has started,
may if I take you to the view of the Xelplus employee
who is using the laptop this is what they can see. They can see that a meeting
has started in training. This is their profile and they can join the meeting right away. So let's click on join so that
they can join this meeting. Let's also mute their audio and join now. Okay, so from their side they
can see my profile picture and if I switched to the
big monitor from my side I can see their profile picture. Okay, so now let's say I want to share some documents with them. We want to talk about some
word files, PowerPoint and Excel files. To share any documents I
can share content from here. I get the ability to share my desktop. This is going to show them
everything that I can see. Another option you have is
to share a specific window. So let's say you just want to share this project design document file. You can just select this. And this is the only thing they can see. Now how do you get things
to populate inside Windows? Well, you just have to first
open them on your desktop. So here I've already opened
the project design file. I can see it here. I've opened the Excel stock
history file I can see it here. If you open something and you
don't immediately see it here, just toggle this off and on
again and it should pick it up. You also have the ability to
work on a whiteboard together or share PowerPoint in a different way by using this last option here. Now what's the difference
between using this option or using the window or desktop
but we going to see that. Let's start off by taking a look at the desktop version of sharing. So when you share desktop
you get a red border around your screen. This is an indication that
you're sharing everything that you can see with your audience. So let me bring up, for example
the project design file, which is in Word. This is how it looks for me.
It's big enough for me to read. This is how I usually work but from the view of
someone using a laptop, so from the Xelplus user view,
this is what they can see. It's really difficult to read because everything is so small. Now, on the other hand, if I take a look at this PowerPoint one. PowerPoint looks good on my side. It looks good on their side
as well because in PowerPoint, generally you are working with big texts. So if you're talking about
different slides here it's easy for them to see everything. As long as you're not
using very small texts inside your PowerPoint presentation. Now let's take a look at Excel. Let's say I want to talk
about this data and this file. This is what I see from
my side but on their side this is what they see. It's very difficult to read the numbers because everything is so small. Now even if I zoom in a bit more here the grid gets slightly bigger but it's difficult to see the ribbon if you're talking about
formulas in the formula bar it can also be difficult to see those. So what you need to do, if
you're using a big monitor and you're sharing your desktop is to update your screen resolution. To do that, just go to your
desktop, right mouse click, go to display settings and
adjust the scale and layout. So mine is currently is set to
200% which is actually larger than the recommended one, right? So this is how I prefer to work with 200%. If you have it in recommended, everything will be even
smaller for your audience. Now I'm going to switch this to 300. You do get this notification
that some apps won't respond to scaling until you
close and reopen them. On this case, I'm just
going to leave them open and see what we get. So I'm going to bring
back the Excel file here. Now it's a lot bigger on my side but take a look at my audience as well. It's much easier for them to read this. What about word? Let's
take a look at that. It's much bigger for me
obviously and for them, it's also a lot easier to read. Another useful tip I have for you is to use the Windows magnifier to zoom into a specific section. Just use the shortcut key Windows plus. This is going to bring up the magnifier. If you click it again, it's
going to zoom into that section and when you move around,
everything moves with you. Now you don't want to overuse
this because it can make you and your audience both . To zoom out use the
shortcut key Windows minus. Now let's take a look at
our other sharing options. So I'm going to stop sharing
by clicking on this icon here and let's go and share a Window. But actually, before I do
that I'm going to put back my screen resolution to what it was. So I'm going to right mouse
click some into desktop, go to display settings and
let's put this back to 200. So now let's go and
share a window instead. So under share content
let's share the Excel window where I have the stock history. Let's see if we notice a difference now. Well, if this window
is as big as my monitor the effect is the same for my audience who using a laptop, right? So take a look at this. They see everything small,
but now take a look at this. I'm going to make my window
smaller. So my Excel window. I'll just click on this
to make it smaller. This is how it looks on my side. Now take a look at how it
looks on the laptop view. It's much easier to read. So I haven't changed my display settings. Everything is the same as
before, but if it's big this is how it looks for them. When my window is small this is how it looks for them, right? So everything becomes easier to read. The ribbon is better to read,
the formulas and the numbers. And the same applies to Word as well. But remember now because I'm
just sharing my Excel window. If I bring up Word, they can't
see the Word application. So on my side, I see Word, I
might be talking about this and forgetting that I'm
not sharing my desktop we're sharing Word. I'm just sharing Excel. From their side they can
still see my Excel file. So what happens so if I
collapsed my Excel window? I get a notification here
that sharing is paused until you return to the shared window. From their side they're
still seeing the last view of my Excel file. Okay, so now I'm going to stop sharing and I'm going to quickly
show you the Word file and let's see how this looks. Okay, so this view has
Word expanded filling up the whole monitor. When I make it smaller from my side. So when I make the window smaller, take a look at how it
looks like on the laptop. It's also a lot easier to read. Okay? So you don't have to worry
about your display settings if you just adjust the Windows like this. And that's if you're sharing
Windows and not your desktop. Now is there any downside of sharing a Window instead of desktop? Well, especially when it comes
to sharing Excel applications as Windows your audience
may not be able to see what you see. So let me show you. Let's go back to our Excel stock history. Now let's see you are
talking about this number, you want to format it. If I right mouse click and format cells I'm going to get this
format cells popup here. Does my audience see that on the laptop? Yes they see and they can
actually see it pretty well. But take a look at this. Not
all dialog boxes are equal. If I go to conditional
formatting and create a new rule I can see this on my side. Take a look at what my audience sees. They don't see this box at all. This dialog box is
completely missing for them. So they might have no idea
what I'm talking about. Okay, so if you were working in Excel and you want all functionality to show up you have to share Excel via
desktop and not a window. Another thing that's missing
and that's really important if you're ever giving an Excel training is that the help here, the
formula help is missing if you share it as a window. So if I'm talking about
the filter function I'm saying the first argument needs arrays the second argument is this. I can see all of this, but
what does my audience see? They don't see that at all, right? It's missing if you're sharing
Windows but it's all there if you share this as desktop. I can quickly show it to you if we go back and I share this as a desktop and if I start to type
in filter you can see that the arguments are there. If I go to conditional formatting and I bring up the new rule,
they can see that as well. Now, what about PowerPoint? Well, because you generally
use large text on your slides, they can see it pretty well
when you're sharing your desktop and they can also see it well when you're sharing your window, right? So this I'm sharing my desktop here and this is how it looks for me. This is how it looks for my audience. Now how about sharing a Window instead that's stop sharing
desktop and let's go ahead and share the Window. And notice the only window
that you see here is this one which is basically this that
I have open in the background. If I share PowerPoint with
them, they can see this view. It looks good from both sides but obviously if you're presenting and you want to be in
presentation mode directly. Like you don't want to come to this view and then switch to presentation mode. What you can do is to already
have presentation mode open on your desktop. So I'm going to stop sharing here and run this slide show here. So I have the slide show
active in the background. Now I'm going to switch to teams
and I'm going to share my screen. Now because I have presentation
mode active, I can see that. I can see the PowerPoint
slide show under window and I can see my default slide view here. So I'm going to go to the slide show and start directly with that, okay? So everything looks great
on my side and it looks good on their side as well. Now, another cool feature here is that if you have any embedded videos and you play them on your side, your audience can see it as well, right? So it's being played
on their side as well. If you want to share the system audio you have to turn that on because
they cannot hear the audio of the files that you're sharing. So if you just hover to the top you get this dialog box popping up here and you have to click on this
icon to include system audio. In case this make sure that they can hear what you're playing. Now, another cool thing of sharing Windows is that you can use the PowerPoint
inbuilt annotation tools that we get here. So for example, I want to
let's say annotate something or bring attention to something. I'm just going to change
the color of the pen and I'm going to start
annotating my screen. How does it look to my audience? Let's take a look at the laptop view. This is what they can see. As I'm annotating they can see everything. This is an advantage of
sharing PowerPoint as a window. They can see in-build media and they can see any
annotations that you're making. So I'm just going to go
and stop sharing here. Another other thing to
mention at this point is that, if you ever want to include
the system audio beforehand you can activate it from
here and then go and share any webpage or any
videos or any audio files and they can hear the audio. Okay, so now let's take a
look at sharing PowerPoint So if I shared the same PowerPoint
presentation that we had I can select it from this view. Now, if you don't see
your presentation here you can browse for it, you can
upload it from your computer or from your OneDrive. So I've already uploaded it
from my computer is this one. So I'm just going to select it. Now, what happens is that
this presentation is open directly within teams. So you're not sharing a separate window you're actually sharing
this directly within teams. This is how it looks for me and this is how it looks for my audience. By default they actually have the ability to navigate forward. If they want, they can see
the total number of slides, they can go back if they want. But on your side, as the
presenter you have the ability to turn this option off. You can prevent participants from moving through the shared
presentation on their own. You just have to click on
this and then from their side, these arrows they become deactivated and they can't move back and
forth in your presentation. The advantage of this
is that other presenters can take control and
present as well, right? So it's really easy to collaborate and give group presentations this way. The disadvantage is that you
lose that annotation options that we saw before when
you're sharing Windows. And also if you go to
a slide that has media like we saw before. If I play this on my side it looks like it's playing
for everyone as well but take a look at what my audience sees, they don't see it played. Okay, so you have to keep this in mind if you're sharing media and
you're presenting PowerPoint. Another thing to mention is
that whenever you're sharing your screen and you have
your camera activated, the audience can see your video small on the bottom side of the screen. Even if on your side,
you don't see yourself the audience can see you. So keep that in mind
whenever you're presenting or sharing your screen and
your camera is still activated. To stop presenting the PowerPoint, just click on stop presenting. Okay, so this is how you can
properly share your screen with your audience. Adjust your screen resolution
if you're using a big monitor, adjust the size of your
window if you're just sharing a window on a big monitor and if you're presenting PowerPoint slides and you want to have this
nice professional interface use the PowerPoint option when sharing. If you learnt something
new from this video don't forget to give it a thumbs up and if you're looking to
learn new tips and tricks about products you use
everyday in the office, make sure you subscribe to my channel. Thank you for watching and
I'll see you in the next video. (upbeat music)
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