Teams - Share content in meetings Tutorial

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of the sharing features available in Microsoft Teams during meetings, including how to share screens, windows, and PowerPoint presentations, as well as the use of a collaborative whiteboard.

Chapitres :

Introduction to Sharing in Microsoft Teams
In Microsoft Teams, sharing content during meetings enhances collaboration among colleagues. This guide outlines the various sharing options available, ensuring you can effectively present your materials while maintaining control over what is visible to others.
Using the Share Button
To begin sharing, click on the Share button during a meeting. This action opens the Sharing Tray, which presents several options for sharing content. Before proceeding, decide whether to include your computer's sound in the share.
Types of Sharing
Microsoft Teams offers multiple methods for sharing content: - **Share Your Entire Screen**: This option allows you to display everything on your screen. If you have multiple screens, you can select which one to share. Be cautious to avoid revealing confidential information. - **Share a Window**: Choose a specific window from those open on your computer. Only the selected window will be visible to your colleagues, even if you switch to other applications. - **PowerPoint Live**: You can open a PowerPoint presentation directly within Teams. The application suggests recent documents, but you can also upload files from your computer or cloud storage.
Navigating PowerPoint Presentations
When sharing a PowerPoint file, you can navigate through slides using the arrow keys. You have the option to allow or restrict your colleagues from viewing the slides at their own pace. Additionally, colleagues can assist in the presentation by using the presentation control button, which grants them control over slide navigation. Teams will notify you if someone else takes control, and you can regain control at any time during the meeting.
Creating and Using a Whiteboard
Teams also allows you to create a collaborative whiteboard during meetings. This feature enables you and your colleagues to take notes and draw in real-time. The whiteboard includes various tools for writing, drawing, and moving elements around. You can configure the whiteboard settings to allow or restrict participation from your colleagues. Once the meeting concludes, the whiteboard can be exported as a PNG image and accessed later from the meeting tab in your calendar.
Conclusion
Understanding the sharing features in Microsoft Teams is essential for effective collaboration during meetings. By utilizing the Share button, choosing the appropriate sharing method, and leveraging tools like PowerPoint Live and the whiteboard, you can enhance your presentations and engage your colleagues more effectively.

FAQ :

How do I share my screen in a Teams meeting?

To share your screen in a Teams meeting, click the Share button, select the Sharing Tray, and choose whether to share your entire screen or a specific window.

Can I share a PowerPoint presentation in Teams?

Yes, you can share a PowerPoint presentation in Teams using the PowerPoint Live feature, which allows you to present directly from the application.

What is the difference between sharing my screen and sharing a window?

Sharing your screen displays everything on your screen, while sharing a window only shows the selected application window to other participants.

How can I allow my colleagues to control my PowerPoint presentation?

You can allow your colleagues to control your PowerPoint presentation by enabling the presentation control feature during your presentation.

What tools are available on the Teams whiteboard?

The Teams whiteboard offers various tools for writing, drawing, and moving objects, allowing for collaborative note-taking and brainstorming.

How can I export the whiteboard after the meeting?

You can export the whiteboard as an image in PNG format after the meeting is over.

Quelques cas d'usages :

Team Collaboration during Presentations

In a marketing team meeting, members can use PowerPoint Live to present their latest campaign ideas while allowing colleagues to navigate through the slides, enhancing collaboration and feedback.

Real-time Brainstorming Sessions

During a project kickoff meeting, team members can utilize the whiteboard feature to jot down ideas and draw diagrams collaboratively, improving engagement and creativity.

Training and Workshops

In a training session, the facilitator can share their screen to demonstrate software usage while allowing participants to ask questions and interact through the whiteboard, making the session more interactive.

Remote Team Meetings

In a remote team meeting, members can share their screens to review documents and applications, ensuring everyone is on the same page and facilitating effective communication.

Client Presentations

When presenting to clients, a sales team can use PowerPoint Live to showcase their product features while allowing clients to control the presentation, fostering a more engaging experience.

Glossaire :

Share button

A feature in Microsoft Teams that allows users to share content with meeting participants.

Sharing Tray

A menu that appears when the Share button is clicked, offering various options for sharing content.

Screen sharing

The ability to display your computer screen to other participants in a meeting.

PowerPoint Live

A feature in Microsoft Teams that allows users to present PowerPoint files directly within the application.

Presentation control

A feature that allows participants to navigate through a PowerPoint presentation during a meeting.

Whiteboard

A collaborative space in Microsoft Teams where participants can take notes and draw in real-time.

PNG format

A type of image file format that allows for lossless compression, commonly used for exporting images.

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When you are in a meeting in Teams,

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you have the ability to share

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content with your colleagues.

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Everything happens via the Share button.

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The Sharing Tray opens and offers

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you several options before choosing

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what item you wish to share.

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Decide whether to include your

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computer sound in your share.

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Several types of sharing are available.

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Screen Microsoft Teams allows you to

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share your screen in two different ways.

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You can choose to share your entire screen.

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If you have two screens,

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you can select either one.

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This can be useful if you want to show

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them multiple documents or applications,

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but be careful not to inadvertently

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display confidential information.

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Share a window.

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Choose one window among those

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open on your computer.

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Your colleagues will only see this screen,

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even if you use other software

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at the same time.

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PowerPoint Live.

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Teams indeed allows you to open a

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PowerPoint file in presentation

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mode directly in the application.

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The application suggests some

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documents you have recently worked on,

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but you can also open others from your

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computer or from your cloud storage Spaces.

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When you share a PowerPoint file,

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you can easily navigate through its

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different slides using the arrows.

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You can also allow or prevent your

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colleagues from viewing the slides

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at their own pace using this button.

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Your colleagues can also help you

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during your PowerPoint presentation.

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To do this,

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they simply need to use the

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presentation control button.

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They will then have control over

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the navigation in the PowerPoint

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presentation and what the other

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participants will be able to see of it.

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On your side,

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teams informs you that someone else

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has taken control of the presentation.

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You can either regain control

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or ignore this message.

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You will always be able to take

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back control later in the meeting

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using this button.

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Finally, you can also create a whiteboard

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for this meeting on which you and your

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colleagues can take notes and draw

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at the same time and in real time.

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You have different tools to write,

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draw and move around the whiteboard.

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This menu allows you to configure your

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whiteboard by authorizing or not your

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colleagues to participate in its creation.

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You can also export it as

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an image in PNG format.

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Once the meeting is over,

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you can find your whiteboard from the

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event in the calendar in the meeting tabs.

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