Microsoft Teams lets you present an entire screen, a single application window, a PowerPoint deck, or a collaborative Whiteboard. The best choice depends on what you need to show: use a window for a focused demonstration, PowerPoint Live for slides, and an entire screen only when you genuinely need to switch between applications.
This guide covers desktop and mobile presentation, computer audio, Presenter modes, PowerPoint Live, slide control, screen-control requests, and the permissions that determine whether the Share button appears.
Before you start presenting
- Open the files and applications you will need.
- Close private documents, password managers, email, and unrelated browser tabs.
- Turn on Do not Disturb or another notification-blocking mode. An entire-screen share can expose notifications.
- If you will share audio, test the video or audio clip before the meeting.
- If you plan to use PowerPoint Live, finish important edits several minutes before presenting so the latest version can synchronize and preload.
How to share content in Teams on a desktop
- Join or start the meeting.
- In the meeting controls, select Share.
- Choose one of the available presentation types: Screen, Window, a PowerPoint file, or Whiteboard.
- Continue speaking while the content is displayed. Teams places presentation controls in a toolbar that only the presenter can see.
- To display that toolbar, move the pointer to the top of the shared screen.
- When finished, select Stop presenting or Take back, depending on the control currently shown.
Screen or window: which should you choose?
| Option | Best for | Main risk or limitation |
|---|---|---|
| Screen | Demonstrating several applications or changing between windows | Everything on that display is visible, including notifications |
| Window | Showing one application, document, or presentation | Other applications are not visible; you must switch sharing if you need another one |
| PowerPoint Live | Presenting a slide deck with notes, participant controls, and presentation tools | Requires a supported PowerPoint format and does not work in every meeting type |
| Whiteboard | Brainstorming, diagrams, and collaborative annotation | Less suitable for a finished slide presentation |
For most meetings, Window is safer than Screen. It prevents an accidental message or confidential file from appearing when you switch applications.
Share your camera with the presentation
Presenter mode places your camera video alongside the content instead of making participants choose between seeing you and seeing your slides.
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- Turn on Camera in the meeting controls.
- Select Share.
- Under Presenter mode, choose Standout, Side-by-side, or Reporter.
- If needed, select Add background and choose a background.
- Select the screen, window, or file you want to present.
Presenter mode requires the presenter’s camera to be on before sharing. Teams shows the presenter a minimized preview of how the audience view looks. Select Edit your view to change the presenter video Position or adjust the Size slider.
How to share computer audio
Use computer-audio sharing when playing a video, animation, music track, or sound from a demonstration.
- Select Share.
- Turn on the Include sound toggle.
- Select the screen, window, or presentation to share.
If you are already presenting, move the pointer to the top of the shared content and select Share audio in the presenter toolbar.
Teams sends all computer audio to participants, including notification sounds. Mute notifications before enabling this option, and remember to turn off audio sharing when the clip or demonstration ends.
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PowerPoint Live is generally the better option for slide presentations. It sends the slides through Teams rather than simply broadcasting a PowerPoint window. The presenter can see notes, participant video, chat, reactions, raised hands, and tools such as Laser pointer, Pen, Highlighter, and Eraser.
Start PowerPoint Live from Teams
- In the meeting, select Share.
- Under PowerPoint Live, select the presentation.
- If it is not listed, select Browse OneDrive or Browse my computer.
- Wait for the deck to load before beginning the presentation.
PowerPoint Live supports .pptx and .ppsx files. It does not support the legacy or unsupported formats .ppt, .pps, .odp, or .pot.
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Start PowerPoint Live from PowerPoint
- In PowerPoint for Windows or Mac, open the file and select Present in Teams at the top of the file.
- In PowerPoint for the web, select Present > Present in Teams.
If the deck changed after it was loaded, select Present the latest version to synchronize it.
Use presenter view and let attendees navigate
On a small screen, select More options > Show presenter view below the current slide. Microsoft also documents Ctrl+Shift+X as the keyboard shortcut.
Attendees can independently move through the deck without changing the live slide for everyone else. They can select Sync to Presenter to return to the current slide.
PowerPoint Live limitations
- A session supports up to 1,000 attendees.
- Anonymous users cannot present through PowerPoint Live.
- It is not supported in Teams live events, with CVI devices, or with VTC devices.
- On Teams for the web, presenter view requires Microsoft Edge 18 or later or Google Chrome 65 or later, according to Microsoft’s documentation.
- Meeting recordings do not capture videos, animations, or annotation marks from a PowerPoint Live session.
When you choose a file from the recent PowerPoint Live list, participants can access the slides during the meeting, but their file permissions outside that meeting do not change. If you use Browse for a file that has not already been uploaded, Teams uploads it during the meeting. In a channel meeting it goes to the channel’s Files tab; in a private meeting it is uploaded to the presenter’s OneDrive and made available to participants.
Give another person control of the slides
Teams has a specific Slide control feature for letting other participants navigate a PowerPoint presentation for everyone. It is different from giving someone control of your computer.
- Select Share and, under Window, select the PowerPoint presentation window.
- Put the presentation into full-screen mode with Slide Show or Start From Beginning.
- Move the pointer to the top of the shared presentation to show the presenter toolbar.
- Select Slide control.
- Select the people who should control the slides.
Share the presentation as a Window, not as the entire Screen. Slide control is unavailable when the whole screen is shared. You can assign slide control to up to 20 people.
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To remove one person, select the X next to that person’s name. To remove everyone, select Slide control > End slide control.
Slide control is available for presentations started from Teams for desktop. It is not supported in Teams Rooms or for presentations shared from mobile. A person joining from a Mac cannot start slide control, although they can receive control from another presenter. The option may not appear until the presentation has started and at least one organizer, co-organizer, or presenter is in the meeting.
Request control of another person’s shared screen
Request control is for interacting with another presenter’s shared desktop or application. It is not the same as Slide control.
- While another person is sharing, select Request control.
- Wait for the presenter to approve or deny the request.
- Make the required changes or demonstrate the required action.
- Select Release control when finished.
The presenter remains responsible for approving the request. Use this feature carefully when the shared screen contains confidential material.
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- In the meeting controls, tap Share.
- Choose a content type: Share PowerPoint, Share photo, Share video, Share screen, or Share Whiteboard.
- Choose the file or content when prompted.
- Tap Start presenting or Start Broadcast.
- When finished, tap Stop presenting or Stop Broadcast.
Selecting Share PowerPoint starts sharing automatically after you choose the file. While viewing shared content, pinch or stretch to zoom and drag to pan. Zoom is not supported while sharing photos or videos.
If your meeting role changes from presenter to attendee while you are presenting from a mobile device, screen sharing stops.
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What to do when Share is missing
The meeting role normally determines whether you can share content:
| Role | Can share content? |
|---|---|
| Organizer | Yes |
| Co-organizer | Yes |
| Presenter | Yes |
| Attendee | No, unless the meeting settings allow the person to present |
If you cannot see or use Share, ask the organizer to assign you the presenter role or change who can present:
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- Select Controls or the meeting options area.
- Change the participant’s role or adjust Who can present.
In a recurring meeting, changing a role from People during one occurrence affects that occurrence only; it does not necessarily change the entire recurring series.
Quick fixes for common presentation problems
| Problem | Likely cause | Fix |
|---|---|---|
| Participants cannot hear a video | Computer audio was not included | Use Share > Include sound, or select Share audio in the presenter toolbar |
| Private notifications appear | The entire screen is being shared | Stop sharing, enable Do not Disturb, and share only the required window |
| Slide control is unavailable | The PowerPoint window was not shared, or the presentation has not started | Share the PowerPoint Window, start Slide Show, then open Slide control |
| PowerPoint Live cannot open the file | The file uses an unsupported format | Save it as .pptx or .ppsx |
| The wrong version of the deck is showing | The file changed after loading | Select Present the latest version |
| Presenter video is missing from the layout | The camera was off before sharing | Turn on Camera, stop sharing, and start again with a Presenter mode |
PowerPoint Live or screen sharing?
Choose PowerPoint Live when the meeting is primarily a slide presentation and you want presenter notes, presentation tools, or independent attendee navigation. Choose Window sharing when you need to demonstrate PowerPoint itself, show an unsupported file, display animations exactly as they appear locally, or use a non-PowerPoint application alongside the deck. Choose Screen only when switching among several applications is central to the demonstration.
Also note that PowerPoint’s separate Live Presentations feature is not the same as PowerPoint Live in Teams. Microsoft has deprecated Live Presentations in PowerPoint for the web; PowerPoint Live is the Teams presentation workflow.
FAQ
How do I present in Microsoft Teams?
Join the meeting, select Share in the meeting controls, and choose Screen, Window, PowerPoint, or Whiteboard. Select the specific screen, application window, or file you want participants to see.
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How do I share a video with sound in Teams?
Select Share, enable Include sound, and then choose the screen or window containing the video. You can also select Share audio from the presenter toolbar while already presenting. This sends all computer audio, including notifications.
Why can’t I see the Share button in Teams?
You may be an attendee rather than an organizer, co-organizer, or presenter. Ask the organizer to assign you the presenter role or change Who can present in the meeting options.
Can I give someone else control of a PowerPoint presentation?
Yes. Share the PowerPoint as a Window, start Slide Show, open the presenter toolbar, select Slide control, and choose the people who should navigate the slides. Up to 20 people can receive slide control.
What is the difference between Request control and Slide control?
Request control lets someone interact with another participant’s shared screen after the presenter approves the request. Slide control lets selected people navigate a PowerPoint presentation for everyone in the meeting.
Can I present from a phone in Teams?
Yes. Tap Share and choose Share PowerPoint, Share photo, Share video, Share screen, or Share Whiteboard. Then tap Start presenting or Start Broadcast.
Which PowerPoint formats work with PowerPoint Live?
PowerPoint Live supports .pptx and .ppsx. It does not support .ppt, .pps, .odp, or .pot files.
The Bottom Line
For a controlled presentation, share a single Window or use PowerPoint Live rather than sharing the entire desktop. Enable Include sound before playing media, turn on a Presenter mode if your camera should appear beside the content, and check your meeting role if Share is unavailable.
