IT-Questions.com

Meetings & Chat · 4 guides

Present and collaborate

Screen share, the wrong display, recording, and creating a Teams or SharePoint space.

How to share my screen in a meeting

Show a window, a desktop, or a PowerPoint without sharing the wrong screen.

EasyAbout 4 minutes4 steps

You might notice

  • Share is greyed out
  • People see a black window
  • You shared the whole desktop by accident
  1. 01

    Use Share and pick a single window when you can

    Sharing one window hides your inbox and chat. Share the desktop only when you must switch among many apps.

  2. 02

    Include computer sound only if you need it

    Tick include sound for a video. Leave it off for a normal slide deck so the room does not hear your notifications.

  3. 03

    If share is blocked, check the meeting role

    Some webinars allow only presenters to share. Ask the organizer to make you a presenter.

  4. 04

    Close anything confidential first

    Notifications, password managers, and extra monitors can appear on a full desktop share.

Screen share is showing the wrong screen

Attendees see your laptop lid, a blank panel, or the wrong monitor.

EasyAbout 4 minutes4 steps

You might notice

  • People see the other display
  • PowerPoint is on the wrong screen
  • A window share shows frozen content
  1. 01

    Stop sharing and pick again

    Choose the monitor thumbnail that shows the slides, or share the PowerPoint window instead of Screen 2.

  2. 02

    Use Present in Teams for slide decks

    In PowerPoint, present into the meeting when the option is available so attendees follow slides without seeing your notes.

  3. 03

    Move the window onto the shared display

    A window that sits on an unsaved virtual desktop or a disconnected monitor will look black.

  4. 04

    Match display layout before the call

    In Display settings, identify screens and arrange them. Sharing “Screen 1” is easier when you know which one that is.

How to record a meeting

Capture a meeting for people who could not attend, within company policy.

EasyAbout 5 minutes4 steps

You might notice

  • The record button is missing
  • You need a transcript
  • You are unsure where the file goes
  1. 01

    Confirm recording is allowed

    Some meetings with customers, legal, or HR must not be recorded. If you are unsure, ask the organizer before you start.

  2. 02

    Start recording from the meeting controls

    In Teams, use More → Record and transcribe. Tell attendees you are recording. A banner appears for everyone.

  3. 03

    Stop the recording when the discussion ends

    Stopping early keeps hallway chat off the file. The video lands in the organizer’s OneDrive or the channel’s SharePoint, then a link posts to the chat.

  4. 04

    Share the link, not a downloaded copy

    Permissions stay with the recording. Download only if you need an offline archive that policy allows.

How to create a Teams space or SharePoint site

Stand up a place for a project to chat, store files, and share a calendar.

ModerateAbout 8 minutes4 steps

You might notice

  • A new project has no home
  • Files are living in email
  • You created a private chat instead of a team
  1. 01

    Use the official request path if your tenant requires it

    Many companies do not allow anyone to create a team. Use the request form so naming, ownership, and retention are correct.

  2. 02

    If you can create one, pick the right type

    A Team is for ongoing collaboration. A SharePoint site or communication site is for publishing. Do not create both for the same project.

  3. 03

    Add at least two owners

    Owners manage membership. A single owner who leaves the company strands the content.

  4. 04

    Put files in the team library, not in the chat

    Chat files are harder to find later. Use the Files tab and a simple folder scheme.