Show My Screen: Best Tools & Tips for Remote Presentations

How to Use “Show My Screen” for Online Meetings and TroubleshootingScreen sharing—often labeled “Show My Screen,” “Share Screen,” or “Present”—is a core feature of modern online meetings and remote support. It lets you display your entire desktop, a single application window, or specific browser tab to other participants. Used well, it speeds collaboration, makes troubleshooting faster, and helps presenters keep audiences engaged. Used poorly, it can leak private data or create confusion. This guide covers practical steps, best practices, and troubleshooting tips so you can share your screen confidently and securely.

Why and when to use screen sharing

• Remote presentations and demos: Walkthrough slides, product demos, or live software tours.
• Collaborative work: Review documents, co-edit code, or jointly annotate designs.
• Technical support and troubleshooting: Show error messages, system settings, or perform guided fixes while the support person watches.
• Training and onboarding: Provide live instruction with step-by-step visuals.
• Decision-making: Share dashboards, analytics, or financial reports to review together.

Types of screen sharing

• Entire screen/desktop: Shows everything on your monitor(s). Useful for switching between apps, but riskier for confidential info.
• Single application/window: Limits view to one program (e.g., PowerPoint, browser). Safer and more focused.
• Browser tab: Often only available in browser-based meeting apps; ideal for sharing a specific web page or web app.
• Remote control (optional): Gives another participant control of your mouse/keyboard; powerful for hands-on troubleshooting but requires trust.

Preparation checklist (before you click “Share”)

• Close or minimize apps with sensitive info (email, chat, personal files).
• Disable unnecessary notifications (Do Not Disturb / Focus mode).
• Arrange any windows or tabs you plan to show; keep only relevant items visible.
• If sharing audio (video or music), enable “Share system audio” if your platform requires it.
• Test webcam and microphone levels separately if you’ll also speak.
• For multi-monitor setups, know which screen you’ll share.
• Have a backup plan: a PDF or screenshots to upload if live sharing fails.

Step-by-step: common platforms

Below are concise steps for widely used meeting tools. Specific wording may vary with app updates.

• Zoom

  1. Click “Share Screen” in the meeting toolbar.
  2. Choose “Desktop” (entire screen), an app window, or a browser tab.
  3. Check “Share computer sound” to include system audio.
  4. Click “Share.”
  5. To stop, click “Stop Share” at the top of the screen.

• Microsoft Teams

  1. Click the “Share” (screen) icon.
  2. Select “Desktop,” “Window,” or “PowerPoint” or “Microsoft Whiteboard.”
  3. Toggle “Include system audio” if needed.
  4. Click the selected item to start sharing; click the red “Stop sharing” button to end.

• Google Meet

  1. Click “Present now.”
  2. Choose “Your entire screen,” “A window,” or “A tab.”
  3. If presenting a tab with audio, choose the tab and check “Share audio.”
  4. Click “Share.” Use “Stop presenting” when finished.

• Webex

  1. Click “Share content” or the screen icon.
  2. Choose “Screen,” “Window,” or “Application.”
  3. Select whether to include audio, then click “Share.”
  4. Click “Stop sharing” to finish.

• Slack Huddle / Calls

  1. Start a call or huddle.
  2. Click the screen share button, choose a screen/window, then “Share.”
  3. Stop by clicking the screen share button again.

Best practices for presenters

• Announce intent: Say what you’ll show and for how long.
• Narrate actions: Explain what you’re doing and why—don’t assume viewers follow every click.
• Zoom and highlight: Use magnification tools or pointer/highlighter features to focus attention.
• Use gestures and pauses: Pause after key points so participants can absorb info or ask questions.
• Keep visuals legible: Increase font sizes, simplify slides, and reduce on-screen clutter.
• Share only what’s needed: Prefer app/window sharing over entire desktop.
• Prepare accessible alternatives: Send slides or a transcript afterward.

Security and privacy considerations

• Limit visibility: Share a single window when possible to minimize accidental exposure.
• Revoke remote control after troubleshooting.
• Be cautious with saved login data visible in browsers or password managers.
• Use meeting controls: enable waiting rooms, authenticate attendees, and restrict who can present.
• For recorded sessions: warn participants that the session will be recorded and store recordings securely.

Troubleshooting common screen-sharing problems

• No “Share Screen” button or greyed out

  • Host settings may restrict sharing—ask the host to enable attendee sharing.
  • On macOS, grant screen-recording permission to the meeting app via System Settings > Privacy & Security > Screen Recording and restart the app.
  • On Windows, ensure the app has sufficient permissions and that you’re not in a restricted environment.

• Shared screen is blank or black

  • Check hardware acceleration settings in your browser or app; toggling it often helps.
  • Update graphics drivers and the meeting app.
  • Try sharing a different window or a browser tab.

• Participants see low-resolution or laggy video

  • Close background apps using bandwidth or CPU.
  • Reduce frame rate / stop sharing full-screen video; share a single tab or use slides instead.
  • Ask participants to disable incoming video to save bandwidth.

• Audio not shared

  • Use the “Share system audio” / “Include computer sound” option when initiating share.
  • Verify system volume and app-level audio permissions.
  • On macOS, some apps require an audio capture extension — follow the app’s prompts to install it.

• Cursor not visible or pointer lagging

  • Use built-in pointer/highlight tools in the meeting app.
  • Switch to sharing a specific window instead of the whole screen.

• Remote control not working

  • Both parties must grant permission; ensure the presenter has enabled remote control and the requester clicks “Request control.”
  • Network latency or corporate firewall rules can block remote-control packets.

Advanced tips for technical support sessions

• Use screenshots with annotations to preserve the exact state you’re seeing.
• Have participants run quick diagnostics and copy/paste logs into chat.
• When granting remote control, perform sensitive steps verbally first, then take control.
• Re-create the issue on a test profile or guest account to avoid exposing personal data.

Sample troubleshooting script for support agents

1. Ask the user to start a meeting and share their screen (prefer window sharing).
2. Request they show the exact error message; ask them to keep the mouse over it.
3. If you need control, ask them to grant remote control and confirm they can see your cursor.
4. Perform the fix step-by-step while narrating; pause before any destructive action.
5. After resolving, ask the user to verify functionality and stop sharing.
6. Document steps taken and follow up with a screenshot of the corrected state.

Accessibility considerations

• Provide alt-text or transcripts for shared visuals when possible.
• Use high-contrast visuals and large fonts.
• Allow extra time for viewers using assistive tech and describe actions clearly.

Quick checklist to end a secure screen-sharing session

• Click “Stop share.”
• Close any files or windows you opened during the session.
• Re-enable notifications if you had them off.
• If remote control was used, ensure it’s revoked.
• If the meeting was recorded, note where the recording is stored and who can access it.

Screen sharing is a powerful tool when used thoughtfully: it bridges distance, clarifies problems, and speeds collaboration. With a little preparation and attention to privacy, you can present and troubleshoot confidently in any online meeting.