Zoom Screensharing: how to share content

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Published 08/23/2016 at 8:44pm UTC

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Details

Screensharing is a useful feature that allows you and your participants to share application windows or your/their desktop. This article illustrates how to share content on a Zoom-based video call.

 

Zoom allows screen sharing on a computer, tablet, and mobile devices running Zoom, though options are limited on tablets and mobile devices. Chromebook participants can receive screenshares, but cannot annotate (i.e. draw) on them.

 

The host does not need to make someone else a presenter in order to share screen, but only one person may share a screen at a time. 

 

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Answer

 

 

Mac and Windows Computer

Computer: Share

While the share process for Mac and Windows computers is identical, there is one difference: 

  • on a Mac, a window or file must be open and NOT minimized in order to be accessed for a share.
  • on a Windows, a window or file must be open, but can be accessed for a share even if minimized.

1. Click anywhere on the video app window to make a menu appear at the bottom, and then click on the "Share Screen" icon.

 

Share screen icon: rectangle with arrow exiting top

  

 

2. Select what you would like to share. 

  • Desktop: share your entire desktop, so that your participants see exactly what you see. (Not recommended, as it is easy to accidentally share something you do not mean to.) If you have multiple monitors, you will have the option to select any of them.
  • Whiteboard: create a blank space that is shared between you and your participants, which can be collaboratively drawn on. 
  • iPhone/iPad: mirror the display from an iPhone/iPad connected to the same internet network as you, using Airplay. (Requires installing a plugin on your computer, and confirmation on the iPhone/iPad.)

Then click "Share Screen" in the lower right hand corner. The area you are sharing will become outlined in a green box, as a reminder that it is being shared. The video windows on the call will be shrunk.

  • Note: If playing a video (e.g., YouTube page or a locally stored video file), be sure to check the box next to "Share computer sound" in the lower left hand corner to ensure proper audio.

 

 

Computer: Annotate

1. To draw on the window/screen you've just shared, click on the "Annotate" button. 

Annotate tools

 

2. This will cause a number of drawing tools to appear:

Drawing tools

  • Mouse: Turns your mouse back into a cursor so that you can interact normally with the shared screen (e.g., click on links, etc.).
  • Select: Select and move a drawn segment. 
  • Text: Type text, in the color selected. (Click away from the textbox when finished, so that other participants can view your text.)
  • Draw: Allows you to draw freestyle. (Will also display different line types you can draw with.)
  • Spotlight:
    • Spotlight: Add a halo (of the selected color) around your cursor to help spotlight certain areas of the shared screen.
    • Arrow: Create an arrow-stamp on an area to remain highlighted.
  • Eraser: Click on previously drawn segments to erase them.
  • Format: Change the color, line width, font size/attribute of other drawing tools.
  • Undo: Undo your last action.
  • Redo: Redo an undone action.
  • Clear:
    • Clear All Drawing: Clears all drawings.
    • Clear My Drawing: Clears everything that you have drawn.
    • Clear Other's Drawing: Clears everything that other participants have drawn.
  • Save: Saves a screenshot of the annotated screen to the Zoom folder in your Documents folder. 

 

 

Computer: Give/Stop Remote Control

1. You can grant mouse control of your shared screen to another person by clicking on "Remote Control" and selecting the participant's name.

 

2. If a participant requests control first, you'll see the message below. Click "Approve" to grant mouse control. 

Requesting remote control

 

 

3. To take back your mouse control, click on "Remote Control" and select "Stop Remote Control".

 

 

Computer: Disable/Enable Participant Annotation

1. To prevent the other participants from making their own annotations, you can click "More" and select "Disable Attendee Annotation". Click "More" again for the option to re-enable attendee annotation.

Disable attendee annotation           Re-enable attendee annotation

 

 

Computer: Stop Share

1. When you want to stop sharing screen, you would click on the "Stop Share".

 

Stop screenshare

 

Or if you want to share a different screen, you can click "New Share". This will replace your current share.

 

New share

 

 

 

Tablet: Android

Android Tablet: Share

1. Tap anywhere on the screen, and a menu should appear at the bottom of the screen. Tap "Share".

Share button on Android tablet

 

 

2. Tap to select the content type you would like to share. Depending on the size of your tablet, you may need to scroll to view the whole list:

  • Photo
  • Document
  • Box
  • Dropbox
  • Google Drive
  • OneDrive
  • Web URL
  • Bookmark
  • Screen: share your Android screen (participants will see exactly what you do)
  • Share Whiteboard: create a whiteboard that can be seen and edited by all participants

List of content that can be shared on Android tablet

 

 

Android Tablet: Annotate on Screen Share

3a. If you select Screen, you'll see a prompt asking for permission to begin streaming your phone screen. Tap "Start Now" to allow it. 

Zoom permission window for Android tablet screen share

 

 

4a. You'll be taken immediately to your homescreen, which all participants will be able to view. 

  • Participants will not be able to view the video feed of you for the duration of the screen sharing. 
  • Touch and hold the "Annotation" button to drag the tool panel around. 
  • Tap the "Annotation" button to expand the tool panel for annotation options.

Screen share confirmation 

 

 

5a. Tap on a tool to select it and begin using. (Tap on the pencil icon on the left at any time to stop using tools and be able to tap on the screen on the screen normally.)

Drawing tools on Android tablet share

  • Spotlight: Add a halo (of the selected color) around your cursor to help spotlight certain areas of the shared screen.
  • Pen: Draw freestyle.
  • Highlighter: Draw as though with a highlighter marker.
  • Line: Draw straight lines.
  • Rectangle: Create rectangles.
  • Oval: Create ovals.
  • Undo: Undo your last action.
  • Redo: Redo an undone action.
  • Clear: Clears all drawings.
  • Color: Change color or line width of other drawing tools.
  • Stop Share: Stop screen share.

 

 

Android Tablet: Annotate on Whiteboard

3b. If you selected Whiteboard, the screen will go blank and your video feeds will disappear. Tap on the pencil icon in the lower left hand corner to access annotation tools.

  • Participants will not be able to view the video feed of you for the duration of the screen sharing. 

Pencil icon on Android tablet share

 

 

4b. Tap on a tool to select it and begin using. (Tap on the pencil icon on the left at any time to stop using tools and be able to tap on the screen on the screen normally.)

Drawing tools on Android 

  • Spotlight: Add a halo (of the selected color) around your cursor to help spotlight certain areas of the shared screen.
  • Pen: Draw freestyle.
  • Highlighter: Draw as though with a highlighter marker.
  • Line: Draw straight lines.
  • Rectangle: Create rectangles.
  • Oval: Create ovals.
  • Text: Type text with device keyboard, in the color selected. (Click away from the textbox when finished, so that other participants can view your text.)
  • Color: Change color or line width of other drawing tools.
  • Eraser: Click on previously drawn segments to erase them.
  • Undo: Undo your last action.
  • Redo: Redo an undone action.
  • Clear: Clears all drawings.

 

 

Android Tablet: Disable/Enable Participant Annotation

1. To prevent the other participants from making their own annotations, you can tap "More" and select "Disable Attendee Annotation". Tap "More" again to re-enable attendee annotation. 

Disable participant annotation on Android tablet          Enable annotation on Android tablet share

 

 

Android Tablet: Stop Share

1. Tap on the pencil icon to shrink the drawing tools. 

Pencil icon

 

 

2. Tap on the "Stop Share" button at the bottom of the screen. 

Stop share on Android tablet

 

 

Tablet: iPad

iPad: Share

While you cannot share your screen directly from an iPad, you can share a few different types of content, or create a whiteboard.

1. Tap anywhere on the screen, and a menu should appear at the top of the screen. Tap "Share Content".


Share Content

 

 

2. Select the content type you would like to share. To create a whiteboard, select "Whiteboard" at the bottom. The whole list:

  • Photos
  • iCloud Drive
  • Box
  • Dropbox
  • Google Drive
  • Microsoft OneDrive for Business
  • Microsoft OneDrive
  • Website URL
  • Bookmark
  • Whiteboard

 

 

3. If you selected Whiteboard, the screen will go blank and your video feed will be minimized to the bottom right-hand corner. 

  • Click on the "plus" icon to expand the video window to show video feeds for all participants at the bottom of the screen.
  • Click on the "minus" icon to shrink the video windows entirely. A tiny Zoom-camera icon will appear in the lower right hand corner instead--click on that to return the video feeds at any time. 

Shrunken video window

 

 

iPad: Annotate

1. Tap on a tool to select it and begin using. (Tap on the pen icon on the left at any time to stop using tools and be able to tap on the screen on the screen normally.)

Drawing tools

  • Select: Select and move a drawn segment. 
  • Spotlight: Add a halo (of the selected color) around your cursor to help spotlight certain areas of the shared screen.
  • Pen: Draw freestyle.
  • Highlighter: Draw as though with a highlighter marker.
  • Line: Draw straight lines.
  • Rectangle: Create rectangles.
  • Oval: Create ovals.
  • Text: Type text with device keyboard, in the color selected. (Click away from the textbox when finished, so that other participants can view your text.)
  • Color: Change color or line width of other drawing tools.
  • Eraser: Click on previously drawn segments to erase them.
  • Format: Change the color, line width, font size/attribute of other drawing tools.
  • Undo: Undo your last action.
  • Redo: Redo an undone action.
  • Clear: Clears all drawings.

 

 

iPad: Disable/Enable Participant Annotation

1. To prevent the other participants from making their own annotations, you can tap "More" and select "Disable Attendee Annotation". Tap "More" again for the option to re-enable attendee annotation.

Disable attendee annotation           Re-enable attendee annotation

 

 

iPad: Stop Share

1. Tap on "Stop Share" at the top to stop sharing. 

Stop share icon

 

 

 

Phone: Android

Android Phone: Share

1. Tap anywhere on the screen, and a menu should appear at the bottom of the screen. Tap "Share".

Share button

 

 

2. Tap to select the content type you would like to share. Depending on the size of your phone, you may need to scroll to view the whole list:

  • Photo
  • Document
  • Box
  • Dropbox
  • Google Drive
  • OneDrive
  • Website URL
  • Bookmark
  • Screen: share your Android screen (participants will see exactly what you do)
  • Share Whiteboard: create a whiteboard that can be seen and edited by all participants

List of content available to share on Android

 

 

3a. If you select Screen, you'll see a prompt asking for permission to begin streaming your phone screen. Click "Start Now" to allow it. 

Screen capture permission

 

3b. You'll be taken immediately to your homescreen, which all participants will be able to view. 

  • Participants will not be able to view the video feed of you for the duration of the screen sharing. 
  • Touch and hold the "Annotation" button to drag the tool panel around. 
  • Tap the "Annotation" button to expand the tool panel for annotation options.

Screenshare start on Android phone

 

 

Android Phone: Annotate on Screen Share

3c. Tap on a tool to select it and begin using. (Tap on the pencil icon on the left at any time to stop using tools and click on the screen on the screen normally.)

Drawing tools on Android phone share 

  • Spotlight: Add a halo (of the selected color) around your cursor to help spotlight certain areas of the shared screen.
  • Pen: Draw freestyle.
  • Highlighter: Draw as though with a highlighter marker.
  • Undo: Undo your last action.
  • Redo: Redo an undone action.
  • Clear: Clear all.
  • Color: Change color or line width of other drawing tools.
  • Stop Share: Stop screen share.

 

Android Phone: Annotate on Whiteboard

1. If you selected Whiteboard, the screen will go blank and your video feed will be minimized to the bottom right-hand corner. Tap on the pencil icon in the lower left hand corner to access annotation tools.

  • Participants will not be able to view the video feed of you for the duration of the screen sharing. 

 Pencil icon

 

 

2. Tap on a tool to select it and begin using. (Tap on the pencil icon on the left at any time to stop using tools and click on the screen on the screen normally.)

Android phone drawing tools

 

  • Spotlight: Add a halo (of the selected color) around your cursor to help spotlight certain areas of the shared screen.
  • Pen: Draw freestyle.
  • Highlighter: Draw as though with a highlighter marker.
  • Color: Change color or line width of other drawing tools.
  • Clear: Clear all.

 

 

Android Phone: Disable/Enable Participant Annotation

1. To prevent the other participants from making their own annotations, you can tap "More" and select "Disable Attendee Annotation". Tap "More" again to re-enable attendee annotation.

Disable attendee annotation            Enable attendee annotation

 

 

Android Phone: Stop Share

1. To stop share, close the Annotation tools panel and tap on the "Stop Share" button at the bottom of the screen.

Stop Share

 

 

Phone: iPhone

iPhone: Share

While you cannot share your screen directly from an iPad, you can share a few different types of content. 

1. Tap anywhere on the screen, and a menu should appear at the bottom of the screen. Tap "Share Content".

Share Content button in middle

 

 

2. Tap to select the content type you would like to share. Depending on the size of your phone, you may need to scroll to view the whole list:

  • Photos
  • iCloud Drive
  • Box
  • Dropbox
  • Google Drive
  • Microsoft OneDrive for Business
  • Microsoft OneDrive
  • Website URL
  • Bookmark 

 

 

 

iPhone: Annotate

1. Your selection will appear as a static image or text. Tap on the pencil icon in the lower left hand corner to access annotation tools.

Drawing tool

 

 

2. Tap on a tool to select it and begin using. (Tap on the pen icon on the left at any time to stop using tools and be able to tap on the screen on the screen normally.)

iPhone annotation tools

 

  • Spotlight: Add a halo (of the selected color) around your cursor to help spotlight certain areas of the shared screen.
  • Pen: Draw freestyle.
  • Highlighter: Draw as though with a highlighter marker.
  • Color: Change color or line width of other drawing tools.
  • Eraser: Click on previously drawn segments to erase them.

 

iPhone: Disable/Enable Participant Annotation

1. To prevent the other participants from making their own annotations, you can tap "More" and select "Disable Attendee Annotation". Tap "More" again to re-enable attendee annotation.

More            Disable attendee annotation            Enable attendee annotation

 

 

iPhone: Stop Share

1. To stop share, close the Annotation tools panel and tap on the "Stop Share" button at the bottom of the screen.

Stop Share

 

 

 

This article was last reviewed by our Support team on November 10, 2017.