in Microsoft teams.

Now, this is really important because what you see

is not what others see.

But you might be thinking what's the big deal

if I share my desktop, everyone can see everything.

But no, they might not be able to see anything

because everything is so small on their little laptop.

It's big for you it's invisible for them.

Even if you share a specific window,

some parts of the application can remain invisible

to your audience.

You'll think everyone is seeing what you're seeing

but they're not.

I'll show you an example of that.

And it's also important to know the difference

between sharing desktop and Windows

and how you can adjust your screen resolution

so everything is readable no matter what device

your audience is using.

Because at the end of the day you want them to remember

what you discussed.

To demonstrate the difference I'm going to be the presenter

in the meeting and I'm going to use a big monitor like this.

On the other side, I have a team member from Xelplus

and there'll be working from home with their laptop.

Let's see how things look from both sides

and how I can adjust my settings

for the perfect sharing experience.

(upbeat music)

Okay, so I'm using a workstation with a large monitor

and I've logged into my teams account.

And when I start to meeting

in the monthly reporting tasks channel in the finance team.

So let's go ahead and start the meeting

in the channel right away.

Let's mute my audio and join now.

This meeting is going to be visible to everyone in the channel.

So anyone who has access to the channel

can join the meeting.

Now the meeting has started, may if I take you to the view

of the Xelplus employee who is using the laptop

this is what they can see.

They can see that a meeting has started in training.

This is their profile

and they can join the meeting right away.

So let's click on join so that they can join this meeting.

Let's also mute their audio and join now.

Okay, so from their side they can see my profile picture

and if I switched to the big monitor from my side

I can see their profile picture.

Okay, so now let's say

I want to share some documents with them.

We want to talk about some word files, PowerPoint

and Excel files.

To share any documents I can share content from here.

I get the ability to share my desktop.

This is going to show them everything that I can see.

Another option you have is to share a specific window.

So let's say you just want to share

this project design document file.

You can just select this.

And this is the only thing they can see.

Now how do you get things to populate inside Windows?

Well, you just have to first open them on your desktop.

So here I've already opened the project design file.

I can see it here.

I've opened the Excel stock history file I can see it here.

If you open something and you don't immediately see it here,

just toggle this off and on again and it should pick it up.

You also have the ability to work on a whiteboard together

or share PowerPoint in a different way

by using this last option here.

Now what's the difference between using this option

or using the window or desktop but we going to see that.

Let's start off by taking a look at

the desktop version of sharing.

So when you share desktop you get a red border

around your screen.

This is an indication that you're sharing everything

that you can see with your audience.

So let me bring up, for example the project design file,

which is in Word.

This is how it looks for me. It's big enough for me to read.

This is how I usually work

but from the view of someone using a laptop,

so from the Xelplus user view, this is what they can see.

It's really difficult to read

because everything is so small.

Now, on the other hand, if I take a look

at this PowerPoint one.

PowerPoint looks good on my side.

It looks good on their side as well because in PowerPoint,

generally you are working with big texts.

So if you're talking about different slides here

it's easy for them to see everything.

As long as you're not using very small texts

inside your PowerPoint presentation.

Now let's take a look at Excel.

Let's say I want to talk about this data and this file.

This is what I see from my side but on their side

this is what they see.

It's very difficult to read the numbers

because everything is so small.

Now even if I zoom in a bit more here

the grid gets slightly bigger

but it's difficult to see the ribbon

if you're talking about formulas in the formula bar

it can also be difficult to see those.

So what you need to do, if you're using a big monitor

and you're sharing your desktop

is to update your screen resolution.

To do that, just go to your desktop, right mouse click,

go to display settings and adjust the scale and layout.

So mine is currently is set to 200% which is actually larger

than the recommended one, right?

So this is how I prefer to work with 200%.

If you have it in recommended,

everything will be even smaller for your audience.

Now I'm going to switch this to 300.

You do get this notification that some apps won't respond

to scaling until you close and reopen them.

On this case, I'm just going to leave them open

and see what we get.

So I'm going to bring back the Excel file here.

Now it's a lot bigger on my side

but take a look at my audience as well.

It's much easier for them to read this.

What about word? Let's take a look at that.

It's much bigger for me obviously and for them,

it's also a lot easier to read.

Another useful tip I have for you

is to use the Windows magnifier

to zoom into a specific section.

Just use the shortcut key Windows plus.

This is going to bring up the magnifier.

If you click it again, it's going to zoom into that section

and when you move around, everything moves with you.

Now you don't want to overuse this because it can make you

and your audience both .

To zoom out use the shortcut key Windows minus.

Now let's take a look at our other sharing options.

So I'm going to stop sharing by clicking on this icon here

and let's go and share a Window.

But actually, before I do that I'm going to put back

my screen resolution to what it was.

So I'm going to right mouse click some into desktop,

go to display settings and let's put this back to 200.

So now let's go and share a window instead.

So under share content let's share the Excel window

where I have the stock history.

Let's see if we notice a difference now.

Well, if this window is as big as my monitor

the effect is the same for my audience

who using a laptop, right?

So take a look at this.

They see everything small, but now take a look at this.

I'm going to make my window smaller. So my Excel window.

I'll just click on this to make it smaller.

This is how it looks on my side.

Now take a look at how it looks on the laptop view.

It's much easier to read.

So I haven't changed my display settings.

Everything is the same as before, but if it's big

this is how it looks for them.

When my window is small

this is how it looks for them, right?

So everything becomes easier to read.

The ribbon is better to read, the formulas and the numbers.

And the same applies to Word as well.

But remember now because I'm just sharing my Excel window.

If I bring up Word, they can't see the Word application.

So on my side, I see Word, I might be talking about this

and forgetting that I'm not sharing my desktop

we're sharing Word.

I'm just sharing Excel.

From their side they can still see my Excel file.

So what happens so if I collapsed my Excel window?

I get a notification here that sharing is paused

until you return to the shared window.

From their side they're still seeing the last view

of my Excel file.

Okay, so now I'm going to stop sharing

and I'm going to quickly show you the Word file

and let's see how this looks.

Okay, so this view has Word expanded filling up

the whole monitor.

When I make it smaller from my side.

So when I make the window smaller,

take a look at how it looks like on the laptop.

It's also a lot easier to read. Okay?

So you don't have to worry about your display settings

if you just adjust the Windows like this.

And that's if you're sharing Windows and not your desktop.

Now is there any downside of sharing

a Window instead of desktop?

Well, especially when it comes to sharing Excel applications

as Windows your audience may not be able to see

what you see.

So let me show you.

Let's go back to our Excel stock history.

Now let's see you are talking about this number,

you want to format it.

If I right mouse click and format cells

I'm going to get this format cells popup here.

Does my audience see that on the laptop?

Yes they see and they can actually see it pretty well.

But take a look at this. Not all dialog boxes are equal.

If I go to conditional formatting and create a new rule

I can see this on my side.

Take a look at what my audience sees.

They don't see this box at all.

This dialog box is completely missing for them.

So they might have no idea what I'm talking about.

Okay, so if you were working in Excel

and you want all functionality to show up

you have to share Excel via desktop and not a window.

Another thing that's missing and that's really important

if you're ever giving an Excel training

is that the help here, the formula help is missing

if you share it as a window.

So if I'm talking about the filter function

I'm saying the first argument needs arrays

the second argument is this.

I can see all of this, but what does my audience see?

They don't see that at all, right?

It's missing if you're sharing Windows but it's all there

if you share this as desktop.

I can quickly show it to you if we go back

and I share this as a desktop

and if I start to type in filter you can see

that the arguments are there.

If I go to conditional formatting

and I bring up the new rule, they can see that as well.

Now, what about PowerPoint?

Well, because you generally use large text on your slides,

they can see it pretty well when you're sharing your desktop

and they can also see it well

when you're sharing your window, right?

So this I'm sharing my desktop here