Microsoft Teams: Allow Others to Share Screen
By default, only Organizers (i.e., typically the person who scheduled the meeting) and co-organizers (see 
Add co-organizers to a meeting in Microsoft Teams - Microsoft Support for more information. Note that co-organizers must be added as “Required attendee” first) can present their screens. However, sometimes we do not want just the organizer and co-organizers to share their screen.
Table of Contents
Who can Present Options
Option | Description |
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Only organizers and co-organizers | Only the organizer of the meeting (typically the person who scheduled the meeting) and designated co-organizers (see Additional Note: Only those in Canisius (i.e., has a Canisius University Account) can be added as Co-Organizers. |
Specific people | Only specific people (after being added to Required Attendees) can share their screen (as well as the organizer and co-organizer). These people will be given the “Presenter” role while those not selected will have the “Attendee” role. Additional Note: Only people in Canisius can be added to Specific people. |
People in my org and guests | Anyone who is signed into Microsoft Teams and optional invitees can share their screen. Additional Note: Only people in Canisius can share their screen with this option. Outside attendees will not be able to share their screen. |
Everyone | Gives all attendees the ability to share their screen. |
For more information on Roles in Microsoft Teams, see Roles in Microsoft Teams meetings - Microsoft Support
Set Presenters Before a Meeting
While Scheduling
i.e., when first creating the meeting.
| 1 | In the meeting Calendar Options, click on More options in the far right. Note: Center for Online Learning and Innovation has been added as a “Required attendee”. If you want only specific people to be able to share there screen, they must be added as Required Attendees. | 
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| 2 | Click on Roles in the pop-up that appears. |
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| 3 | Click on the dropdown menu under Who can present and select the appropriate option. Note: if you need to set a co-organizer, make sure they are a “Required attendee”. Then, select them from the dropdown under Choose co-organizers. Additional Note: For specific people, another dropdown will become available. From this dropdown, we can choose as many of the “Required attendees” as needed. |
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| 4 | When finished, click on Apply in the lower-right. |
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After Scheduling
i.e., after hitting Send but before the meeting starts
| 1 | Click on the meeting we need to edit. Select Edit in the pop-up that appears. |
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| 2 | Click on Meeting options. Note: if Meeting options is not readily available, it may be under the three horizontal dots. |
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| 3 | A new tab in our preferred browser will open with the meeting options. Click on Roles. Change the Who can present option as needed. Finally, click on Save. |
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| 4 | When done, feel free to close out of the browser. |
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During the Meeting
| 1 | In a Microsoft Teams Meeting (and being either Organizer or Co-Organizer), click on More>Settings>Meeting Options. |
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| 2 | Click on Roles. Under Who can present, select the appropriate option from the dropdown. When finished, click on Apply. |
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