Using Zoom Screen Sharing and Annotations
Learn how to share your screen, desktop, or other content during a Zoom meeting, and how to use annotation tools for collaboration.
Before you start
Sharing Your Desktop, Screen or Content
Step 1: Select Share Screen in your Zoom meeting controls.
Step 2: Select one of these screen share options:
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Basic: Share your entire desktop, specific application windows, whiteboard, or iPhone/iPad screen.
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Best practice: If you are sharing your entire desktop, be sure to close any applications or files that may include confidential information and turn off any notifications. When you share your entire desktop, meeting participants will see everything on your desktop.
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Advanced: Share one of the following:
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Slides / PowerPoint as Virtual Background: Utilize a slideshow presentation as your virtual background
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Portion of Screen: Share a portion of your screen represented by a green border
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Computer Audio: Share only your computer's audio (your selected speaker in your audio settings)
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Video: Share locally stored video content through Zoom's native video player.
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Content from 2nd Camera: Share a secondary camera connected to your computer; for example, a document camera or the integrated camera on your laptop.
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Files: Share a file from a third-party sharing service like Google Drive or Microsoft OneDrive. Follow the on-screen prompts to sign in to the third-party service and grant Zoom access.
Step 3: If you share a video clip or other media with sound, check the Share sound option. Any sound played by your computer will be shared in the meeting. If you do not check this option, participants will be not be able to hear the audio.
Step 4: If you are sharing a video clip in full screen mode, check Optimize for video clip. Do not check this otherwise, as it may cause the shared screen to be blurry.
Step 5: Click Share. When the sharing process is started and 80% of devices acknowledge receiving the shared screen, you will see a notification banner stating Participants can now see your shared screen, or whatever you have chosen to share.
Using Annotation Tools
How to annotate if you are screen sharing
Step 1: Share your screen or whiteboard. Annotation controls will display.
Step 2: If you don't see the annotation tools, click Annotate (if you are sharing your screen) or Whiteboard (if you are sharing a whiteboard).
How to annotate if you are viewing shared content
While viewing a shared screen or shared whiteboard,
Step 1: Click View Options
Step 2: Click Annotate at the top
Using annotation tools
Note: The Select, Spotlight, and Save options are only available if you started the shared screen or whiteboard.
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Mouse: Deactivate annotation tools and switch to your mouse pointer
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Select (only available if you started the shared screen or whiteboard): Select, move, or resize your annotations
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Text: Insert text
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Draw: Insert lines, arrows, and shapes
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Stamp: Insert predefined icons like a check mark or star
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Spotlight / Arrow / Vanishing Pen: Turn your cursor into a spotlight or arrow
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Eraser: Click and drag to erase parts of your annotation
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Format: Change the formatting options of annotations tools like color, line width, and font
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Undo: Undo your latest annotation
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Redo: Redo your latest annotation that you undid
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Clear: Delete all annotations
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Save: Save shared screen / whiteboard and annotations as a PNG or PDF. The files are saved to the local recording location.
Annotation settings
If you started the shared screen or whiteboard, click More in the screen share controls for these annotation settings:
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Enable/Disable Annotation for Others: Allow or prevent the participants from annotating on your shared screen.
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Show/Hide Names of Annotators: Show or hide the participants' names when they are annotating. If set to show, the participant's name will briefly display beside their annotation.
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