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Manage meeting policies for content sharing

  • Article
  • 4 minutes to read
  • Applies to:
    Microsoft Teams

Content sharing settings control how users present a screen or app during a meeting or chat. You can configure admin settings for screen sharing mode, PowerPoint sharing, whiteboard, and shared notes. (For information about how to manage who can present and who can request control, see Manage who can present and request control in Teams meetings.)

To change a content sharing setting

  1. In the Teams admin center, expand Meetings and select Meeting policies.
  2. Select the policy that you want to edit.
  3. Scroll to the Content sharing section.
  4. Select the settings you want to use (described below).
  5. Select Save.

Use PowerShell to configure content sharing

You can also use the Set-CsTeamsMeetingPolicy cmdlet to control the content sharing settings. Set the following parameters:

  • ScreenSharingMode
  • AllowPowerPointSharing
  • AllowWhiteboard
  • AllowSharedNotes

Learn more about using the csTeamsMeetingPolicy cmdlet.

Screen sharing mode

This setting is a combination of a per-organizer and per-user policies. This setting controls whether desktop and window sharing is allowed in the user's meeting. Meeting participants who don't have any policies assigned (for example, external participants) inherit the policy of the meeting organizer.

Setting value Behavior
Entire screen Full desktop sharing and application sharing are allowed in the meeting
Single application Application sharing is allowed in the meeting
Not enabled Screen sharing and application sharing turned off in the meeting.

Let's look at the following example.

User Meeting policy Screen sharing mode
Daniela Global Entire screen
Amanda Location1MeetingPolicy Not enabled

Meetings hosted by Daniela allow meeting participants to share their entire screen or a specific application. If Amanda joins Daniela's meeting, Amanda can't share her screen or a specific application as her policy setting is Not enabled. In meetings hosted by Amanda, no one is allowed to share their screen or a single application, regardless of the screen sharing mode policy assigned to them. Consequently, Daniela can't share her screen or a single application in Amanda's meetings.

Currently, users can't play video or share their screen in a Teams meeting if they're using Google Chrome.

PowerPoint Live

This is a per-user policy. This setting controls whether the user can share PowerPoint slide decks in a meeting. External participants, including anonymous, guest, and external access users, inherit the policy of the meeting organizer.

Let's look at the following example.

User Meeting policy PowerPoint Live
Daniela Global On
Amanda Location1MeetingPolicy Off

Amanda can't share PowerPoint slide decks in meetings even if she's the meeting organizer. Daniela can share PowerPoint slide decks even if the meeting is organized by Amanda. Amanda can view the PowerPoint slide decks shared by others in the meeting, even though she can't share PowerPoint slide decks.

Whiteboard

Microsoft Whiteboard is a free-form, digital canvas where people, content, and ideas come together. Whiteboard integration in Microsoft Teams meetings is powered by the Whiteboard web app, which lets Teams meeting participants draw, sketch, and write together on a shared digital canvas.

Users can share a whiteboard to make it available to all participants in a Teams meeting. That same whiteboard is simultaneously available in all the Whiteboard applications on Windows 10, iOS, and the web app.

To turn the Whiteboard app on or off, see Enable Microsoft Whiteboard for your organization. Keep in mind that this setting will enable or disable Whiteboard for your entire organization, and not just for Teams.

Whiteboards will be created in the OneDrive of the person who starts the whiteboard. For more information, see Manage data for Microsoft Whiteboard.

The Whiteboard setting for Teams meetings is a per-user setting. This setting controls whether a user can share the whiteboard in a meeting. External participants, including anonymous, guest, and external access users, inherit the policy of the meeting organizer.

Let's look at the following example.

User Meeting policy Whiteboard
Daniela Global On
Amanda Location1MeetingPolicy Off

Amanda can't share the whiteboard in a meeting even if she's the meeting organizer. Daniela can share the whiteboard even if a meeting is organized by Amanda.

To enable Whiteboard using PowerShell, set the IsWBFluidEnabled cmdlet to $true from Set-SPOTenant..

For information for your end users about how to use Whiteboard, see Use Whiteboard in Microsoft Teams.

Whiteboard on Surface Hub

Before trying to use Microsoft Whiteboard, make sure that the Whiteboard app is installed on your Surface Hub device. If Whiteboard isn't installed, on the Surface Hub device, go to the Microsoft Store app, and get Microsoft Whiteboard. For more information, see Enable Microsoft Whiteboard on Surface Hub.

Annotation

When whiteboard is enabled, your users will have the option to use annotation, a feature that allows participants to collaborate while sharing their screen in a Teams meeting. If Whiteboard is not enabled, users will not have access to annotation.

Shared notes

This setting is a per-user policy. This setting controls whether a user can create and share notes in a meeting. External participants, including anonymous, guests, and external access, inherit the policy of the meeting organizer. The Meeting Notes tab is currently only supported in meetings that have fewer than 20 participants.

Let's look at the following example.

User Meeting policy Shared notes
Daniela Global On
Amanda Location1MeetingPolicy Off

Daniela can take notes in Amanda's meetings and Amanda can't take notes in any meetings.

Teams policy reference - Content sharing

Teams PowerShell overview

Assign policies to your users in Teams