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Manage meeting policies for content sharing

  • Article
  • Applies to: Microsoft Teams

APPLIES TO: Image of a checkmark for yes Meetings Image of a checkmark for yes Webinars Image of a checkmark for yes Town halls

Content sharing settings control how users present a screen or app during a chat, meeting, webinar, or town hall. 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.)

For town halls, only presenters, organizers, and co-organizers can use shared notes and screen sharing.

Manage content sharing policies

Follow these steps to manage content sharing policies:

  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 in the following sections).
  5. Select Save.

Use PowerShell to manage content sharing

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

  • ScreenSharingMode
  • AllowPowerPointSharing
  • AllowWhiteboard
  • AllowCollaborativeAnnotations
  • AllowDocumentCollaboration
  • AllowSharedNotes

Learn more about using the csTeamsMeetingPolicy cmdlet.

Screen sharing mode

This setting is a per-user policy. The setting controls whether a user can share a desktop and window in a Teams meeting.

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. If your users are using Teams in a web browser and are assigned this value, this setting functions as Not enabled.
Not enabled Screen sharing and application sharing turned off in the meeting.

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. For details on how your users use PowerPoint Live, see Present from PowerPoint Live in Microsoft Teams.

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 Amanda organizes the meeting. 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 enables or disables Whiteboard for your entire organization, and not just for Teams.

Whiteboards are 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 meeting organizer's policy.

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 Amanda organizes a meeting.

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

Set-SPOTenant -IsWBFluidEnabled $true

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.

Collaborative annotations

To enable Collaborative annotations, a per-user policy, you must first enable Whiteboard. When you Collaborative annotations enable for users with an assigned policy, these users can use annotations, a feature that allows participants to collaborate while sharing their screen in a Teams meeting. If Whiteboard or Collaborative annotations are disabled, users don't have access to annotations.

To enable Collaborative Annotations using PowerShell, set the -AllowCollaborativeAnnotations parameter to $true from Set-CsTeamsMeetingPolicy:

Set-CSTeamsMeetingPolicy -AllowCollaborativeAnnotations $true

Live share

Users can edit a document from within the Teams meeting window. This allows real time coauthoring in the context of a meeting.

To enable Collaborative annotations using PowerShell, set the -AllowDocumentCollaboration parameter to $true from Set-CsTeamsMeetingPolicy:

Set-CSTeamsMeetingPolicy -AllowDocumentCollaboration $true

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.

To enable Shared notes using PowerShell, set the -AllowSharedNotes parameter to $true from Set-CsTeamsMeetingPolicy:

Set-CsTeamsMeetingPolicy -AllowSharedNotes $true