7 Zoom Screen Share Tips Every User Should Know!

- Sharing your

screen

on Zoom is a skill you

should

know

, but do you

know

these seven

tips

? In today's video, I want to show you not only

every

thing you need to know about

screen

sharing, but also things that will make it much easier for you, including how to prevent participants from doing certain things. Hello

every

one, Scott Frisen here at Simpletivity, helping you do more and enjoy less stress. And let's start with a shortcut key to make your life much easier. So, for example, you're probably very familiar with how to

share

a screen. All you have to do is go down here and select this button,

share

screen, and it's pretty easy to get to this dialog message.

But isn't it a little easier if we just put alt S on our keyboard? Alt S will also open that dialog box, whether you have this window maximized or perhaps minimized. Maybe you are somewhere else. I can just put alt S or, if you're a Mac

user

, you can select the shift S command, and that will immediately open the sharing dialog. But something else I like to point out with this is that I will often give this advice to some of my participants, if I want them to share their screen. You don't know how many times I've tried to tell them or try to help them navigate where to find this screen sharing button.

It's a lot easier if I let them know, hey, just press Alt S on your keyboard and we can share your screen. Now let's move on to tip number two, which actually has to do the opposite. That actually prevents someone from sharing your screen. Because you want to be in control, right? You mean who and when can share your screen. Instead of them taking charge of your meeting. So what Zoom has done is conveniently added a security button here in our toolbar. And we select security. You can see that there are a few options here, including the ability to allow or not allow participants to share their screens.

So here you can see I have it unchecked, meaning anyone who is in this meeting with me can't share their screen unless I come in here and select this. If I check this, now my participants will be able to share their screen with me and share their screen with others. However, this is probably enabled by default. So what I like to do is go into my Zoom settings and change it so that it's not checked by default so I can always make sure I remember. I don't have to remember, I

should

say, to go in here and uncheck that.

So let me show you how to do it. Here I am inside my Zoom settings, inside the Zoom.us website. And after you're logged into your account, you want to select settings and we want to scroll down a little bit to the second heading which is called basic meeting. Now we want to scroll down a little further until we get to our screen sharing settings. Most likely this is already set up, right? Because that's a standard feature within Zoom to be able to share your screen. But it's the second option, who can share? By default, it is probably set to all participants.

Now you may hesitate to say host only, just yourself, or make someone else a co-host. But remember, this doesn't actually stop other

user

s from sharing, what it means is that that checkbox I just showed you will always be unchecked. So whenever you start a meeting, when you have just the host set up in your user account, in your settings, this will always start a meeting with this unchecked. And then when you want to allow someone else to share their screen, you can go in here, select security, and turn it on. So it's a useful tip, especially if you don't want other people to take over your meeting, even though they were supposed to be in it, you don't want to allow them that control to start sharing whenever they want.

Now let's move on to another screen sharing tip. This has to do with video sharing because we often want to share a YouTube video or perhaps some other type of video that you already have on your machine. And a lot of people have complained that, oh, it's really blurry or choppy or they can't hear the audio. Well before you share your video, whether online or on your system, make sure you come down here and check this checkbox. Optimize screen sharing for video clips. You want to check this box which will also automatically check this one, share computer sound, because obviously we want to share the audio when we share that video.

But this will increase your chances of providing the best viewing experience to your participants. Now, it's not going to guarantee that it's going to be a perfect experience because remember that your bandwidth, but also the individual bandwidth of your participants, is going to contribute to how they view this or what kind of quality they experience. But to have the highest quality and optimize your video clips, be sure to check this box before selecting YouTube or before selecting something on your screen. Alright, we'll stay here in the dialogue to share tip number four. And this has to do with sharing only part of our screen.

Let me cancel this for a second and say I opened a PDF document. I don't want to share the entire toolbar though, maybe I have some notes or other things here on the right side, I just want to share the text, but I don't want to hide all this other stuff because I might be doing other things, I just don't want to Let them see that. So when you go to share, when you come back here, let's open our share screen here. I'm going to click on advanced. Basic is what we always see by default, but let's click on advanced and here we have the option to share a part of our screen.

So by selecting this, we go back to our PDF example here, and here you see I have a green rectangular area here, and the green means this is what I'm sharing right now. Now, that green color is key and we will also see it in a future tip. What I can do is click on this larger part here at the top and drag it. Now as I drag it it turns yellow, that means my screen sharing is paused, you just see this as I drag things and when I release it we go back to green. Now I'm just sharing this area here.

So I can go here and make changes or reference things or go up to the file menu and you won't see any of that. Now you can always resize this window. If I want to drag this out and make sure I capture everything here. You can change its size at any time, just remember that while you change its size it will also pause, green means go, green means you are currently sharing. So if you only want to share half or a part of your screen, that will be a very useful thing for you. Now, let's move on to tip number five, which will greatly improve your meetings, especially if you want to engage your participants.

And tip number five has to do with surveying your audience. Down here in my Zoom menu, you'll see that I have a polls button. Now, you may not see this right away because it is often not enabled by default. Let's see where we can turn that. We want to go back to our Zoom settings and we're back, this is the settings, we're still on the meeting tab and yes, we're still going to go to the basic meeting header. And if we scroll down a little bit further, you'll find this option called survey. Now, like I said, there's a good chance this is disabled by default, you just need to hit this switch and you'll have polling options available.

So how do you create your first survey? Well, you'll want to stay here inside your Zoom account and this time we'll click on meetings. The meetings tab, of course, is where you'll see all your upcoming meetings. And I've created one here called test meeting. All you need to do is enter your meeting in advance, of course, and scroll down. Now, at the bottom, you will have an option to add surveys. Now I've already added one here. Let me remove this one so you can see what it will look like before creating your first survey. Again, I'm inside this particular meeting, I scroll down and there's this little area that says you haven't created any surveys yet.

So all I need to do is press this Add button and we'll get this menu here where we can set up multiple simple surveys. So I'm going to create a quick one for you here, I'm going to call this type of phone, the first field is just the title of the survey, it's not actually the question. You can choose if you want it to be anonymous or not. In many cases, I like this option because I want people to be as honest as possible with me and everyone else on the call, so there's no need to track down and share who said what.

And I'm just going to say what kind of phone you have? It's a very simple question here. Now, it's a multiple choice answer, as you can see below. You should have at least two answers, but there is an option up here. You can make it a single choice or multiple choice answer. That is, single choice, they can only choose one of their options or multiple choice, which means they can choose more than one. In this case I want to leave it with just one option and I'll say Android or iPhone or other, those are the three options that I'll give you there and if I scroll down, I can hit save.

Now you can add more questions that will be tagged in this, which means that as soon as they answer this question, if you add another question here, they will immediately be presented with that second or third question, no matter how many you have. add here. But in this case, I'll just hit save and I'll just have that survey question. So if I go down here, you can see the survey question. I can add another. Now, the difference between the ad here and the one I just showed you is that it's going to be a separate survey question, right?

You may want to ask them another question later in the meeting. That's why it can be helpful to add separate questions here if you don't have questions that need to be answered all at once. So now let's get back to our meeting. We'll go down here and select surveys. And this is a different meeting that I'm sharing right now, so I have some different questions here. This dialog will appear, but don't worry, no one is seeing anything yet. Remember that green color, well, we'll see that green color again right here. First of all, I have a dropdown area here, so you can choose.

I have two different polls set up for this meeting. Then I can choose which one I want to ask. You may want to ask survey question number two. I can also edit my survey questions on the fly, right? If I want to quickly add another option or something like that. But in this case I'll leave it at that. Now again, even though I've selected that, no one sees anything yet, nothing until I press the start survey button. I'm going to select that one and there's that green color, right? That is telling us that now this is being shared, now all participants in this meeting can participate and vote in this poll.

There is a timer here to let me know how much time has passed and it will also show me what percentage of people have contributed to this survey. Whenever I want, when I'm satisfied, I can go down here and select end the survey. That green color will disappear, so once again you won't see any of these results. If I had participants in this example, we would see the results here, but everyone else won't see those results until I say so. If I scroll down here to the bottom, select share results, once again I get that green indicator, that green color that tells me, okay, now this is shared with everyone, everyone can see the results of this survey.

And when I'm satisfied, I can come down here and say stop sharing results. I return to this menu, which again is not shared. I can choose another question from the survey or close it in case I want to share a survey later. So, something great to make your webinars or meetings much more engaging here on Zoom. Next we want to talk about annotations, so let's share our screen here again. I'm going to go back to this PDF document. And instead of sharing just a part, I share my entire screen. Don't forget the power of annotating or marking your screen.

So if I select the annotate button here in the menu, I get a big list of things I can do. I can draw freehand here, I have a small pencil. If I want to highlight or surround something on the screen. If I don't like it, I can just say undo or I can hit delete. You can add text, you can add spotlights, you can stamp things. I think this seal thing is one of my favorites, where I can come up and say, "Okay, point your eyes up and then I want you to come down and read this and then we'll go over here and check this point." and that kind of stuff.

There are many things you can experiment with annotating here within Zoom. But that also brings me to my last and final tip: prevent others from annotating your screen. I have heard many of you complain that other people are joining in andThey're adding things and I don't want them adding things while I'm sharing things or while I'm annotating on my shared screen. Well, all you need to do is come back here and select this security bar. And when you're annotating, you'll get another option here called annotating shared content. You can see it as marked right now, which means that other participants right now could come in here and start writing their own text or start drawing.

All I need to do is select that and now that prevents my participants from doing that. Now there is another place you can go to make this change. And that's allowing participants to annotate, because remember we just turned it off. I can select this and now you can write on my screen. They can share things. So anywhere, it does the same thing. Under More, you can say Disable or Allow. Or under security, you can check or uncheck your options there. Well, I hope you enjoyed today's video and I'd love to hear from you next. What was your favorite tip among all my Zoom screen sharing

tips

today?

Be sure to let me know below in the comments. Thank you so much for watching and remember that being productive doesn't have to be difficult. In fact it is very simple.