Is your desktop prepared for unexpected screen sharing?

Screen sharing has become a standard part of our working practices, ever since online meetings became the norm. But what about when you get an unexpected screen sharing request?

Here are several things to consider before you start the share.

Have the apps and/or files already open

When you click on the share option, you’ll be given a list of items already open on your computer.

If the file or app isn’t open you’re going to have to start/open it, wait for it to load and then go back to the share option.

Better to get this all sorted out before you press the share button, it will make you look more professional. If this is a planned sharing session then you can open the relevant files ahead of time.

Note: This is good practice whether you’re sharing a window or screen. (See the previous blog for the difference in these options, linked below.)

Consider what’s currently open on screen

This may sound obvious, but we all have loads of things happening on screen at the same time.

If you end up sharing your screen, then everyone will be able to see all the things that you’ve got open. Which can include all your tabs especially if you it’s an unexpected screen sharing.

In an ideal world, you want to close things that aren’t going to be shared. But we all know that you’re not going to be sharing for hours and hours. (If you are, then you need to consider why.)

Realistically, just make sure that any apps you don’t want to share are minimised.

When it comes to sharing your web-browser, close any tabs that aren’t relevant to what you’ll be sharing (or to work 😉).

If you don’t want to lose any of the tabs you have open, then open a new web-browser window. Minimise the original window to ensure that you don’t accidentally share the wrong items.

Additional tip for web-browsers: If you think you might get confused with the browser windows – use a different browser for sharing.

E.g. if you normally use MS Edge, then open Google Chrome for sharing – or the other way around.

Work on two monitors

If you are regularly sharing screens, then 2 monitors can make life much easier.

(Honestly, working on two screens can be really good. Working on more can be doable. Although I don’t recommend that you follow Terry Pratchett’s example of 9 screens!)

With two monitors (even a laptop and an external) can make sharing your screen easy.

software on 2 monitors, an easy way to control what information is shared even if you're sharing a whole screen. — Photo by John Taran on Pexels.com

Decide which monitor you will regularly share.

I recommend that you regularly share the same screen – that way it becomes more automatic setting things up.

Note: It doesn’t mean never share the other one. 😁

On the screen that you don’t plan to share, move any windows that you need to keep open. For example, emails and messaging. Moving the applications means that even if you accidentally click on the taskbar (after you’ve minimised it), no one else will see it.

Only the applications and files that you want/need to share are on the ‘selected’ screen. Allowing you to control what information others can see.

If you work mostly in a web-browser, separate the tabs into two or more windows so that you can move the ones you don’t want to share onto the other monitor(s).

Not sure how to separate the tabs? Watch my YouTube video: Tab Tricks: Get More Out of Your Web-Browsing with These Lesser-Known Options

Now when you need to share, you can use Share Screen and still control exactly what everyone sees.

Use a professional background

If you’re working for a company, it’s likely that there’s a company background image.

On the other hand if it’s your company, then you can take advantage of the times you share the screen to have a personalised background, with your company name/logo. A bit of extra (free) branding/advertising.

Learn more and how to create a personalised background with my course: Create a Personalised Windows Desktop

Another step in having a more professional background is to think about any desktop icons you have.

Using a second monitor, and sharing that one, where desktop icons aren’t normally displayed on it.

The desktop shortcuts are on the main screen. Meaning that you don’t need to do anything for the second one.

If you are using a single single, then you can consider tidying them up. Remove any shortcuts that aren’t needed.

Note: I’m not saying that you need to delete all your shortcuts. Although best practice is not to have files stored on the desktop. This is a bit of a holdover from before cloud storage. As files saved on the desktop weren’t backed up or retrievable if the computer died.

Tip: Check out the related YouTube videos (below) for a great and easy option. (Promise)

Next Steps

Now that you’ve learned some strategies for organising your desktop for impromptu or unexpected screen sharing, here are some next steps to further enhance your online meeting experience:

Practice Sharing. Share your screen or desktop preferably with someone watching or without anyone joining. You can see what it feels like and try things out. Get feedback on what someone else sees if it’s with someone else. And you can have a play around with the options, especially when new features are added.

Share your tips. It’s great to share your experience and best practice tips with others. You have the chance to confirm your knowledge and learn new tips from others.

Finally have a look at the other posts in this theme (links below).