With the rise of online meetings, has come the popularity of using the screen sharing option. Whether it’s to show colleagues what you’re working on, or to give advice, or assistance with something. One question that I get asked or there’s confusion about – should I be using a window or full screen?
You can probably guess that I’m pretty familiar with the whole sharing to provide advice or assistance 🤣.
Let’s first define the difference between them:
Screen – this means everything on your monitor (i.e. the screen) and all of the applications that you have. If you have more than one monitor, you should be able to choose which one to share.
Note: Please don’t try to share both, as a viewer they appear small on the screen and it’s almost impossible to actually see what you’re trying to share. Stick to picking just one of them, you can move things around between the monitors if needed.
Window – OK, you know that when you’ve got an application running it opens in its own window. (Yes, it’s the same for Mac.) And if you’ve got several files open, then they are also in their own windows.
Sharing a window means that you are choosing a specific application and likely one of the files that you have open.
The two main online meeting applications of course, call them something slightly different:
How to decide what to share
There are pros and cons to both options.
A good general rule is what do you need people to see?
If, for example, you’ve got a presentation, then sharing that window makes sense.
Note: Make sure that you’re sharing the presentation, and not the presentation program.
On the other hand, if you know that you need to share a number of files or apps, then sharing an entire screen can be better.
Sharing a window
Pro:
Security. Being selective on what is actually shared to others, no matter what is open on your monitor. i.e. making sure that you are only sharing the specific information that you want, then a window is the safest option.
Minimal prep. By selecting specific windows or files, you don’t need to close or minimise other apps on screen.
Better focus. By only sharing one item the audience can focus better on that content.
Con:
Missing information/context. If additional information or commands open in a different window or dialog box it won’t be shared. You need to share the additional window (Zoom will let you add windows, MS Teams won’t) which may need you to stop sharing and select a new window.
Unable to switch content. If you need to share a number of items (files or applications) you may only be able to share a single window at a time. You’ll need to stop sharing and then share the next window throughout the session.
Preparation. When sharing a window the app/file needs to open. With a little preparation and thought this isn’t a problem. But for impromptu sharing or questions you may need to stop sharing, open the file and share the new window.
Sharing the screen
Pro:
Multiple windows. You can easily and smoothly switch between windows and apps while sharing.
Answering impromptu questions. When you have to share something that you weren’t expecting, open it and move it to the shared screen.
Problem-solving. When troubleshooting it’s easy to see results, as they happen. Plus you can switch to a different option or tool smoothly.
Con:
Sharing everything. Messages and notifications appear and can be distracting for you and your audience.
Information Exposure. With the entire screen being shared the wrong information can be displayed and shared with the audience.While you can ‘quickly’ close or minimise the file, it’s still been seen.
Unprofessional Appearance. From busy backgrounds and lots of desktop icons, to how long it can take to find a file. Everything you do is seen by your audience. It can give the wrong impression.
Next Steps
Your decision depends on how many items you need to share with the audience.
Take into account the information that you’re sharing and the audience.
If security of data is an important factor, then I suggest sharing a window to minimise concerns.
If you’re supporting someone and you’re not sure how you can help then sharing the screen can be a better option.
No matter what your choice is, you can change it during the presentation. It’s fine to realise that a different option can be the more appropriate choice.
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Screen Sharing Guide: How to choose between Window and Full Screen, choosing the right screen sharing format, screen sharing security best practices