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.
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).
Related YouTube Videos
Share Your Screen without Worries – Quick and Easy Way to Hide Desktop Icons on Windows
From Basic to Personalised: How To Change Your Windows Background Image
Manage Your Screen Sharing Like a Pro with Virtual Desktops on Mac
The Secret to Effortless Screen Sharing: Utilising Virtual Desktops on Windows
Screen Sharing Posts
How to Choose Between Window and Full Screen Sharing
Is your desktop prepared for unexpected screen sharing? (current post)
Why virtual desktops are great for screen sharing
Recent Posts
- Upgrade or New Computer for Windows 11?
I’m often asked whether upgrading to Win 11 is worthwhile. You may have checked that your computer meets the minimum requirements, but that doesn’t automatically mean upgrading is the best decision. In this blog, I’ll share my insights on making the right choice for your particular situation before you upgrade to Windows 11. Consider Your… Read more: Upgrade or New Computer for Windows 11? - Windows 10 End of Support: Your Options Explained (Security, Costs and Consequences)
One of the most common questions I’m hearing these days is straightforward but critical: what happens if I choose to stay on Windows 10 rather than upgrading to Windows 11? With Microsoft’s support for Win 10 ending in October 2025, it’s a decision many users and businesses are facing. Let me break down the facts… Read more: Windows 10 End of Support: Your Options Explained (Security, Costs and Consequences) - How to Check if Your PC Can Upgrade to Windows 11
If you’re wondering whether your Windows 10 device can handle an upgrade to Windows 11, you’re not alone. This question is on many people’s minds as Microsoft announced the need to upgrade to its newest operating system. Fortunately, there’s a simple built-in tool that can give you a definitive answer in just a few clicks… Read more: How to Check if Your PC Can Upgrade to Windows 11 - Windows 10 End of Support: What You Need to Know Before October 2025
It’s time to address something crucial that will affect millions of computer users worldwide: Windows 10 end of support is happening on 14 October 2025. What End of Support Actually Means The date is set in stone. Come 14 October 2025, Microsoft will stop providing free software updates, technical assistance, and—most critically—security fixes for Windows… Read more: Windows 10 End of Support: What You Need to Know Before October 2025 - Slide Numbers in PowerPoint: A How To Step-by-Step Guide
I often find that the simplest features can make the biggest difference in our daily work. If you’re familiar with Microsoft Word, you’ll know how useful page numbers can be. But did you know you can add similar slide numbering to your PowerPoint presentations? Today, I’ll show you exactly how to do add slide numbers,… Read more: Slide Numbers in PowerPoint: A How To Step-by-Step Guide
tips for successful screen sharing, effective screen sharing techniques, enhancing screen sharing experience