Why virtual desktops are great for screen sharing

When it comes to screen sharing, there’s a really useful feature built into today’s operating systems. Yes, it’s both Windows and Mac – virtual desktops.

Let me explain what I mean and how you can use it when screen sharing.

What is a Virtual Desktop?

A virtual desktop is like having multiple computer screens or workspaces, but you’ve got a single physical computer.

The space that you work in, while you have (lots) of windows open is one desktop screen.

Instead of just having one screen, you can create and switch between several different virtual desktops.

You can have different apps, windows, and files open on each virtual desktop, allowing you to separate files and apps for activities. While also helping you to keep organised. 😁

Organising Your ‘Work’

For example, on your first virtual desktop, you might have all your work-related apps and documents open. On your second virtual desktop, you could have your personal web browsing, social media, and entertainment apps. This makes it easy to switch between your professional and personal tasks without everything getting mixed together.

Virtual desktops let you organise and better manage your digital life. They provide a simple way to arrange your computer or device, optimise your productivity, and maintain privacy and security by keeping sensitive work information isolated from your personal activities.

The specific steps to set up and use virtual desktops may differ slightly between Windows and macOS, but the core concept is the same – having multiple independent digital workspaces on a single device.

But what has this to do with screen sharing?

Screen Sharing

The thing is that you need to really consider what you want others to see when you’re screen sharing.

When you’ve only got one screen you need to decide how to deal with the other items you’ve got open.

Whether that’s the simple option to close things. But that means you’ve got to reopen them afterwards.

Minimise some of your applications. But what if you accidentally click and display them?

And the same goes for tabs in your favourite web-browser.

Sure, I’ve covered some of this in the previous blogs.

At the end of the day (whenever that is for you), wouldn’t it be easier to have a separate screen? One where you can choose exactly what you want to have displayed?

You can leave all of the open stuff that you’ve been using open, making it easy to go back to.

And that’s exactly what the virtual desktops give you.

A completely separate desktop, where you can open the exact things that you need to share.

And whether you end up sharing a window or the whole screen, your audience only sees what you want them to.

How do I use it for Screen Sharing?

It’s quite simple really.

When you know that you’re about to share your screen, whether it’s planned or not, create a new virtual desktop.

That desktop will be empty. All your currently open files and tabs will be on the first desktop.

Now open whatever apps or files you need for the sharing.

Join the online meeting.

When it comes time to share your screen, make sure that you’re on the correct desktop and share it as normal.

Voila! You don’t need to worry about sharing the wrong items.

Create a virtual desktop

Microsoft Windows

Through the Task View in Windows 10 and 11, create as many virtual desktops as you need.

Click the Task View button on the taskbar, which looks like two overlapping rectangles
Click New desktop
Open the apps you want to use on that desktop
To switch to another desktop, select Task View again

Keyboard Tip: You can also use the keyboard shortcut Windows Key + Tab to open the Task View pane.

To quickly add a desktop without entering the Task View pane, you can use the keyboard shortcut Windows Key + Ctrl + D.

If you don’t see the Task View icon on the taskbar, you can right click on the taskbar and select Show Task View button.

Watch how on YouTube: The Secret to Effortless Screen Sharing: Utilising Virtual Desktops on Windows

MacOS

In Mac, use Mission Control to create additional virtual desktops that appear in a section at the top of the screen.

Press the Mission Control key on your keyboard, or press Control + Up Arrow
Select the + button at the top to create a new desktop space
To switch between virtual desktops, you can swipe right or left with three fingers, or use the keyboard shortcuts Control + Right Arrow or Control + Left Arrow

You can create up to 16 spaces in macOS. When you work in a space, only the windows that are in that space are shown.

Watch how on YouTube: Manage Your Screen Sharing Like a Pro with Virtual Desktops on Mac