Screen Share Checklist
16 checks to run before you share your screen. Tick them off, print the list or download the one-page PDF. It is free, with no signup, and it runs in your browser. The facts come from Microsoft Support, read on October 31, 2026.
The 4 checks never to skip
Before the call↑ Top
Make it readable↑ Top
Choose what to share↑ Top
Right after you share↑ Top
When you finish↑ Top
All 16 checks done. You are ready to share.
Sources, read on October 31, 2026: Microsoft Support, share content in a Teams meeting, Microsoft Support, notifications and Do Not Disturb and Microsoft Support, monitor call and meeting quality. Teams steps are named as Teams; the same ideas apply in other meeting apps.
How to use the screen share checklist
- Tick as you go. Work from the top. Each box you tick moves the count up, and a reload keeps your place on this device.
- Never skip the first four. Do not disturb, a window instead of the whole screen, text that stays readable at 1080p, and Stop sharing at the end cover most embarrassing shares.
- Print it or save the PDF. The Print button prints only the checklist. The PDF is the same 16 checks on one page, ready to keep next to your monitor.
- Run it again before each important call. Select Reset ticks, and the list is ready for the next share.
Where a check names a Teams button, the wording comes from Microsoft’s Teams help. The ideas, such as closing what you will not show and sharing one window, apply in any meeting app.
Which check fixes which problem?
The same checks, sorted by what goes wrong on a share. The numbers match the list above. Facts come from Microsoft’s Teams help, read on October 31, 2026.
| What goes wrong | Check | Why it helps |
|---|---|---|
| A message pops up on the share | 3 Turn on Do not disturb | Win+N then the bell with zZ silences notifications until you select it again. |
| Viewers see a tab or file they should not | 1, 5 and 10 | Closing apps, checking private details and sharing one window keep the rest of your desktop out of view. |
| The text looks tiny or blurry | 6, 7 and 8 | Teams caps screen share at 1920×1080, so a bigger display is scaled down. Raise the scale and test it. |
| Viewers lose your pointer | 9 | A bigger pointer or a halo ring gives viewers something to follow. |
| Everyone hears a ping | 3 and 12 | With Include sound on, all computer sound, notifications included, is audible in the meeting. |
| You cannot move the slides | 10 | In Teams, slide control is available only when you share a window. |
Tips for a clean share
- Do the setup ten minutes early. Closing apps and signing in takes longer than it looks, and you do it once for the whole call.
- Rehearse the share once. Start a call with yourself or a colleague and run the list. Teams shows what you are sharing, so you learn where the buttons are.
- Keep notes on a second screen or a printout. If you share one monitor, your notes should be on the other one or on paper, never in a window you might share.
- Learn the meeting keys. The Teams shortcuts sheet lists the keys for mute, share and leave, so you do not hunt for buttons mid-demo.
- Check the picture, not just the share. Ask one viewer to read the smallest text aloud. If they cannot, zoom in.
Who it is for
Sales, support and product demos
Run the checks before a client call so no private tab, ping or tiny text breaks the demo. Rehearse with the screen share test card if the room is important.
Teachers and trainers
Share a window instead of the desktop, keep notifications off and make the text big enough for the back row. Pair it with the presentation timer for sessions that run to the minute.
Privacy
The checklist runs in your browser. Your ticks are saved in your browser’s local storage on this device so a reload keeps your place, and they are never sent anywhere. The site counts visits and tool use in aggregate, such as “list printed”, and never which boxes you tick. The PDF is a plain file with no tracking in it.
Learn more
Share your screen in Teams
Screen, window or PowerPoint Live, and what viewers see.
Teams screen share looks blurry
The likely causes, from the 1080p cap to scaling, with fixes.
Annotate in Teams
Draw on a shared screen in a Teams meeting, with and without an app.
Screen share checklist questions
Is the screen share checklist free?
What should I check before I share my screen?
Should I share my whole screen or one window?
How do I stop notifications from showing while I share?
Why does my shared screen look blurry or tiny to viewers?
Does the checklist remember my ticks?
Keep viewers on your cursor while you share
The checklist gets the setup right. SHARA’s cursor halo and click flash are free and make your pointer easy to follow on any shared screen, and the Pen, Laser and Arrow draw over any Windows app. The Whiteboard and Live Zoom are included free for your first 14 days, then it’s a one-time upgrade.
Free forever: cursor halo, click animation, Pen, Laser, Arrow, Text, Eraser, Screenshot and the Ctrl+Space Wheel. Every Pro tool is free for your first 14 days, with no card and no account. After that, Pro is a one-time purchase ($19.99 in the US).
Mashyo makes SHARA. The checks were sourced on October 31, 2026 from Microsoft’s Teams help, Windows notifications help and Teams call quality help. By Mashyo, founder of SHARA. Last updated: October 31, 2026.