Explain how to allow participants other than the host to use Zoom’s screen sharing function

Explain how to allow participants other than the host to use Zoom's screen sharing function

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*Zoom and services including the name Zoom are services provided by Zoom Video Communications, Inc.

From July 15, 2022, Zoom will have a 40-minute limit even for meetings with two participants if you have a free subscription. (Previously, it was only for meetings with 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

Zoom’s standard “screen sharing” function.

By default, only the host or co-host can use it, but by setting permissions, participants other than the host can also use it.

In this article, we will explain how to allow participants other than the host to share your Zoom screen, and what to do if you cannot share your screen even if you allow it.

How to allow Zoom screen sharing to non-hosts

First, let’s take a look at how to set up Zoom’s screen sharing feature to allow participants other than the host.

For PC (Windows/Mac)

For PC (Windows Mac)

When using Zoom on a computer, we recommend using the desktop app .

If you don’t have the desktop app installed, click here first

Let’s install from .

There are two ways to allow screen sharing from the desktop app to participants other than the host, and the steps for each are below.

Allow sharing from security features

  1. Launch the Zoom desktop app and start the meeting
  2. Click Security from the menu at the bottom of the screen
  3. Check “Share your screen” from the “Allow participants to” list
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Allow sharing from screen share feature

  1. Launch the Zoom desktop app and start the meeting
  2. Click “^” next to “Share Screen” in the menu at the bottom of the screen
  3. Click “Advanced Sharing Options”
  4. Check “All participants” in the “Who can share with?”

You can also change the following settings using the “Advanced Sharing Options” function.

Number of participants who can share at the same time Can be shared by one participant at a time or by multiple participants at the same time (dual monitors recommended)
Who can start sharing when someone else is sharing host only or all participants

For smartphones/tablets (iOS/Android)

For smartphones tablets (iOS Android)

If you want to use Zoom on your smartphone or tablet, you will need to use the mobile app .

It is not possible to host or participate in a meeting from a browser, so be sure to install the app from the App Store (or Google Play) in advance.

To allow non-host participants to share your screen from the mobile app, follow these steps:

  1. Launch the Zoom mobile app and start the meeting
  2. Tap “Details” from the menu at the bottom of the screen
  3. Tap “Security”
  4. Tap the switch to turn on screen sharing

When changing the default settings (both PC and mobile)

If you want to always allow screen sharing by participants other than the host, change the settings from the Zoom website as follows.

  1. Access the Zoom website (https://zoom.us/)
  2. Click Settings from the navigation menu
  3. Scroll down to the “Meetings” tab and go to the “Screen Sharing” section
  4. Check “All participants” in the “Who can share with?”

Content that can be shared with the screen sharing feature

The types of files and data that can be shared with Zoom’s screen sharing function are as follows.

Content type detail
whole desktop the entire screen displayed on the monitor
specific application window Any app/tool ​​screen that is running
Whiteboard blank screen
iPhone/iPad screen iPhone or iPad screen connected by AirPlay
PowerPoint as a virtual background Display a slideshow as a virtual background
part of the screen Part of the screen displayed on the monitor (frame size can be adjusted by dragging)
computer audio Speaker audio selected in audio settings
video Video content stored locally
2nd camera content Video from a second camera connected to the computer
File File sharing from third-party apps (Dropbox, OneDrive, Google Drive, Box, Skype. However, very interesting alternatives have emerged to the well-known Microsoft SharePoint)
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The types of content that can be shared are the same for all hosts, co-hosts, and participants.

For example, it is not possible to set permissions for each content, such as “Allow participants other than the host to share only the whiteboard.”

What to do if non-host participants can’t share their screen

What to do if non-host participants can't share their screen

Next, we will explain the causes and solutions when screen sharing is not possible on the participant side even though screen sharing is allowed for participants other than the host.

Zoom app not updated

If the installed version of the Zoom app remains an old version, some functions may malfunction.

First, follow the steps below to check the update information for Zoom, and if an update is possible, update to the latest version.

  1. Launch the Zoom app
  2. Click the user icon on the top right of the app screen
  3. Click “Check for Updates”
  4. If “Updates are available” is displayed, click “Update”

For mobile apps, you can check and update update information from the App Store (or Google Play).

Insufficient specifications for devices and internet lines

If the specs of the device you are using or the internet connection are insufficient, the connection may become unstable when screen sharing high-quality (large-capacity) files.

Try disabling features that consume space, such as virtual backgrounds, or switch to wired if Wi-Fi is weak.

Note that screen sharing by viewers is not possible for webinars

When hosting a Zoom webinar, only the host or participants with panelist privileges can screen share.

Screen sharing cannot be used for viewing-only users, so please respond by sending shared materials to the host in advance.

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summary

summary

  • Zoom’s screen sharing function can be used by participants other than the host by setting permission on the host side.
  • Content that can be shared on the screen includes whiteboards and PowerPoint, which are common to both the host and non-host participants.
  • If screen sharing is not possible even though screen sharing is permitted for participants other than the host, it can be dealt with by updating the application or reviewing the usage environment.

The screen sharing function is not only useful for sharing materials, but also for creating ideas on the whiteboard and remotely controlling the computer of the other party.

In order to proceed with the Zoom meeting more smoothly, let’s master the basics of how to use it.