In such a case, I would like to recommend “Zoom”, a web conferencing tool with a screen sharing function.
Here, we summarize what can be achieved with Zoom’s screen sharing function, how to use it, and how to deal with problems.
Let’s use the screen sharing function of Zoom to improve the efficiency of the meeting.
What you can do with Zoom screen sharing
Screen sharing is a function that allows you to display the screen displayed on your PC, smartphone or tablet as it is on the screen of the other party.
With Zoom, you can share not only the host-side screen but also the client-side screen.
First, let’s take a closer look at the data you can share with Zoom’s screen sharing feature.
With Zoom, you can share various screens, such as PowerPoint and PDF files, image and video data, and the currently displayed browser.
Screen sharing is possible not only between PCs but also between smartphones and tablets.
As a result, you can share your screen and explain how to operate it, and you can share the other party’s screen and perform remote operation.
You can also share videos on your smartphone, so it is also recommended for personal use, such as sharing game play videos.
Zoom also has a function to record the contents of the meeting, so it is also a point that you can review the shared data and the instructions together.
Share a whiteboard
There is an item called “Whiteboard” in the screen that can be shared on Zoom.
The whiteboard has functions such as text input and figure insertion, and it is also possible to write directly with a pen.
Both the host and client can be operated, and it is convenient when you want to share ideas with each other or explain with pictures or diagrams.
You can also save the contents of the whiteboard as an image file.
With Zoom, you can add comments and annotations to the data you are sharing.
While talking about the content of the materials being shared, it is efficient because you can draw markers and add notes to important points to organize them in your own way.
However, please note that the contents of the comment will be displayed not only on your own screen but also on the other party’s screen.
If multiple people write at the same time, there may be cases where it becomes difficult to understand.
With Zoom, you can disable client-side comments in the host-side settings, so it would be a good idea to use it according to the number of participants.
How to share your screen on Zoom
To use Zoom, the host who hosts the meeting must have an account.
Creating a Zoom account is easy, so it will be smoother if you prepare in advance.
From here, I will explain the procedure for actually sharing the screen with Zoom.
share your screen
If you want to share your screen during a Zoom meeting, follow the steps below.
- Click “Screen Share”
- Select the item you want to share from the list
- Click “Share Screen”
When sharing is completed, a menu for screen sharing such as mute function and comment function will be displayed.
Make sure the other person’s screen is in the same state and resume the meeting.
Have someone share your screen
When sharing the other party’s screen, the procedure is the same as above.
Let’s tell the screen you want to share and let the other party operate.
When the other party’s screen sharing is completed, your screen will switch and the screen sharing menu will be displayed.
If you are having a meeting with multiple people and want to share the screen only with the host, you can change the settings from the options.
Change who can share from “All participants” to “Host only” before sharing.
There is no need to change any settings for 1:1 meetings.
switch to another screen
If you want to switch to another screen while sharing your screen, you can do so by following the steps below.
- Click “New Share” from the Share menu
- Select the item you want to switch from the list
- Click “Share Screen”
There is no limit to the number of times you can share your screen , so let’s proceed with the meeting while switching freely.
Stop screen sharing
If you want to stop screen sharing, just click “Stop sharing” in the sharing menu.
When sharing stops, you will automatically return to the video call screen.
You can also force sharing to stop by closing the shared screen.
For example, you can terminate Excel itself while sharing the Excel screen.
There is no particular problem here, but it seems a little overbearing, so basically, let’s operate from the “Stop sharing” button.
perform remote operations
Remote control means to remotely control the other party’s screen.
This is a convenient function when the other party is having trouble with operations or when it is difficult to explain verbally.
If you want to perform remote operations with Zoom, follow the steps below.
- Have someone share your screen
- Request “remote control” from the share menu
- Ask the other party to approve remote control
You can stop the remote operation from both sides, so stop it yourself or ask the other party to stop it when the necessary operation is completed.
Causes and solutions when screen sharing does not work
With Zoom, you can share not only your computer screen, but also your smartphone or tablet screen.
However, there are cases where smartphone screen sharing does not work well.
Finally, let’s take a closer look at why screen sharing doesn’t work and what to do about it.
Host not allowed to share screen
Currently, when joining a web conference on Zoom, the host has the authority to allow screen sharing.
This is also a security measure and a necessary setting for smooth web conferencing.
If the participants cannot screen share, ask the host to grant screen sharing privileges.
The Zoom software/app is not up to date
When sharing the screen of a smartphone, it is necessary to install the Zoom plug-in only for the first time.
If the plugin installation fails on the smartphone side or if the plugin on the Zoom side is not up to date, there is a possibility of sharing problems.
If you’re connected to the same network and screen sharing doesn’t work, try updating your plugins.
The latest version of the plug-in can be downloaded from the Zoom Download Center.
- Zoom’s screen sharing function allows you to share various files, whiteboards, and comments
- Screen sharing and remote control are possible with simple operations, making it easy to use even for beginners
- If smartphone screen sharing does not work well, check the network and plug-ins
By using screen sharing, you can smoothly proceed with meetings with people in remote locations.
Zoom is a convenient service that can be used in various ways other than meetings, such as training and seminars, so please consider using it.
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