How to Share Your Screen with Zoom Rooms

The video above gives a full overview of different methods for sharing your screen in a Zoom Room, and which one is best. Spoiler alert: it works best if you are signed into the Zoom application on the device sharing screens.

If you have never shared your screen before, or you have a lot of trouble sharing your screen, please review the video above.

But if you just need a quick list of steps for screen sharing, then please use these instructions:

Preliminary Steps

Before sharing your screen, you must…

  1. Have a Screen to Share
    This means you must bring a laptop, tablet, or cellphone.
    OVA cannot provide a device for you to present your media.
  2. Install Zoom on Your Device
    Whether you’re sharing your screen from a laptop, tablet, or cellphone, you must have the Zoom application installed. Only the free Zoom application is required, and it is recommended to also be signed into a Zoom account. Links for downloading, installing, and registering a Zoom account are listed below for different devices:
  3. Turn on the AV System
    Instructions for turning on OVA’s different AV systems are linked below:

Steps for Screen Sharing while logged into Zoom app.

This is the preferred method for sharing your screen in a Zoom Room. Being logged into the Zoom app on the device from which you’re sharing screen will reduce the number of steps and will automatically mitigate the risk of creating echo.

You can learn more about this concept and how it works in the video at the top of this page.

Click the Share Screen button on your device.

After logging into the Zoom app on your device, you should see the 4 buttons displayed in this photo, New Meeting, Join, Schedule, and Share Screen.

If you do not see these buttons, try clicking the Home tab at the top of the Zoom app.

Click the Share Screen button.

Enter the Sharing Key (and Passcode if necessary).

After clicking the Share Screen button, a window asking for the Sharing Key will appear.

The Sharing Key is displayed when you press the Share Content button on the Zoom Room Controller for that room.

At Berger Auditorium, East Rec Center, and the Aspen Conference Room, the Zoom Room Controller is an app available in the room’s iPad.
At Room B in the Central Activity Center, the Zoom Room Controller is a tablet mounted to the wall.

Click the Share Content button on the Zoom Room Controller for the Sharing Key.

The Sharing Key will be displayed after pressing the Share Content button on the Zoom Room Controller.

The Sharing Key changes periodically for security purposes, so there is no need to write it down or memorize it.

Enter the Sharing Key.

Click the blue Share Screen button.

Zoom may also ask you to enter the meeting’s passcode, or to enter the Sharing Key a second time, but after these steps your device will be sharing screen.

You can confirm your screen is being shared by observing what is displayed on the room’s projector or TV. A green share screen toolbar will also appear on laptops and desktops.

To summarize, the steps for sharing your screen while logged into the Zoom app are:

  1. Open Zoom application on device sharing screen
    • Login if needed.
  2. Enter Sharing Key
    • The key may be needed twice
    • The passcode may also be needed

Steps for Screen Sharing not logged into Zoom app.

This method is strongly discouraged because it requires you to quickly mute your computer’s microphone and speakers to avoid a loud shrieking echo that is produced when two computers are on Zoom in the same room. For more information on who echo occurs and how to prevent it, please watch the video at the top of this page.

  1. Open Zoom application on device sharing screen
  2. Click Join A Meeting
  3. Enter the Meeting ID
  4. Enter the Passcode
  5. Join with audio
    • A loud shrieking echo may be produced as soon as you complete this step.
  6. Ensure the microphone is muted on the device sharing screen
  7. Ensure the speaker is muted on the device sharing screen
  8. Click Share Screen (green button)
  9. Click on content desired for sharing
  10. Click Share (blue button)

Comparing Both Methods: Logged into Zoom vs. Logged out of Zoom

It is clear to see that being logged into Zoom greatly reduces the number of steps needed to share your screen. For this reason, we highly encourage you to be logged into Zoom on the device sharing screen. Only a free Zoom account is needed, but if you happen to have a paid Zoom account, that will also work.

Related:

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