How to annotate the screen in a Microsoft Teams meeting?

Here’s a question from one of our readers:

Hi, I recently got introduced to Microsoft Teams to run online classes with my students. I have some of the PowerPoint presentation which I use to teach. I might need to annotate the PowerPoint to provide clearer explanations, but I do not see any annotation tools for that in Teams (unlike in Zoom, where you can easily annotate your screenshare.). Can you help me on how we can annotate when screen sharing using Microsoft Teams?

Thanks for your question. Teams have not yet introduced the feature of annotating in the screen we share. There are two workarounds:

  • Use an external tool like SysInternals ZoomIt.
  • Use the out of the box Whiteboard

Download ZoomIt

  • Download ZoomItfrom the the SysInternals site.
  • Unzip the downloaded file and execute ZoomIt.exe.
  • Here you can see the list of options we can use in ZoomIt.
  • Once ZoomIt is enabled, you can click the shortcut keys to check the features.

Annotate using ZoomIt in Teams

  • Once you join the meeting, click on Open share tray icon.
  • Open your PowerPoint presentation via Desktop view.
  • Zoom – This will freeze the share and we can zoom In and Out during the presentation.
  • LiveZoom – This is same us Zoom but this feature allows us to use interaction with the machine even during zoom.
  • Draw – It provides us a brush tool with which we can highlight, draw during the presentation.
  • Type – This will allow us with a text box and we can enter inside the box. We can format font type in ZoomIt options.
  • Break Timer – This will display a timer default as 10 which we can increase or decrease by up and down arrow keys.

Use Teams Whiteboard to annotate

  • In teams meeting, click on Share tray and select Whiteboard.
  • Whiteboard allows us to gather more data from everyone and come up with lot of ideas.
  • We have Pen tool with different colors, Eraser, Add text and Add note for the whiteboard.
  • We can allow or deny participants to edit the whiteboard and export the whiteboard image.
  • Below is an example output of a meeting session.