Ever had your screen share freeze, or accidentally flashed your messy desktop to the whole team? You’re not alone. If you’re running meetings, training, or demos with Gotomeeting, you know a smooth screen share can make or break the session. This guide is for anyone who wants to stop fumbling and start running screen shares like it’s second nature—whether you’re new to Gotomeeting or just tired of tech hiccups.
Let’s get real: Gotomeeting works, but it’s not magic. Most problems come down to preparation (or lack of it), picking the right things to share, and not getting distracted by the bells and whistles. Here’s how to make the tool work for you, not the other way around.
1. Get Set Up Before the Meeting
a) Test Your Setup—Every Time
Don’t assume your computer “just works.” Before every important meeting:
- Check your internet. Fast and stable beats fast-but-flaky every time. Hardwired is best.
- Reboot if you haven’t in a while. It clears out memory-hogging apps.
- Plug in your laptop. Screen sharing eats battery.
- Kill unnecessary programs. Background apps can slow you down or pop up notifications you don’t want.
Pro Tip: Open Gotomeeting’s test session or schedule a dry run with a coworker. See what your audience will see—don’t trust the preview.
b) Use the Right Hardware
- Dual monitors make life easier. Present on one, keep notes/participants on the other. If you don’t have two, tile your windows or use virtual desktops.
- Wired mouse beats trackpad for demos. Less fumble, more control.
- Close tabs and mute notifications. Nobody needs to see your Slack DMs or Amazon cart.
2. Choose What to Share (Don’t Just Share Everything)
a) Share a Window, Not Your Whole Desktop
Most of the time, sharing a specific window (an app or browser tab) is smarter:
- Less risk of exposing private info.
- Keeps your audience focused on what matters.
- Uses less bandwidth and computer resources.
Exceptions: If you need to switch between apps a lot, whole-desktop sharing can be easier, but do a “privacy sweep” first.
b) Prep Your Content
- Open what you’ll show. Have your slides, docs, or browser tabs loaded and ready.
- Close what you won’t. No one needs to see your Spotify playlist.
- Zoom in for visibility. What looks big on your screen may be tiny for others.
- Check for personal info in file names or bookmarks. Embarrassing mistakes are preventable.
3. Start the Share—The Right Way
a) Start Small, Then Expand
- Announce you’re sharing. “I’m going to share my screen now...” gives people a heads up.
- Share, then confirm. Ask, “Can everyone see my screen?” Don’t just assume.
- Check the viewer window. Gotomeeting lets you see what others see—use it.
b) Manage Permissions
- If you’re not the organizer, make sure you have presenter rights before the meeting starts. Avoid the awkward scramble.
4. Keep It Smooth During the Meeting
a) Narrate Your Actions
Don’t make people guess what you’re doing. Talk through clicks and wait a beat before switching slides or apps. There’s always a lag—don’t rush.
b) Watch for “Are You Still There?” Moments
- Ask for feedback. “Let me know if you can’t see this,” or “Is the text big enough?”
- Monitor the chat. Your audience will flag issues there first.
Pro Tip: If someone says your screen froze, don’t waste time troubleshooting mid-meeting. Stop sharing and restart it. Nine times out of ten, that fixes it.
c) Use Annotation Sparingly
Gotomeeting lets you draw or highlight on the screen. It’s handy for emphasis, but:
- Don’t overdo it—too many scribbles get distracting.
- Practice first. It’s easy to end up drawing on the wrong thing.
d) Don’t Multitask
Tempted to check your email while sharing? Don’t. If you have to, mute your screen share first. Accidental “tab reveals” are a privacy nightmare.
5. Troubleshooting Common Issues
a) Lag or Low Quality?
- Stop video feeds not needed. Video eats bandwidth.
- Switch to a wired connection if possible.
- Lower your screen resolution temporarily. Less data = smoother sharing.
b) Can’t Share the Right Window/App?
- Some apps (especially on Mac) need extra permissions. Grant them in System Preferences > Security & Privacy > Screen Recording.
- If the window won’t show up as an option, minimize and reopen it.
- On Mac, you may need to quit Gotomeeting and restart after granting permissions.
c) Audio Echo or No Sound?
- Remind everyone to mute mics when not speaking.
- Use a headset if possible—built-in mics pick up everything.
- If you’re sharing a video, check “Share computer sound” (if available).
d) Screen Share Stops Unexpectedly?
- Could be network blips. Reconnect, or have someone else ready to take over.
- Sometimes, antivirus or security software kills the screen share. Add Gotomeeting to exceptions if this keeps happening.
6. What to Ignore (and What Not to Overthink)
- Fancy backgrounds and filters: They’re mostly for video, not screen sharing. Skip them.
- All the extra plugins/add-ons: The basics work fine for 99% of meetings.
- Recording everything: Only record if you really need to. Screen shares can show more than you intend.
7. After the Meeting: Quick Clean-Up
- Stop sharing before you discuss anything private. Obvious, but easy to forget.
- Save chat or screenshots if needed. Don’t rely on memory.
- Log out and close Gotomeeting when done. Helps avoid “ghost sessions” where you’re still sharing without realizing.
Pro Tips for Power Users
- Master keyboard shortcuts. Saves time fumbling with the mouse. Gotomeeting’s help docs list them all.
- Set up a “demo user” account. For product demos, a clean user profile avoids embarrassing pop-ups or saved logins.
- Have a backup plan. If Gotomeeting fails, be ready to switch to another tool (like Zoom or Teams) fast.
The Bottom Line
Screen sharing on Gotomeeting isn’t rocket science, but a little prep goes a long way. Don’t overcomplicate it—keep your setup clean, share only what you need, and always have a backup plan. The goal isn’t perfection; it’s running meetings where people can focus on your message, not your tech glitches. Start simple, improve each time, and you’ll look like a pro (even if you’re not feeling like one yet).