💡 Our Technical Review in summary
Summary
- Feature Overview: Microsoft is expanding Teams annotation capabilities to support single-window sharing. Previously, annotations required the presenter to share their entire desktop. This update allows presenters to annotate directly on a specific application window.
- Roadmap ID: This update is associated with Microsoft 365 Roadmap ID 555239.
- Timeline: Targeted Release begins early March 2026, with General Availability starting in mid-March 2026 and completing by the end of the month.
- Primary Objective: To enhance meeting privacy and focus by allowing collaborative tools to function without exposing the presenter’s entire desktop, notifications, or background applications.
Impact
- Presenter Requirements: This feature is currently limited to presenters using the Microsoft Teams desktop client on Windows.
- Participant Experience: While only Windows users can initiate these annotations, participants on Windows, macOS, and mobile devices can view and interact with the shared content.
- Privacy & Security: Sharing is restricted to the selected application window. Background notifications and unrelated windows remain hidden from participants, reducing the risk of accidental data exposure.
- Data Management: Annotation content is handled through Microsoft Whiteboard. Existing storage, retention, and compliance policies for Microsoft Whiteboard will apply to these sessions automatically.
- Default Status: The feature will be enabled by default. There are no specific administrative toggles or configurations required to activate this functionality.
Action Required
- User Communication: Inform your staff—particularly those who frequently lead presentations—about the new ability to annotate while sharing a single window.
- Training Materials: Update internal “How-to” guides or training documentation regarding Teams meetings and screen sharing to include this more secure collaborative option.
- Helpdesk Preparation: Ensure your support team is aware that while participants can be on various platforms, the presenter must be on the Windows desktop app to start annotations on a single window.
- Software Updates: Verify that users are running supported, up-to-date versions of the Microsoft Teams desktop client to ensure compatibility as the rollout reaches your tenant.
Microsoft Official Update
Service: N/A
Category: stayInformed
Severity: normal
[Introduction]
We’re introducing Annotations on Single Window Sharing for Windows in Microsoft Teams meetings, based on customer feedback requesting more focused and privacy‑preserving collaboration. Presenters can now annotate directly on a shared application window without sharing their entire desktop.
This message is associated with Roadmap ID 555239.
[When this will happen:]
- Targeted Release: Rollout begins early March 2026 and is expected to complete by mid-March 2026.
- General Availability: Rollout begins mid-March 2026 and is expected to complete by late March 2026.
[How this affects your organization:]
Who is affected:
- Users who present content in Microsoft Teams meetings on Windows
- Meeting participants on Windows, macOS, and mobile devices
What will happen:
- Presenters can share a single application window instead of their full screen.
- Annotations can be started from the presenter toolbar during window sharing.
- Participants can view and contribute to annotations.
- The feature is enabled by default and requires no admin configuration.
- Existing Teams and Microsoft Whiteboard behaviors for annotation storage and access are respected.
- There is no change to background app visibility—notifications and unrelated windows remain private.
[What you can do to prepare:]
- No action is required. The feature will be available automatically as it reaches your tenant.
- Consider notifying helpdesk and end users about the new annotation capability during window sharing.
- Ensure presenters use the Microsoft Teams desktop app on Windows and are on a supported version.
- Review existing internal guidance or training materials related to Teams screen sharing and update as needed.
Additional information:
- Annotations are initiated by the presenter during single window sharing.
- Annotation content follows existing Microsoft Whiteboard storage and retention behavior.
- Presenter support is currently limited to Windows.
[Compliance considerations:]
No compliance considerations identified, review as appropriate for your organization.
