The best screen-sharing tools 2024: Details, pricing & features

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With 16% of businesses fully remote, and many others offering hybrid work environments, we're all becoming more reliant on remote collaboration. Screen-sharing software has emerged as a cornerstone for seamless communication and efficient teamwork.

When face-to-face interactions have taken a back seat, screen-sharing has become the go-to for facilitating easy communication and understanding between remote individuals and teams. During meetings, we now huddle around virtual desks. "Pass the mouse"—as it once was—has become "share your screen."

In this blog, we'll take you through the essential details, pricing structures, and standout features of the screen-sharing software making waves in 2024. But why the buzz around screen sharing? Beyond the convenience of showcasing your latest PowerPoint masterpiece, these tools offer multiple benefits.

Picture this: a boost in productivity as teams collaborate in real-time, the ability to troubleshoot tech issues by visually sharing screens, and ideas and statistics conveyed with clarity. Screen-sharing isn't just a tech feature—it's a game-changer for working, teaching, and connecting remotely.

Ready to bring screen-sharing into your remote work? Let's get started!

Whether you're delivering presentations, conducting team meetings, or engaging in educational sessions, the benefits of screen-sharing software are undeniable.

Understanding screen-sharing tools

So, what exactly are screen-sharing tools and why do we need them? At mmhmm, we're big fans. Why? Because sometimes it's easier to show, rather than explain, and when that happens, sharing what's on our screens with someone two states away is vital. Let's dig deeper.

Screen-sharing means broadcasting what's on your screen

Screen-sharing tools allow users to broadcast their computer screens in real-time, enabling others to view exactly what's happening on their desktop or application. Whether it's a presentation, troubleshooting a software glitch, or collaborating on a document, screen sharing transforms the abstract into the tangible, making virtual interactions feel more immediate and personal.

Why we need screen-sharing software

The importance of screen-sharing software extends far beyond mere convenience. These tools are the linchpin of effective communication between remote teams. By offering a visual gateway into our workspaces or even a remote desktop, they facilitate a deeper understanding among team members, clients, or students. Imagine being able to showcase your ideas, walk through complex processes, or even guide someone through a task—all with the click of a button. That's the power of screen-sharing.

When should we use screen-sharing?

We've all had those moments. You're presenting on a remote call and it would just be easier if everyone was in the office, gathered around your screen as you walk them through a technical process. Screen-sharing does that for you. It's a versatile tool, adapting to numerous scenarios in the remote working world.

Sales presentations:

Transform virtual client meetings, presentations, and product demos into interactive experiences, fostering deeper client engagement.

Remote training:

Redefine education by creating a virtual classroom, enabling interactive learning experiences and dynamic teacher-student interactions.

Technical support:

Streamline tech issue resolution by visually guiding users through step-by-step solutions, turning complex problems into manageable tasks.

Collaborative brainstorming:

Ignite creativity by sharing live visuals during brainstorming sessions, ensuring everyone is on the same page.

Code debugging sessions:

Simplify complex coding issues by sharing screens, allowing for collaborative debugging and problem-solving.

Software training:

Enhance onboarding processes by providing hands-on software training, ensuring a smooth learning curve for new team members.

Top screen-sharing tools in 2024

Which screen-sharing app should you pick? We've scoured the digital landscape to find the best of the best. These are apps that make desktop sharing a breeze for small teams, or that offer versatile screen-sharing software for complex, multinational companies.

We understand that not all screen-sharing tools are created equal. So, when we reviewed these screen-sharing options we considered ease of use, versatility, collaboration features, and user reviews from reputable platforms like Capterra, TrustRadius, and G2. Top of the bunch is mmhmm. I know we're biased, but its intuitive user interface, creative and engaging presentation options, alongside synchronous and asynchronous collaboration features make it an all-around winner in our eyes. Read on for more on screen-sharing with mmhmm, and some of our other favorites.

Tool 1: mmhmm

What mmhmm works best for:

  • Dynamic, engaging presentations

  • Virtual meetings with panache

  • Interactive educational sessions

mmhmm isn't just a screen-sharing tool—it's a virtual presentation powerhouse. Elevate your presentations, meetings, and lessons with dynamic features that turn the mundane into the extraordinary. From customizable backgrounds to interactive slide presentations, mmhmm adds flair to your virtual interactions.

What's happening in mmhmm?

  • Customizable virtual backgrounds

  • Dynamic slide presentations that can be recorded or shared live.

  • Interactive elements—meeting participants can move through your slides at their own pace as you present.

  • Real-time collaboration tools

Don't take our word for it...

"mmhmm lets me stand out during video calls, which is critical given that we're all in so many calls each day. Before using mmhmm I became accustomed to call participants turning off their camera and tuning out or multitasking. When I use mmhmm, participants' jaws tend to drop. I am much more confident that they're paying attention. People often ask me how I performed my 'video magic tricks'!"—Reviewer, G2.com.

Pricing information:

Get the lowdown on our pricing plans below.


Tool 2: Slack

Best use cases:

  • Streamlined, simple team communication

  • Multi-user screen sharing for collaborative remote meetings

  • Customizable workspaces for organizations of all sizes.

Slack stood out to us as one of the most popular messaging apps for business teams. Offering a customizable workspace, teams can send messages, receive notifications, and engage in video clips or audio recordings. With features like Slack huddles, users can initiate calls in direct messages or workspace channels, fostering efficient communication While simple, it's a great option for screen-sharing within organizations of all sizes—with up to two people in each Slack huddle able to screen-share at once—providing a hub for collaboration.

List of features:

  • Unlimited apps, meetings, workflows, and over 2,600 integrations.

  • Multi-person screen-sharing in the Slack huddles feature

  • Recording for sending audio and video messages.

  • Customization for workspace communication, including emoji reactions.

  • Automation with workflow building and customization.

  • Advanced security and compliance.

  • Detailed admin control for enterprises, covering domain claiming, message analytics, and user management.

  • Slack canvases – dedicated space for team channel documentation, FAQs, guides, etc.

Why do businesses love Slack?

"We have been using Slack as the only communication medium to interact internally with anyone in our organization, it is the most convenient method to interact and discuss. The huddle/call feature in Slack is also an amazing feature that helps you connect to any user instantly with great voice quality and offers great screen-sharing features. I must say that Slack has helped so much to simplify the interaction procedures with such a cool interacting platform."—TrustRadius review of Slack

How much does it cost?

  • Free: Calling and messaging.

  • Pro: $7.25 user/month, billed annually, or $8.75 user/month, billed monthly.

  • Business+: $12.50 user/month, billed annually, or $15 user/month, billed monthly.

  • Enterprise Grid: More data compliance options and admin features, see sales for more.

Tool 3: Microsoft Teams

Why use it?

  • Enterprise calling and communication

  • It's great for virtual meetings, with searchable conversation histories.

  • Seamless integration with Microsoft 365 Suite, keeping communication and compatibility seamless across your organization.

Microsoft Teams is one of the big go-to solutions for fast and efficient business communications, offering a robust platform for messaging and video calling and excellent screen-sharing software. Whether you're a small team or a large enterprise, Teams provides a seamless experience, especially when used in conjunction with other functions in the Microsoft Office Suite—like Word, Excel, Outlook, and OneDrive. The tool is free with a Microsoft account, and paid versions unlock additional features, making it a comprehensive solution for diverse communication needs.

List of features:

  • Unlimited video calling and screen sharing.

  • Data encryption for advanced security.

  • Collaboration through whiteboards, polling, and chats.

  • Recording, transcripts, and live captions.

  • Email and webinar hostings with attendance registration for events.

  • Easy integration with other apps in the Microsoft Office Suite.

Here's what other businesses have to say about Teams

"Our daily business processes have become increasingly reliant on Microsoft Teams, a powerful communication and collaboration platform. This has dramatically increased our productivity and simplified our office and remote work due to increased capabilities and smooth integration with other Microsoft services...Collaborative whiteboarding and screen sharing tools are especially helpful for interactive presentations and brainstorming."—G2 review

How much does it cost?

  • Free version: One-hour group calls for up to 100 people and in-app collaboration.

  • Microsoft Teams Essentials: $4 user/month, billed annually.

  • Microsoft 365 Business Basic: $6 user/month, billed annually.

  • Microsoft 365 Business Standard: $12.50 user/month, billed annually.


Tool 4: Discord

When to use Discord?

  • Group brainstorming by text or voice.

  • Casual communication among teams—it's less suited to scheduled meetings.

  • Community building

Discord, originally for gamers, by gamers, offers an affordable and versatile platform that is challenging the likes of Slack and Microsoft Teams in the business communication space. It goes beyond mere conversations, allowing users to create communities known as servers.

Within these servers, you can initiate calls, share screens, engage in multi-streams, and even add video backgrounds. The bonus for businesses? Servers can be huge, holding up to 25,000 simultaneous online members. Discord caters to both casual and organized discussions, with intuitive screen-sharing and video conferencing making it a go-to for group brainstorming and community building.

What's Discord all about?

  • Calling, screen sharing, multi-streams, and chat functionality.

  • Easy communication with a variety of emojis, separate topic channels, voice messages, and direct messaging.

  • Accessibility options like screen reading and keyboard navigation.

  • Slash commands for communication with bots and the ability to create custom slash commands.

  • Entertainment-focused features for activities like gaming, meme editing, and image sharing.

"The screen sharing is also top-notch and works better than in any other messaging app. The ability to add bots is quite useful as it can automate tasks."—Capterra review.

How much does it cost?

  • Discord: Free with calling, screen sharing, chat, and file sharing.

  • Nitro Basic: $2.99 user/month, billed monthly.

  • Nitro: $9.99 user/month, billed monthly.

How to choose the right screen-sharing app for your business

With so many options out there, it's not always easy to select the screen-sharing software that will work best for your business. Much like picking the right tool for the job, this decision requires a thoughtful approach. Consider what your end goals are, how intuitive the software is to use, whether it is compatible with other apps you have, and how secure it is. Here are our thoughts on the key factors to consider.

What to look out for in your screen-sharing software

Ease of use: Simplicity is a virtue. Look for a tool with an intuitive interface and straightforward functionalities. The goal is efficiency, not deciphering complex features. Choose a tool that effortlessly integrates into your workflow, eliminating unnecessary hurdles.

Compatibility:

Ensure your chosen tool plays well with other applications in your toolkit. This will make the collaborative experience much smoother and eliminate any problems when switching between apps. A well-integrated tool saves time and minimizes friction in your digital operations.

Features:

Consider the features that matter most to you. Whether it's real-time annotation, interactive whiteboards, or dynamic presentations, prioritize options that enhance your virtual interactions. The key isn't an abundance of features but rather the right features tailored to your specific needs.

Collaboration capabilities:

Assess whether the tool facilitates seamless teamwork. Can your team annotate screens in real time? Is virtual meeting functionality robust? Look for a tool that transforms collaboration into a dynamic and engaging experience.

Security measures:

The security of your data and meeting participants is paramount. Ensure your chosen tool implements robust security measures – encryption, secure data transmission, and other safeguards. Security features should instill confidence, safeguarding your information within the digital space.

Your needs matter most:

One size does not fit all in the realm of screen-sharing software. Just because your competitor uses one screen-sharing app, it doesn't mean that option is going to be best for you. Tailor your choice to match the specific needs of your business or personal use. Consider industry requirements, team size, and collaboration dynamics. Your ideal tool should be a bespoke solution, that aligns precisely with your unique digital landscape.

Amid the multitude of digital options, the emphasis is on finding the optimal match. As you navigate through the selection process, keep these factors in mind. The ideal screen-sharing tool is the one that seamlessly integrates into your digital workflow, facilitating a smoother, more productive journey.

Free vs paid screen-sharing software

There are many free screen-sharing software options out there, so should you pay for a premium version? And if so, what are the benefits? To be honest, we love that your business can benefit from screen-sharing without having to fork out a fortune. Sometimes that works, but sometimes you'll need to pay a little bit extra to get the features you need.

If you're just starting out or have a small team then a free tool for desktop sharing and video conferencing might do the job. But, if you need more complex features or higher participant numbers, a paid option might be more suitable. Here's our lowdown.

Comparison of free and paid screen-sharing apps

Free options

Pros:

  1. Cost-effective: The obvious advantage is in the name—it won't cost you anything. Free tools offer essential screen-sharing functionalities without denting your budget.

  2. Accessibility: These tools are often user-friendly and accessible to a broad audience, making them ideal for smaller teams or personal use.

  3. Quick adoption: With no financial commitment, free tools are swiftly adopted, allowing users to explore and integrate them into their workflows with ease.

Cons:

  1. Limited features: Free versions may come with limitations in terms of features. Advanced functionalities like high-definition screen sharing or extended meeting durations might be restricted.

  2. Security concerns: Security measures may not be as robust in free versions, potentially posing a risk for sensitive information during screen-sharing sessions.

Paid options:

Pros:

  1. Enhanced features: Paid tools often offer a broader range of features, catering to diverse needs. Slack, for example, only offers 1:1 huddles in its free version, yet the Pro versions and above offer group audio and visual calls both within and outside your organization.

  2. Priority support: Investing in a tool often comes with the perk of priority customer support. Quick resolutions to any issues can be a game-changer, especially in a professional setting.

  3. Reliability: Paid tools typically come with greater reliability in terms of uptime, ensuring that your virtual interactions are uninterrupted and dependable. Again, Slack guarantees a 99.99% uptime for its Business+ and Enterprise Grid customers.

Cons:

  1. Cost factor: The primary drawback is, of course, the cost. Depending on the scale of your needs, the investment in a paid tool might be a significant consideration.

  2. Learning curve: With more features comes a steeper learning curve. Users may need time to explore and fully harness the capabilities of a paid tool.

When should you invest in paid screen-sharing software?

  1. For business collaborations: For businesses relying heavily on virtual collaborations, investing in a paid tool ensures a comprehensive suite of features for seamless communication.

  2. If you're reliant on client presentations: When making a lasting impression is crucial, the enhanced features of a paid tool can elevate your client presentations, showcasing a level of professionalism and sophistication.

  3. When sessions are security-sensitive: If your screen-sharing session involves sensitive information, the advanced security measures of paid tools provide an added layer of protection.

How to use screen-sharing software effectively?

Unlocking the full potential of screen-sharing software involves more than just hitting the 'Screen Share' button. At mmhmm, we've been there—here are our top tips.

  1. Prepare your content:Organize your content before the session for a seamless sharing experience.

  2. Set the stageClear digital clutter, mute notifications, and maintain a tidy desktop to keep the focus on the content you want to screen share.

  3. Engage your audience:Encourage interaction through Q&A, polls, or collaborative annotations to make it a dynamic experience.

Common Mistakes to Avoid:

  1. Overlooking compatibility:Verify tool compatibility with your applications to prevent potential hiccups during your session.

  2. Skipping dry runs:

    • Practice with dry runs to iron out technical glitches and content-related issues before the actual presentation.

Our final thoughts

Whether you're delivering presentations, conducting team meetings, or engaging in educational sessions, the benefits of screen-sharing software are undeniable. Real-time visual interaction, collaborative annotation, and the ability to share a specific application or your entire screen add layers of dynamism to your digital engagements.

We might be biased, but our top recommendation is mmhmm. With its dynamic features like virtual backgrounds, presenter controls, and content-rich presentations, mmhmm stands out as the go-to choice for transforming routine meetings into captivating experiences. Investing in a paid version, particularly for business collaborations or client presentations, can unlock advanced features, priority support, and enhanced reliability.

About mmhmm

mmhmm isn't just a platform; it's a dynamic experience redefining virtual presentations and screen recording. mmhmm transforms ordinary presentations into engaging experiences with features like virtual backgrounds and presenter controls.

Beyond presentations, it serves as a powerhouse for seamless screen recording, making the process intuitive and visually compelling. Whether you're a professional presenter, educator, or content creator, mmhmm stands as the go-to stage for impactful virtual engagements.

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