How to Use a Whiteboard in a Microsoft Teams Meeting

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Ray Prince is a freelance writer with more than four years of experience covering automobiles and technology, writing for publications such as Gadget Review, Hybrid Cars, Auto Guide, and Vehicle History. Read more…
Microsoft Teams Logo
Microsoft Team’s Whiteboard feature is a very intuitive way of presenting information to colleagues. Using a digital pen and sketchpad, you can explain concepts of all types in an easy-to-understand format.
Similar to the Microsoft Whiteboard app, Microsoft Team’s Whiteboard feature allows users to sketch and brainstorm ideas onto a freeform digital canvas during conferences. It uses a standard classroom whiteboard format, stored in the cloud and accessible by anyone you invite to a Microsoft Teams meeting.
RELATED: How to Set Up Microsoft Teams
To launch Microsoft Team’s whiteboard for the first time, download and install Microsoft Teams by visiting the Microsoft Teams website.
To access Microsoft Team’s whiteboard, open the app, navigate to the left-side navigation menu, and click on the “Calendar” icon.

From there, start a new meeting by clicking on the “+ New Meeting” button in the upper right corner. On the following page, enter all meeting details and click on “Save.”
Click the new meeting button
Once the meeting starts, you will be prompted to Join. Click on “Join,” set your camera and computer/phone audio settings, and click on “Join Now.”
An example of the join now screen on microsoft teams
Once the meeting is launched, click on the “Share Tray” icon, wait for the “Share Content” pop-up window to load. Scroll down slightly, and click on “Microsoft Whiteboard” to start the whiteboarding session. You will have the option to present the whiteboard (sole editing rights) or collaborate, where everyone can edit in real-time.
Click Microsoft Whiteboard in the share tray on microsoft teams
After a brief loading progress bar, a large white drawing pad will appear. Click anywhere on the white drawing pad to access the writing toolbar. The writing toolbar includes pens of varying thickness, an eraser, a sticky note, a shape/line tool, and a text box.
whiteboard share tray on microsoft teams
To start drawing on your whiteboard, click on any of the writing utensils in the toolbar, press your cursor, and drag and drop anywhere on the screen to draw, sketch, or type out ideas. You also have the option to use a text box to type out ideas. You can pan and zoom your whiteboard in, out, to the left, or to the right to maximize your drawing space and draw attention to key ideas.
whiteboard drawing example
To access Settings, click on the upper right cog icon. Under this Settings menu, you have the option to export an image, set editing rights, toggle through a Help section, and send feedback to the app’s developers.
whiteboard settings tray on microsoft teams
Clicking “Export to PNG” will prompt the download, where you will have the option of saving it under a specific file name. This is useful if you want to save ideas you’ve sketched out during the conference.
RELATED: What Is Microsoft Teams, and Is It Right for My Business?
Allowing editing access to all participants will give all participants access to the drawing toolbar and will be able to sketch at the same time. Turn it off again if you want to maintain control and present.
Accessing the whiteboard when the meeting is over is easy. Simply click on the “Whiteboard” tab or visit your Microsoft Whiteboard app’s Board Gallery to view, continue working on, or save.
Microsoft Team’s Whiteboard tool’s sketch format is an intuitive way for visually-agile users to brainstorm ideas. With a strong internet connection, group sketching is pretty smooth and lag-free, with no otherworldly visible trail marks with each stroke of the pen. It is a neat alternative to traditional Powerpoint presentations, where one person is usually leading the charge with less visual input from participants.
RELATED: What Are Microsoft Teams Meeting Notes, and How Do You Use Them?
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Digital Strategist Chris Hood

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