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Microsoft Whiteboard
This help page will guide you through the features of ‘Microsoft Whiteboard’ within Microsoft Teams. Microsoft Whiteboard in Teams enables seamless collaboration and idea sharing during meetings. Its key benefits include:
- Collaboration and sharing: Whiteboard brings teams together in a single, inclusive space within a Teams meeting, eliminating the need to switch between apps or share screens.
- Real-time collaboration: All meeting participants can simultaneously view and edit the Whiteboard, fostering real-time collaboration across devices and enabling the co-creation of ideas.
- Use – Reuse before and after the meeting : Users can select and share an existing Whiteboard in a Teams meeting, facilitating preparation beforehand or providing the opportunity to access it after the meeting as well.
To share a Whiteboard in Microsoft Teams during a meeting, follow these steps
- In the Teams meeting’s click on the ‘Share’ icon.
- From the menu that appears, select ‘Microsoft Whiteboard.’
![Screenshot of screen share option in MS Teams with share option and Microsoft whiteboard option highlighted in red.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Screenshot-2023-07-06-100346.png)
- The board picker view will open, allowing you to choose an existing whiteboard or start a new one. Select an existing whiteboard from the list or click on ‘New Whiteboard’ to create a new one.
![Screenshot of 'board picker' option to pick an existing board or create a new one.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Screenshot-2023-07-06-100635-1024x355.png)
- The whiteboard will now be shared with all participants in the Teams meeting.
Collaboration and Sharing
The Whiteboard feature in Microsoft Teams allows for real-time collaboration. You and other meeting participants can simultaneously work on the Whiteboard, making it easy to brainstorm and collaborate. All changes made by participants are visible to everyone in the meeting.
Option 1 : Enable Collaborative cursors
- On the toolbar on top right corner, you will see a ‘settings‘ cog icon. Click on this icon and select the ‘Collaborative cursors’ toggle switch to enable the collaboration.
![Screenshot of settings in Microsoft whiteboard with collaborative cursor highlighted in red box.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Collaborative-Cursor.png)
- Once the collaborative cursor is enabled, all participants in the meeting will be able to see each other’s cursors as they move around the Whiteboard.
Option 2 : Turn on and use annotation
To enable annotation while sharing your screen in a Microsoft Teams meeting, click on the ‘Start annotation’ or ‘Microsoft Teams annotation’ icon in the meeting controls at the top of your screen (as shown below). This will allow you to draw, highlight, add sticky notes or add text to the shared screen for interactive collaboration.
![Screenshot of the option on top navigation after sharing screen in MS Teams. The annotation option is highlighted in the red box.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Annotate-2-1024x77.png)
Once you select ‘Start annotation’ a pop-up will appear and allow you to select whether or not you want to allow everyone to be able to annotate, or only the presenter. If you want participants to collaborate select ‘Everyone can annotate and make changes.’
![Screenshot of Pop up message to allow everyone to annotate and make changes .](https://digitaleducation.lincoln.ac.uk/files/2023/07/Annotate-1024x502.png)
Text in Whiteboard
To add text to a whiteboard:
- Select the ‘Create‘ (plus icon) button in the toolbar, then select ‘Text.’
![Screenshot of collaboration option on the left side of whiteboard . With '+' option to create.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Screenshot-2023-07-06-100850.png)
- Click on the canvas to add a text box. Alternatively, you can also choose right-click on the canvas and then select ‘Text.’
![Screenshot of options to collaborate that appears on clicking the create option. With Text Option highlighted in red box.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Text-468x1024.png)
![Screenshot of create text option in Microsoft whiteboard.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Text-on-whiteboard-1024x652.png)
Add notes and note grids in Whiteboard
In Whiteboard, you can utilize sticky notes and note grids to brainstorm, plan projects, and organise subjects efficiently.
To add sticky notes or note grids in Whiteboard follow the steps below
- Click on the ‘Create‘ button in the toolbar.
- Then select ‘Notes.‘
![Screenshot of options to collaborate that appears on clicking the create option. With notes Option highlighted in red box.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Notes1-1.png)
- Add ‘Note‘ or ‘Add Note Grid.’ Choose a colour and drag the note icon to the canvas.
![Screenshot of the options within the notes to "Add note" or "Add note grid."](https://digitaleducation.lincoln.ac.uk/files/2023/07/Notes.png)
Insert pictures and documents into a Whiteboard
To insert a picture or a document into the Whiteboard, follow these steps
- Open the ‘Create‘ menu by selecting ‘Create‘ (plus icon) from the left-hand menu.
- Select ‘Documents’ or ‘Images.‘
![Screenshot of option to create. Document and images option highlighted in red box.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Document-1-1.png)
- Select ‘My Files‘ to open File Explorer. You can add PDFs, PowerPoint presentations or images through OneDrive or your own device.
- In case of a document, select document you wish to upload > pages or select all to upload the document.
Insert templates in Whiteboard
- Select the Create (plus icon) button in the toolbar.
- Select the Templates button in the Create panel.
![Screenshot of Options in create tab with option to insert template highlighted in red box.](https://digitaleducation.lincoln.ac.uk/files/2023/07/template-1.png)
Draw and Ink in Whiteboard
- Select ‘Inking’ (pen icon) from the left-hand menu or press Alt + W.
![Screenshot of inking tool option in Whiteboard to collaborate.](https://digitaleducation.lincoln.ac.uk/files/2023/07/Pens-1024x135.png)
- Select a pen from the ink toolbar to begin drawing. Double-clicking the pen allows you to choose a new colour or thickness from the drop-down menu.
Continue working on a Whiteboard after a meeting
The Whiteboard from the Teams meeting is accessible to all participants within your organization. You can find it in the meeting chat under the Whiteboard tab, enabling ongoing collaboration and re-use in future meetings.