How do I use Whiteboard in Microsoft Teams?

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If you often teach students online through the MS Teams platform, MS Whiteboard is definitely the best tool for you. Apart from schoolwork, it is also useful for making online presentations for your workspace.

Whiteboard in Microsoft Teams is a built-in feature that you can easily access with a few simple steps. It works similar to a whiteboard you’ve seen in schools or workplaces, except it’s online. You can use it to give presentations and sketch out your ideas collaboratively.

MS Whiteboard is only accessible in Teams for school or work. You won’t be able to use this feature if you have Microsoft Teams for personal use. However, despite having a personal account, we still have an option for you. Read this article till the end to find the solution.

How do you enable Whiteboard for your organization?

If MS Whiteboard is not enabled for your teams, you will not be able to use it. This feature is only available to administrators. So, to allow it, here’s how you can use the whiteboard in Teams meetings.

  1. Open your web browser and search for Microsoft Teams admin center.
  2. Click on your Profile icon in the upper right corner.
  3. Select the Settings option.
  4. Go to Services and complements.
  5. Scroll to Whiteboard and activate “Enable whiteboarding for your entire organization.
    whiteboard add-ons
  6. Click on the to safeguard button.

How to use Windows Whiteboard in MS Teams?

If you’re the person hosting the meeting, it’s easy for you to share the screen. This option is available to all meeting members by default. However, if the administrator has assigned you the participant seat, you may not be able to share your screen. Only one member can share their screen at a time.

When you share the whiteboard, you can also choose whether you want participants to edit or not.

  1. Open Microsoft Teams.
  2. Go to the Calendar and join/start the meeting.
    calendar tab
  3. Click on the Join now button.join-now-teams-button
  4. Click on the To share icon in the top right menu for the app version. Meanwhile, click on the Open tray option at the bottom for the web version.
  5. In the share content section, select Microsoft Whiteboard.
    team whiteboard
  6. Select predefined whiteboard options or a new whiteboard option.
  7. Choose either the “Present the whiteboard. Only you can modify.” Where “Collaborate on the whiteboard. Anyone can edit.” option. This decides whether other participants can make changes or not.
    present-or-collaborate
  8. Click on the inking icon.
  9. Select the tool you want to use.
    inking option

After the meeting is over, the whiteboard saves itself to the clouds.

Tools on the whiteboard

It is necessary to have a pen to create a presentation. MS Whiteboard has three pens with 15 different colors available for you. In addition, there is also a rainbow color and a galaxy color. You can change the color of your pen by clicking on its icon, and the color menu will appear. The option to adjust the ink thickness by dragging the slider bar is also available. You can set it from 1 to 6.

whiteboard-pens, colors-and-thickness

When presenting, highlighting a specific thing is important for better understanding. For this reason, there is a single arrow and double arrow option located at the end of the menu box.

Besides pens, you can also find tools like a Ruledifferent color HighlightersAnd one Gum. You get a variety of choices to choose from on the MS Whiteboard. From adding text to adding sticky notes, you can perform various tasks. Additionally, there is a Lasso selection option that allows you to move items that you draw with the stylus.

ruler, eraser, lasso tool

You can also find a Create icon just below the inking icon. Various options like Notes, Text, Shapes, Reactions, Images, Templates, and documents appear when you open this menu. You can use these tools to fill your whiteboard to reflect your ideas and creativity.

create-whiteboard-tab

How do I allow attendees to edit?

If you want to allow other people in the meeting to participate in your presentation and make changes, you can easily allow them to do so in the following ways.

  1. Open the Whiteboard window in the Teams meeting.
  2. A dialog box appears. Select the “Collaborate on the whiteboard. Anyone can edit.” option.whiteboard collaboration
  3. If you chose Present Whiteboard and later want other participants to make a change, click the Settings icon.
  4. Activate the “Other participants can edit” option.
    option-other-participants-can-edit

Why can’t I find Whiteboard on MS Teams?

You may not see the Whiteboard option on the sharing tray if you are using Teams for personal purposes. The whiteboard feature is only available for Teams for Organizations.

If you need to use Whiteboard despite having a personal account, here’s what you can do.

The screen sharing option is available for both teams. When you can’t access the whiteboard, you can open a tab with the MS Whiteboard app or on the web and use it. However, it has a downside. The participant will not be able to participate in drawing or writing on this Whiteboard since you will be sharing your screen rather than using this tool on Teams.

  1. Open a new window in your web browser.
  2. Search for Microsoft Whiteboard.
  3. Go to Microsoft Teams and click on the Calendar tongue.
  4. Start or select the current meeting.
    meeting-join-teams
  5. Click on the Join now option.
  6. Click on the To share icon on the call tab.
  7. Select the Window option.windows tab
  8. Open the window with Microsoft Whiteboard and start using your whiteboard.ms-whiteboard tab
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