White board

How Your Team Can Make the Most of Microsoft Whiteboard

If you’ve got a commercial Microsoft 365 subscription, you’ve already got access to an invaluable tool that could transform the way your team works together—Microsoft Whiteboard. Traditionally, jotting down ideas on a whiteboard has been the go-to method for visually conveying complex concepts and having effective brainstorming sessions.

But when a physical whiteboard isn’t available, Microsoft Whiteboard steps in as a powerful alternative. This innovative tool skillfully replicates the dynamic nature of a traditional whiteboard, offering features like digital pens, post-it notes, and various other interactive elements.

Whiteboard App

What is Microsoft Whiteboard?

Microsoft Whiteboard provides a freeform canvas where you and your team can ideate, create, and collaborate visually via the cloud. You can easily write or draw as smoothly as you would with ink. You can also type in text, add an image, sticky notes, or note grids to express your ideas and use reactions to visually communicate your thoughts.

The touch-first, interface frees your ideas from the keyboard, and the smart inking technology transforms your doodles into great-looking shapes and lines that can be copied, pasted, and combined with other objects.

Whether you’re using it online, on your desktop, or your mobile device, you can explore a range of features and tools to boost your creativity and productivity. Read on to learn how to use the new Microsoft Whiteboard and maximise its potential.

Advantages of Using Microsoft Whiteboard

Explore the ways Microsoft Whiteboard can revolutionise your team’s collaboration and creativity, enhancing your workflow with efficiency and interactivity.

Create Freely

Microsoft Whiteboard offers a unique experience, allowing you to unleash your creativity effortlessly. With an infinite whiteboard canvas and intuitive interface supporting keyboard, pen, or touch input, you can bring your ideas to life seamlessly. Whether it’s shaping your vision into charts or designs, Whiteboard empowers you to craft freely. Have a product idea to develop? Or perhaps a fresh business plan to map out? Whiteboard provides the platform for you to create without constraints.

Collaborate With Teams

Another great thing about Microsoft Whiteboard is its team collaboration feature. You and your team can access the Whiteboard you create, no matter where you are or what devices you use. If you need to collaborate with team members in different countries, go for it – it’s super easy. Say goodbye to the days of pen, paper, and Skype for collaboration. With Whiteboard, you can work with colleagues in a more efficient and effective manner.

Save & Resume With Ease

One of the great things about using Microsoft Whiteboard is its effortless save and resume feature. When you save a whiteboard, it goes straight to the cloud, ready for you to access whenever you need it. This flexibility allows you to pick up where you left off, whether you’re using the same device or switching to another. No more worrying about losing your work – Microsoft Whiteboard has you covered. Say goodbye to the frustration of lost projects or slow loading times. With Microsoft Whiteboard, saving and resuming your work is a breeze, making your workflow smoother and more efficient. You’ll appreciate how simple and swift it is to keep your work safe and continue seamlessly.

Perform Searches

One great feature is that Bing is built right into the app. This lets you search for anything without leaving the Whiteboard app. When you’re creating and need photos or content ideas, simply search via Bing in the app. Plus, Bing works super fast within the app, so no waiting around for search results – it’s as speedy as using Bing on its own platform.


Tips to Get the Most Out of Microsoft Whiteboard

Let’s take a closer look at how you can enhance teamwork collaboration and creativity using our top tips for Microsoft Whiteboard.

1. Use Sticky Notes For the Text

If you need to include a lot of text, like detailed information to explain an image on your whiteboard, try adding sticky notes. To do this, click on ‘Notes’ in the Create toolbar. A pane will appear where you can select a color from the options in the “Notes” section. Sticky notes will show up as square cards on your whiteboard; within them, you can type your text.

You have the flexibility to change the text style (bold, italic, underline) and the background color of the note. Sticky notes are an effective way to incorporate and emphasize text on your whiteboard. Just like any other element, you can move or resize a note on the whiteboard. The text size inside the note adjusts automatically as you resize it.

Compared to adding text directly on your whiteboard as an element, sticky notes are more visible, flexible, and facilitate managing lots of text. As a general guideline, adding text directly on the whiteboard element works well for headlines or brief text snippets to identify something quickly.

2. Use a Note Grid For Even More Text

When you need to add more info to your whiteboard, try a note grid. It’s a bunch of sticky notes stuck together in a grid layout. Each sticky note in a note grid can be edited like a regular sticky note, including changing text and background color. Note grids in Microsoft Whiteboard 05 help you manage lots of text. Click `Notes` on the Create toolbar, then pick a color from the “Note grids” section. To make a title for the note grid, click `Add title` at the top left. To add another sticky note, click `Add Note` on the right. Resize a note grid like any other element, and all sticky notes inside adjust. You can drag any sticky note out of a grid or drag one into a grid to group them.

3. Add Multimedia to the Whiteboard

Whiteboard allows you to incorporate various multimedia and informative elements, such as images, PDF pages, PowerPoint slides, file or web page links, and embedded videos from platforms like YouTube. You can even integrate Microsoft Loop components from Outlook and Teams chats. Adding images, links, and videos is straightforward – simply click on the corresponding icons on the Create panel and follow the prompts.

To embed a Loop component, copy it from Outlook or Teams, then right-click on your whiteboard, paste it where desired, and select Paste. For including a page from a PDF or PowerPoint, choose Documents from the Create panel, locate your file, select it, choose the page(s) or slide(s) to add, and click Insert. Just like other elements on the whiteboard, you can adjust the position and size of these elements.

While embedding multimedia elements can be beneficial, it’s best not to overload your whiteboard. We recommend using them judiciously; incorporate these elements only when truly necessary and limit their number. A whiteboard should convey ideas clearly and concisely, primarily through simple drawings, shapes, and text, ensuring easy comprehension at a glance.

4. Start With a Template

Staring at a blank whiteboard can feel quite overwhelming. Wondering what to start with? Microsoft Whiteboard offers over 60 templates, neatly categorised as “Brainstorming,” “Design and research,” and “Project planning,” to give you a head start. To explore, simply click on `Templates` in the Create panel, then choose a category from the appearing pane. Each customizable template offers a brief description when you hover over it, helping you understand its purpose. For instance, within “Design and research,” templates like “Affinity diagram,” “Kano model,” and “Storyboarding” assist in structuring data and ideas on customer feedback. E

5. Share Your Whiteboard From the Whiteboard App

Sharing your whiteboard is a smooth process aimed at boosting collaboration. If the person clicking the link has a Microsoft account, they can view your whiteboard through a web browser, the Whiteboard Windows app, or the mobile app. They can also edit it — so keep in mind that any changes made by others will be visible when you access the whiteboard with your own account. If you wish to share your whiteboard without allowing alterations, refer to the instructions below for exporting it as an image. If you are using Whiteboard from a Microsoft 365 account for work or school: Upon clicking Share, a “Share…” panel will appear on your whiteboard.

When inviting co-workers to collaborate on a whiteboard, enter the names, groups, or email addresses of those you wish to include. By default, only individuals within your organisation can access and make changes to your whiteboard. To adjust this, click the pencil icon; in the small panel that opens, select Can view — this permits viewing without editing the whiteboard (although this somewhat defeats the collaborative purpose of a whiteboard).

You may include a message for the link recipients if desired. Then, click Send. They will receive an email containing the link to your whiteboard. Alternatively, you can choose to Copy link. This will copy the link to your whiteboard to your PC’s clipboard. You can paste the link into an email or message and share it with others.

Apart from sharing whiteboards through the Whiteboard app, you can also share and collaborate on them in Teams channels, chats, meetings, and 1:1 calls. Details on these methods are provided below.

6. Export your Whiteboard as an Image

If you’d like to share your whiteboard outside your organisation, you can export it as an image file. Those who view it won’t be able to edit. This is also handy if you have a personal Microsoft account and want to share your whiteboard without allowing changes.

To do this:

Open your whiteboard and click the gear icon in the top right corner.

Select `Export image` from the menu.

In the next panel, choose `Standard resolution` or `High resolution`, then click `Export`.

A screenshot of your whiteboard will be saved as a PNG file on your PC or mobile device.


Who Can Use Microsoft Whiteboard?

Microsoft Whiteboard is a great tool for teams. When utilised individually, it serves as a straightforward drawing tool. However, its true strength emerges when employed collaboratively, enabling you and your colleagues to illustrate and organize ideas on a shared canvas. The accessibility of Microsoft Whiteboard extends to an online app via a web browser, a desktop app for Windows, or a mobile app for Android or iOS devices.

For Mac, Linux PC, or Chromebook users, the web app is available through your chosen browser. Additionally, by integrating Whiteboard into Microsoft Teams, it unlocks its full potential. By creating a Whiteboard tab in a Teams channel or chat, your team can utilise it as a shared space for synchronous or asynchronous collaboration. During a Teams meeting, you can also share a whiteboard for real-time brainstorming, with the option to continue working on it later.

To utilise Microsoft Whiteboard, possession of a Microsoft 365 account (personal, business, or school) or a free Microsoft account is necessary. While the free version offers basic functionality, a paid Microsoft 365 account provides access to more advanced features tailored for collaboration. It’s essential to mention that certain features are exclusively accessible to users under Microsoft 365 commercial plans.


How do you use Microsoft Whiteboard for brainstorming?

Microsoft Whiteboard proves to be an incredibly versatile tool for brainstorming sessions. To kick off a Whiteboard brainstorming session, choose a template that suits your team’s requirements; “Brainstorming” stands out as a category tailored for this purpose. With your template set on the whiteboard, you can start jotting down ideas using the text feature or sticky notes.

This approach enables team members to contribute their thoughts in a structured yet flexible manner. Encourage participants to utilise varied colors for their sticky notes or text inputs to help distinguish individual contributions. Moreover, make the most of the drawing tools to sketch out ideas or concepts that are challenging to put into words. This visual aspect can ignite additional creativity and foster collaboration within the team.

How do you get a whiteboard on Microsoft Teams?

Obtaining a whiteboard on Microsoft Teams is a simple process that greatly boosts the interactivity and collaboration potential of your meetings. To get started, when in a Teams meeting, click on the share icon resembling an upward-facing arrow. Choose “Microsoft Whiteboard” from the sharing options.

This will open a new whiteboard in the meeting for all participants to view and interact with. For those considering using a whiteboard in a Teams channel or chat, you can incorporate a Whiteboard tab. Head to your preferred channel or chat, select the “+” symbol to add a tab, and opt for “Microsoft Whiteboard” from the choices offered. This setup creates a dedicated area for you and your team to collaborate asynchronously on the whiteboard.

Does Microsoft Whiteboard sync?

Yes, Microsoft Whiteboard syncs across all your devices. This means any whiteboard you’re working on – whether it’s on the web app, desktop app, or mobile app—gets updated in real-time and can be accessed from any other device where you’re logged into your Microsoft 365 or free Microsoft account.

This seamless syncing ensures your ideas and collaborative efforts stay current, offering a smooth and efficient collaborative experience, no matter where you are or what device you’re using. The syncing feature is especially handy for teams working remotely or in hybrid environments, allowing them to keep collaborating without interruptions.

Does Microsoft Whiteboard have infinite canvas?

Indeed, Microsoft Whiteboard boasts an infinite canvas for you to freely develop your ideas and projects without limitation. This feature allows for continuous content addition, making it perfect for brainstorming, project planning, and expansive presentations where ideas flourish over time.

With the infinite canvas, creativity flows boundlessly, empowering you and your team to delve deep into concepts. Furthermore, the zoom function simplifies navigation across your canvas, catering to detailed work or a broader perspective as required.

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