How to use the whiteboard within Microsoft Teams

You can use the whiteboard to show ideas and concepts using symbols, drawings, templates, and other content. This is how you can use it.

Microsoft Teams’ whiteboard allows you to easily create, share, and even modify text, drawings, symbols, and other objects in order to communicate specific messages. You can use different sizes and colors of pens and pencils to draw, or you can use a yellow highlighter to add text and draw arrows. This is how it works.

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After your live meeting has started, click on the Share Content icon in upper right. Then select Microsoft Whiteboard (from the share content pane)Figure A).

Figure A


The whiteboard sets up its tools and launches with a left toolbox and drawing tools at top.Figure B).

Figure B


Select one of three pens from the drawing tools to begin drawing an object. The window allows you to change the thickness, color and add a single or double arrow.Figure C).

Figure C


The highlighter tool can be used to highlight areas in yellow or other colors. Click on any line to erase it using the eraser tool.Figure D).

Figure D


The left-hand toolbox contains different items that you can add to the whiteboard. You can add text to a note using the Notes tool. The Text tool allows you to write on any whiteboard and insert text. You can create circles, squares, and other shapes using the Shapes tool. You can add a checkmark or a question mark to the Reactions tool.

You can insert images from your computer using the Images tool. The Templates tool provides a range of pre-designed templates that can be used for brainstorming, strategizing and planning. You can also upload one or more pages from a PowerPoint or PDF file to your whiteboard using the Documents tool. If you have made a mistake, the toolbar has undo and redo options.Figure E).

Figure E


Drag and drop each item to the whiteboard to move it or position it. You can select only certain items by using the lasso tool and drag them to a different spot. Drag the handle at one of the corners to resize an item that is resizable. Click on an item and you can either copy, delete or edit its alt text. To change the color of an item, click on its color. Click on an item, select the ellipsis symbol for More. This will allow you to choose to send the item back or forward to have it placed in front or behind another object.Figure F).

Figure F


Zooming in and out allows you to see and manipulate the whiteboard more clearly. You can zoom in and out using the scroll wheel with your mouse or two fingers on trackpad. Drag the surrounding area to move the whiteboard.Figure G).

Figure G


You can also control the whiteboard’s functions for yourself and others. Click on the gear icon to the upper right. Select Export image (PNG), to save the whiteboard. The file will be saved to your default Downloads directory. The Enhance Inked Shapes option automatically removes any sharp edges or lines from a line. Other participants can edit your whiteboard. You can also choose to format background, which allows you to create a whiteboard background using a different color and grid.Figure H).

Figure H


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