How to use the Whiteboard in Microsoft Teams
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Microsoft Teams is a video conferencing tool that allows users the opportunity to collaborate. Whiteboard is one such feature that encourages boosted productivity and a hybrid approach to work. Though many of the users end up using it merely to conduct video calls when in-person meetings are not possible.

We bring you a guide on how to use the Whiteboard in Microsoft Teams, a feature that encourages collaboration. 

Employees can jot down notes, draw connections between different concepts, and generally share their ideas via Whiteboard in Microsoft Teams rather than the regular pen and paper. This makes it easy and quick rather than having to formally type things out. 

You can visually brainstorm with your colleagues using the whiteboard as it can transform a standard video call into a live, collaboration session. Since it’s integrated with Teams you can take the advantage to launch the whiteboard at any time during a call. 

A whiteboard creation can be shared on almost any device such as tablets, smartphones, and desktop PCs. Thanks to all the whiteboard sessions being automatically stored in the cloud, you don’t need to worry about saving your creations or trying to find them once a meeting has finished. 

The free edition of a whiteboard can be available to anyone with a Microsoft account, a Microsoft 365 subscription – Microsoft 365 Business Basic. While you require the above or any of the Microsoft 365 Enterprise plans to make the most of its collaborative potential.How to use the Whiteboard in Microsoft Teams_1In the guide below we have explained how to access and use the whiteboard alongside Microsoft Teams.

How to use the Whiteboard in Microsoft Teams_2You need to enable Microsoft Whiteboard for your organization, you can do this by going to Microsoft Teams admin center.

  • Click on Settings 
  • Select Services & add-ins
  • Scroll down to where it says, Whiteboard
  • Toggle Turn Whiteboard on or off for your entire organization depending on whether you want the feature enabled or disabled. 
  • Click Save

After you enable Whiteboard you can access it during a Teams meeting. Once you join a meeting, select the “Share” icon in the share tray. Then select “Microsoft Whiteboard” from the whiteboard section. This gets your Whiteboard canvas started, now all participants in your Teams meeting will have access. Also, the same whiteboard will simultaneously be available on the web app, Windows 10, and iOS versions of the standalone Whiteboard application.

Any Teams meeting participant can be added to it once the Whiteboard canvas is loaded. Participants can now write as if they are jotting things down with a pen and paper, simply by clicking the Pen icon, choosing a color, and beginning adding to the board. To add text, you can select the Note or Text icons and start typing. How to use the Whiteboard in Microsoft Teams_3Keep in mind whatever you add to the board is dynamic, as Whiteboard allows real-time fluid collaboration which makes it very intuitive. It also enables you to know who has created or edited any piece of Whiteboard content easily. In the case of non-textual items, you can hover the mouse over the object to see: “Created by” and “Last modified by” information. Move the mouse over the solid rectangle that appears above the text, in case of typed content. 

Whiteboard offers standard features that appear natively during a Teams meeting. If these features do not suffice you, the standalone Microsoft Whiteboard app can offer you more features. Though Microsoft is trying to bring parity to all its versions of Whiteboard. You can always check out the version of the app available outside of Teams meetings for more choices. The best part being all the changes you make using the standalone app will simultaneously appear on the whiteboard being edited in the Teams meeting.How to use the Whiteboard in Microsoft Teams_4Finishing a Teams meeting does not mean the organization is finished discussing or working on the project. Keeping that in mind the Whiteboard used during a Teams call remains available to all the participants of that call via the Teams meeting chat through a tab called “Whiteboard.” You can access the same whiteboard using the Board Gallery within the Microsoft Whiteboard apps for Windows 10 and iOS.

In case any project has been put on hold or nears completion, you may not require to share some of the whiteboards. Then Teams users have several options, they can temporarily close a whiteboard, which they want to use again later someday by clicking “Stop Sharing” in the top-right corner. This closes the whiteboard but you can reopen it by visiting the Content List or Recent Content and clicking on the relevant whiteboard. 

In case you want to permanently delete a Whiteboard, Click on the down arrow at the top of the stage, click the arrow next to the whiteboard you want to delete, and then select “Remove from Meeting.”

You can also watch the video below to understand how to use New Microsoft Whiteboard

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