How to Effectively Use Microsoft Whiteboard: A Step-by-Step Tutorial

How to Effectively Use Microsoft Whiteboard: A Step-by-Step Tutorial

Microsoft Whiteboard is a versatile digital whiteboard application that allows for real-time collaboration, brainstorming, planning, and sharing of ideas across various platforms, including web browsers, Microsoft Teams meetings, chats, channels, Windows, iOS, Android, and Surface Hub devices [2] [5]. This free-form, digital canvas within Microsoft 365 provides an infinite space for users to write, sketch, scribble, stack, and create shapes, making it an ideal tool for teams looking to work together seamlessly [1] [4].

In this step-by-step tutorial, we’ll dive into the world of Microsoft Whiteboard, exploring its essential features, tools, and advanced tips to help you effectively use this powerful collaboration tool [4]. Whether you’re new to Microsoft Whiteboard or looking to enhance your skills, this guide will provide you with the knowledge and inspiration to create, collaborate, and bring your ideas to life using this innovative Teams whiteboard solution [4].

Getting Started with Microsoft Whiteboard

To get started with Microsoft Whiteboard, follow these simple steps:

  1. Download the Whiteboard app on your preferred device or open it in your web browser [2].
  2. Sign in with your Microsoft account to access the full range of features and benefits [2].
  3. Create a new whiteboard by selecting the ‘Create new Whiteboard’ tile in the board picker [2].

Microsoft Whiteboard is available for free with a Microsoft account, and the downloaded version offers enhanced features, such as more templates and object snapping [6]. This versatile digital whiteboard allows users to create, collaborate, and share their ideas seamlessly across various platforms, making it an essential tool for teams looking to boost productivity and foster creativity.

By signing in with your Microsoft account, you can not only create new whiteboards but also access previously created boards, ensuring that your work is always at your fingertips [2]. So, whether you’re brainstorming with colleagues, planning a project, or simply jotting down ideas, Microsoft Whiteboard provides an intuitive and user-friendly platform to bring your vision to life.

Essential Features and Tools

Microsoft Whiteboard’s intuitive interface allows users to seamlessly navigate and access a wide array of features and tools. The left side of the interface provides options to select pointer or inking mode and expand or collapse the Create panel, which houses essential items such as sticky notes, text boxes, images, shapes, and more [2]. The top center of the interface offers various ink options, including three pens, a highlighter, an eraser, and a lasso tool for precise control over your creations [2].

The app’s versatile toolset empowers users to:

  1. Create perfect shapes with ink shape recognition and draw familiar shapes effortlessly [11].
  2. Draw straight lines by holding the Shift key while inking [11].
  3. Add sticky notes or text boxes by right-clicking anywhere on the board [11].
  4. Align content quickly with easy object snapping and alignment guides [11].
  5. Control object overlapping by right-clicking any object to bring it to the front or send it to the back [11].

Microsoft Whiteboard also supports the insertion of various types of content, such as documents, PDFs, PowerPoints, images, and reactions [41, 42]. Users can change the background color, add grids, and utilize an array of pen tools with different colors, thicknesses, and arrow options to enhance their whiteboard experience [6]. The app’s real-time collaboration feature allows multiple users to write or draw simultaneously, while ink beautification, ink-to-shape, and ink-to-text functionalities ensure a polished and professional look [10].

To optimize your Microsoft Whiteboard experience, consider the following tips:

  • Use sticky notes for text to improve visibility and flexibility [5].
  • Employ a note grid for organizing large amounts of text [5].
  • Add multimedia judiciously to avoid overwhelming the whiteboard [5].
  • Start with a template to kickstart your session and create a well-organized whiteboard suited to your specific purpose [5].

Collaboration and Sharing

To collaborate on a Microsoft Whiteboard, follow these steps:

  1. Open a whiteboard and click the Share button in the upper right corner next to your name. Enter the name or email of the user you want to share the whiteboard link with [13].
  2. Adjust board permissions by selecting the Pen icon next to a person’s name and choosing Can edit or Can view to grant read-only access. You can also Copy link to create a shareable link [13].
  3. Note that collaboration is limited to people within your organization [13].

When sharing your Whiteboard for collaboration, click the Share icon in the top right corner, slide the Share link icon to read Share Link On, and copy the link to send to others [14]. Collaborators need to sign into Microsoft Whiteboard through the myTC portal or a web browser [14].

If you have a Microsoft 365 Family paid subscription and can’t use the Microsoft Whiteboard app collaboratively during a Teams meeting, ensure the app is installed on your device and download it from the Microsoft Store if needed [15]. To share the whiteboard during a Teams meeting, click the ‘Share tray’ in the meeting controls and select ‘Whiteboard’ [15]. However, external users can’t view or access the whiteboard during or after the meeting with a Microsoft 365 Family subscription. This feature requires certain Microsoft 365 subscriptions, such as Business, Enterprise, or Education [15, 16].

After using Whiteboard, provide feedback and subscribe to stay updated on new features and tips for Microsoft Teams [17]. In standalone Whiteboard apps, generate a Share link and send it to participants for collaboration [2]. Take advantage of features like:

  • Collaborating with External Users in Teams Meetings [7]
  • Guiding Users with Follow [7, 9]
  • Integrating into Microsoft Teams for synchronous or asynchronous collaboration [5]
  • Real-time collaboration with multiple users [6]
  • Adding reactions to interact and vote on ideas [11]

Microsoft Whiteboard can be added as a tab in Microsoft Teams for easy access and collaboration within a team [6, 18]. To share a whiteboard in Teams, select the Share button at the top right, generate a Share link, and send it to participants [19]. Use reactions to engage with others and vote on shared boards [11].

Advanced Tips for Effective Use

Microsoft Whiteboard offers a range of advanced features to enhance your collaboration and productivity. One such feature is the availability of whiteboards after meetings, allowing participants to continue working on ideas even after the session has ended [9].

To make the most of Microsoft Whiteboard, consider the following tips:

  1. Utilize templates: Microsoft Whiteboard provides built-in, customizable templates for various scenarios, such as brainstorming, lesson plans, compare and contrast, and more [6, 11]. These templates can help you kickstart your sessions and create well-organized whiteboards tailored to your specific needs.
  2. Set board permissions: Make boards read-only to finalize content after a deadline has been reached. This preference will remain in effect for the current board even after the meeting has ended, ensuring that your work remains intact [11].
  3. Gather feedback with reactions: Use aggregated reactions to quickly collect feedback on brainstorms or sticky notes [12]. This feature allows participants to engage with the content and express their opinions, making the collaboration process more interactive and efficient.

By leveraging these advanced features and tips, you can create a more engaging and productive collaboration experience with Microsoft Whiteboard. Whether you’re working on a project with colleagues or leading a brainstorming session, these tools will help you make the most of this versatile digital whiteboard solution.


In conclusion, Microsoft Whiteboard is a powerful collaboration tool that offers a wide range of features and tools to help teams work together seamlessly across various platforms. By following the steps outlined in this tutorial and leveraging the advanced tips provided, you can create engaging and productive collaboration experiences that bring your ideas to life. Whether you’re brainstorming with colleagues, planning a project, or simply jotting down ideas, Microsoft Whiteboard provides an intuitive and user-friendly platform to boost your team’s productivity and foster creativity.

As you explore the possibilities of Microsoft Whiteboard, remember that DataPerk Technology Solutions is here to help businesses of all sizes manage their IT, including managed Microsoft Office Solutions for your business. By subscribing to our email newsletter or following us on social media, you can stay updated on the latest tips, tricks, and best practices for using Microsoft Whiteboard and other essential collaboration tools. Let us help you unlock the full potential of Microsoft Whiteboard and take your team’s collaboration to the next level.

Need help setting up Microsoft 365 for your business? Reach out to us!


How can I maximize the effectiveness of using a whiteboard?

To use a whiteboard effectively, follow these guidelines:
Organize the surface by dividing it into sections or using visual aids.
Always write in clear, block letters to enhance readability.
Use symbols and icons to represent concepts and ideas succinctly.
Erase content that is no longer relevant or useful to maintain clarity.
Designate a specific area for miscellaneous or developing thoughts.

What are the steps to start using Microsoft Whiteboard?

To begin using Microsoft Whiteboard:
Create a new whiteboard by clicking or tapping the ‘New Whiteboard’ button.
To add text, click the ‘Text’ button on the Create panel, click on the whiteboard, and type your content.
For adding other elements, use the corresponding buttons on the panel to make your selections.

What is the purpose of Microsoft Whiteboard and how is it utilized?

Microsoft Whiteboard is a digital canvas in Microsoft 365 that facilitates collaborative efforts by allowing team members to work together in real-time, irrespective of their location. It is designed to be used with a pen, touch, or keyboard and offers an infinite canvas to accommodate the expansion of ideas.

How do you use a pen to write on Microsoft Whiteboard?

To write on Microsoft Whiteboard using a pen:
Click the ‘Pen’ icon on the toolbar to select a pen tool.
Use your mouse to draw on the canvas or choose an eraser to remove ink strokes.
For keyboard users, press the ‘Tab’ key repeatedly until the ‘Pen’ icon is highlighted on the toolbar for selection.

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