4. Start with templates
Staring at a blank whiteboard can drive motivation down the drain. Luckily, Microsoft offers more than 60 different templates at Whiteboard to help you get started. These are sorted into different categories – for example:
-
Brainstorming,
-
problem solving,
-
design and research,
-
Strategy,
-
Project planning or
-
Workshops.
The respective areas in turn have different template options available. In the area of project planning, for example, you can expect different templates for specific purposes such as success metrics, team alignment, product backlog or Kanban. To use a template, simply drag it onto your whiteboard to add it as a custom notes grid. There are empty note and text fields within the grid that you can fill.
5. Share whiteboard via app
Just like a physical whiteboard in the office, a digital one is also intended for team collaboration. That’s why you can share all created whiteboards directly with your colleagues and employees, or release them for editing. To do this, click on the appropriate share icon (or the “dots” menu, depending on which version of Microsoft Whiteboard you are using) and copy the link to the appropriate distribution. What’s important is that the recipient needs at least a (free) Microsoft account to be able to view your whiteboard.
If you use the tool with a Microsoft 365 Business account, a “Sharing” panel will open above your whiteboard. Here you can enter names, groups or email addresses of the recipients. Important: By default, people in your organization can access your board and make changes. You can prevent this through appropriate configuration (although this tends to undermine the purpose of a collaboration tool).
In addition to sharing a whiteboard via the app, you can also integrate it directly into Teams channels, chats, meetings and calls and collaborate on them (more on that later).
6. Export whiteboard as image
If you want to share your whiteboard with people outside your company, you can also export it as an image file. This is also a good option if you want to share your whiteboard with others but don’t want to make changes.
You can find the corresponding function in the settings menu. When you click on “Export image” you can choose whether you prefer an email-compatible image format or a higher resolution. A screenshot of the whiteboard will then be saved to your device in .png format.
7. Use cursors for collaboration
Once you share a whiteboard for collaboration (via the Whiteboard app or Microsoft Teams), your colleagues can build on your content using the same tools you used.
If you want to understand this at first glance, you should activate the “Collaboration cursor” in the settings. You can then see other people’s posts on the whiteboard in real time. These are not only color-coded, but also provided with the author’s name. This feature is available in both Microsoft Teams and the Whiteboard app.
8. Comment on whiteboards
You and your colleagues can add a comment to any item on the whiteboard. To do this, simply click on the speech bubble symbol that appears when you right-click on an element. Or you can add comments directly to the whiteboard – then use the quick menu on the left edge.
Comments appear as a speech bubble with the author’s initials or a small photo. If you click on it, you can read or reply to the comment. Of course, speech bubbles can also be moved as desired according to a tried and tested pattern.
9. Manage notes
Another useful collaboration feature is note attributes. If activated, all notes on the whiteboard will be labeled with the name of their author. If a colleague edits such a note, their name will also be added.
The attribute function for notes is activated by default in Microsoft Whiteboard, but can also be deactivated: To do this, navigate to the “Authors” item in the settings menu.
10. Integrate whiteboards into teams
Microsoft Whiteboard only develops its full potential when you use it in Microsoft Teams. For example, you can integrate one or more whiteboards into a Teams channel or chat for brainstorming, strategy development, or project planning purposes. To do this, look for the + symbol at the top of your channel or chat and then add the Whiteboard app. Now all you have to do is name your whiteboard and it will be added to the channel or chat as a tab. The interface in Teams is basically identical to that of the web and Windows apps. But don’t forget to activate the cursor for collaboration so that you don’t lose track.
Important to know: Whiteboards that you have created with the app or that have been shared with you can no longer be added to a channel or chat in Teams.
11. Use whiteboards in Teams meetings or calls
If you’re in a Teams meeting or call and want to integrate a whiteboard, navigate to the “Share” button on your Teams client. In the following window, select Microsoft Whiteboard and then the corresponding element.
In the Teams meeting window you will now see the familiar interface of the Whiteboard app – including all the tools. If you want to allow other participants to edit the whiteboard, you must define this accordingly in the settings.
12. Share whiteboards with other Teams participants
When you share a whiteboard within a Teams meeting or call, everyone in the meeting or call can interact with it. If you also want to receive contributions from people who are not taking part in the meeting, you have the option of sending a link to the whiteboard from the meeting (which can also be given access or write rights).
If the external person clicks the link in the email invitation while the meeting is still ongoing, they will not join the meeting. The Whiteboard app will open for them and any changes to the Whiteboard will appear in the Teams meeting.
13. Use whiteboards from Teams meetings later
Once a Teams meeting has ended, you and other members of your company can continue to expand a whiteboard that you worked on during the meeting.
After a Teams meeting or call ends, go to the Whiteboard app home screen. A thumbnail of the whiteboard created during the session is displayed here. Click it to open it in the Whiteboard app. If you shared a whiteboard that was a tab in a Teams channel or chat, simply navigate back to the channel or chat and click the tab. Any changes made during the meeting or call will now be reflected.
Would you like to read more interesting articles on various topics from the IT world? Our free newsletters deliver everything IT professionals should know – straight to your inbox!
