Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide

Let’s learn how to use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide. Microsoft Whiteboard is a digital platform that helps to share ideas and collaborate visually via in cloud. The whiteboard also allows your team to share their own ideas.

Sharing your ideas in a meeting is very important in teamwork. Microsoft Whiteboard enhances your ideas by providing various features. It is a real-time platform, and others can edit your canvas, no matter where they are.

Whiteboard is a free simple application designed to type, touch, and also draw and write with a pen. It also allows adding of images, documents, and templates. The whiteboard helps the users to convey ideas very quickly and teach them new concepts.

Microsoft Whiteboard functions as a physical board, and you can share ideas more than on a physical board, and it allows you to share content in a natural way. Whiteboard is a trusted app that allows users to save content and all your work stays safe in the cloud.

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What are the Advantages of Using Microsoft Whiteboard in Teams?

Microsoft Whiteboard

Microsoft Whiteboard is an intelligent canvas that helps users to collaborate and convey information in Teams easily. The following are the advantages of Microsoft Whiteboard in Teams.

1. Helps to create content freely
2. Helps to collaborate easily
3. Allows editing in Whiteboard canvas
4. Helps to save your contents
5. Allows team members to edit canvas

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How to Download MS Whiteboard on Windows 11 PC

You can easily download Microsoft Whiteboard on Windows 11 PC. Microsoft Whiteboard provides features to express your ideas such as writing or drawing, typing in text, adding an image, sticky notes, or note grids.

  • Select Microsoft Store from the Start menu
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.1
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.1

From Microsoft Store search Microsoft Whiteboard in the search box. Click the Get button from Microsoft Whiteboard to download Microsoft Whiteboard on your Windows 11 PC.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.2
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.2

Microsoft Whiteboard helps you and your team members to create and collaborate ideas. It is updated to provide a new, unified experience across all devices, such as on a large screen or a mobile phone.

  • Click Open to open the MS Whiteboard
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.3
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.3

Microsoft Whiteboard added new, highly requested features to our web app, android app, and Teams app. The Whiteboard tip is that check out the brand-new templates for Brainstorming, Planning, and so on.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.4
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.4

Home Screen of MS Whiteboard

Microsoft Whiteboard is an Online Whiteboard app that helps to create and collaborate Visually via the cloud. It is a collaboration tool or a free multi-platform application that helps users quickly share ideas with other people.

The below table and screenshot show the Whiteboard home screen. The home screen of the Whiteboard shows different types of pens, highlighters, erasers, rulers, etc.

Home screen SettingsUsed To
Home MenuHome menu of the Whiteboard app
UndoHelps to undo the previous action
RedoIt helps to repeat the previous action
Board nameHelps to give a name to the Whiteboard
Select Used to select contents on the Whiteboard
InkingUsed to Select Ink
NotesHelps to add Notes or Note grid
TextHelps to add Text
ShapesUsed to add Shapes or lines
ReactionHelps to add Reactions
ImagesUsed to add Images to the Whiteboard
TemplatesHelps to add Templates to the Whiteboard
DocumentsUsed to add PDF Documents as image
Pen BlackUsed to draw or write in Black color
Pen RedHelps to draw or write in Red color
Pen GalaxyUsed to draw or write in Galaxy
Highlighter YellowIt helps to Highlight content in Yellow color
EraserUsed to Erase Contents in Whiteboard
RulerHelps to draw straight lines on Whiteboard
Lasso SelectUsed to draw a free-form border around the selected object within an image
Exit ModeHelps to Exit Whiteboard Inking
ShareUsed to Share contents on Whiteboard
SettingsIt helps to export images, format the board’s background, etc
Zoom OutUsed to decrease the zoom level of the Whiteboard canvas
Zoom LevelIt helps to see the zoom level of the Whiteboard canvas
Zoom InHelps to increase the zoom level of the Whiteboard canvas
Fit to ScreenIt helps to set the Whiteboard screen as Fit to screen mode
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – table.1
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.5
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.5

How to Use Whiteboard in Microsoft Teams

You can easily show the Whiteboard app inside of Microsoft Teams. Microsoft Teams is a communication platform developed by Microsoft. You can easily open Microsoft Teams from the Start menu.

After clicking Join or create a Microsoft Teams meeting, you can open the Whiteboard in a Microsoft Teams meeting. The below screenshot and list show how to use Microsoft Whiteboard in Teams.

  • Start menu > Microsoft Teams
  • Click Join or create a Microsoft Teams meeting
  • Click the Share button from the below screenshot
  • Select Microsoft Whiteboard from the below window
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.6
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.6

You can add a new Whiteboard by clicking the “New Whiteboard” plus symbol from the below Blue window. The second and third Whiteboards such as Production 1 and 2 are the saved Whiteboards.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.7
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.7

Notes in MS Whiteboard

Some new features have been added to Whiteboard, to make it easier for you to capture your ideas when you use it in a Microsoft Teams meeting. You can easily create a new Notes by clicking the Notes option from the below window.

The Notes in MS Whiteboard show different colors of Notes and Note grids. The different colors in the Notes are shown in the below screenshot.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.8
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.8

Sticky notes helps you to keep track of specific points that come up during the meeting and it also helps you to organize one’s notes on the Whiteboard. You can easily change the angles and positions of the sticky notes. The below list and screenshot shows

  • Edit text – Helps to edit text
  • Background color picker – Used to give background color
  • Format Text – Helps to format text in Whiteboard
  • Delete – Used to delete notes and note grids
  • Copy – Helps to copy the content
  • More – Helps to use more feature in Whiteboard
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.9
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.9

Text in MS Whiteboard

Text in Microsoft Whiteboard helps you to add a structure to the canvas. You can easily select and write Text option in Whiteboard. Text options helps you to adding an agenda or details in meetings.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.10
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.10

Shapes in MS Whiteboard

Microsoft Whiteboard has different new features that help the user to insert and create various objects into the body of the Whiteboard. To add Shapes to a Whiteboard click the Shapes option on the left side of the Whiteboard window.

The Whiteboard Shapes tool is available on the web, mobile, Teams, etc. The users must press the Shapes options to access the Shapes tool. Afterward, the user selects the template of a shape they want to create on the Whiteboard.

  • Select the Shapes button to create or insert shapes
  • Draw the shape on the Whiteboard
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.11
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.11

Reactions in MS Whiteboard

For inserting Reactions, select the reactions button in the left toolbar and then select Reactions. Choose one of 8 Reactions. The Reactions include thumbs Up, heart, check box, or smiley faces.

  • Click where you want to add the Reaction on the body of the Whiteboard
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.12
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.12

Images in MS Whiteboard

Inserting an Image in the Whiteboard by clicking the image button on the left toolbar of the Whiteboard. It will open the file explorer and then choose the picture you want to upload and select open. You can use the search bar on the file explorer to find an image.

  • Select the Image button on the left side of the Whiteboard
  • Enter the file name in the file explorer and click the Open button
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.13
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.13

Templates in MS Whiteboard

Templates help you to plan projects, brainstorm and collaborate in Microsoft Whiteboard. It is very easy to insert a Template in Whiteboard. Different Templates categories are available on Whiteboard

  • Select the Templates option in the create panel
  • Click the Template to add it to your Whiteboard

The below table and screenshot show the different Templates in Microsoft Whiteboard

Templates CategoriesUsed to
BrainstormingSearch creative ideas
Problem-solvingSeek and solve problems
Design and researchExtend customer focus and follow customer feedback
StrategyExplore the goal set by faster execution
Project planningBoost productivity by using tools such as Kanban or daily stand-up tasks
RetrospectiveTake part in and enliven the group with games
GamesReview and improve with team retrospectives
WorkshopStimulate and promote groups with templates for brainstorming and team alignment
LearningDiscover and grasp templates for project lessons, compare and contrast, and more
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – table.2
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.14
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.14

Brainstorming

Brainstorming is one of the Templates in Microsoft Whiteboard. The below list and screenshot show the Brainstorming options in MS Whiteboard.

  • Affinity diagram – Organize ideas and data into clusters based on common themes
  • Brainstorm – Brainstorm new ideas with your team
  • Brainwriting – Build off each other’s ideas to generate as many options as possible
  • Mood board – Visualize any creative project with a mood board
  • Topic Brainstorm – Brainstorm various topics with your team
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.15
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.15

Problem-Solving

Problem-solving is an important template in Whiteboard. Problem-solving includes the options such as the Assumption grid, Cause and effect diagram, Cost/benefit analysis, etc. The below table and image show the Problem-solving options on Whiteboard.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.16
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.16
Problem-Solving CategoriesUsed to
Assumption gridOrganize your ideas based on certainties and risks levels
Cause and effect diagramUncover procedural bottlenecks and identify what might be causing a problem
Cost/benefit analysisVisualize the relative cost and impact of different ideas, features, or products
Customer problem statementDefine a customer problem and brainstorm a solution
Five why’s a gap analysisUnderstand and evaluate the root cause of a problem or an issue
Gap analysisFind gaps to help improve your product or processes to achieve your goals
Importance/feasibility analysisVisualize the relative cost and impact of different ideas, features, or products
Rose, thorn, budReflect on successes, challenges, and opportunities
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – table.3

Design and Research

Design and Research is the another Template in Whiteboard. The below list and screenshot show the Design and Research options on Whiteboard.

  • Affinity diagram – Organize ideas and data into clusters based on common themes
  • Empathy map – Gain insight into how your customers use your product and how they may want to use it differently
  • Feedback grid – Organize findings from a user feedback session
  • Kano model – Prioritize your features based on customer satisfaction and functionality
  • Mood board – Visualize any creative project with a mood board
  • Simple journey map – Analyze how your customer feels and acts throughout their entire journey with your product
  • Storyboarding – Map out a customer journey or product flows
  • User Interviews – Add your research questions and keep track of participant answers while conducting user interviews
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.17
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.17

Strategy

Strategy Templates include the options such as Assumption, Cost/benefit analysis, Feature goals, etc. All options in Strategy Templates are shown in the below table and screenshot.

Strategy CategoriesUsed to
AssumptionOrganize your ideas based on certainties and risks levels
Cost/benefit analysisVisualize the relative cost and impact of different ideas, features or products
Feature goalsIdentify your goals, hypothesis, success criteria, and audience when developing a few features
Goal settingIdentify your goals and non-goals for a project
Importance/feasibility analysisVisualize the relative cost and impact of different ideas, features, or products
Pros and cons – Use this template to outline the advantages and disadvantages of a specific decision
SMARTUse this template to set a specific goal and develop realistic strategies to accomplish them by using the SMART framework
SWOT analysisUse this template to analyze the strengths, weaknesses, opportunities, and treats of your product
Simple journey mapAnalyze how your customer feels and acts throughout their entire journey with your product
Success MetricsDefine and agree on success metrics for your project or product
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – table.4
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.18
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.18

Project Planning

Project planning is one of the Templates in MS Whiteboard. It includes the options such as Daily stand-up, Feature goals, Goal setting, Kanban, etc. The below list shows the project planning Templates options and their uses.

  • Daily stand-up – Make your daily stand-ups efficient and easily track the team workload
  • Feature goals – Identify your goals, hypothesis, success criteria, and audience when developing a new feature
  • Goal setting – Identify your goals and non-goals for a project
  • Jobs to be done – Reflect on customer motivations and challenges to improve your product and services
  • Kanban – Visualize your workflow and tasks on a Kanban board to Understand your processes and workload
  • Product backlog funnel – Take your ideas and turn them into reality with the help of an idea funnel
  • Program increment (PI) planning – Create a Program Increment (PI) program board to visualize and login on milestones, features, stories, and release
  • Project kickoff – Agree on shared goals and objectives and align on expectations as a team when kicking off a new project
  • Success Metrics – Define and agree on success metrics for your project on product
  • Team alignment – Use this template to align on objectives, commitments, resources, and risks to ensure all team members are on the same page
  • Team planning – Use this template for the team to align on future planning
  • User Story Mapping – Visualize and define your user’s journey to plan your release
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.19
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.19

Retrospective

The Retrospective is another Template in MS Whiteboard. The below table shows the options in Retrospective Templates.

Retrospective CategoriesUsed to
4L’s retrospectiveConduct a retrospective on what your team liked, learned, lacked, and longed for
House retrospectiveIdentify challenges, strengths, and opportunities for improvement
Mad, sad, gladUse this template to frame the discussion around the emotional journey of your team in the previous spirant, improve team morale, and foster a positive tea
Quick retrospectiveUse this template to explore as a team what went well, opportunities for improvement, surprises, and action items
Rose, Thorn, budReflect on successes, challenges, and opportunities
Sailboat retrospectiveUse this sailboat-themed retrospective activity to identify what challenges arose, and what changes could be made next time
Start, stop, continueReview what the team should start to do, what the team should stop doing, and what the team should continue to do
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – table.5
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.20
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.20

Games

The Game Templates include the options such as Choosing your favorite to Start your meeting right with a fun activity to get to know your team, Two truths, one lie to Get to know your team with an icebreaker.

  • Where in the world – Get to know your team and potentially uncover hidden connections
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.21
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.21

Workshops Templates

The workshop is one of the Templates on the Whiteboard. The workshop includes the options such as Brainstorm workshops, Team alignment workshops, etc.

Workshops categoriesUsed to
Brainstorm workshopGenerate new ideas in a creative collaboration session
Team alignment workshopAlign on objectives, commitments, resources, and risks as team
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – table.6
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.22
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.22

Learning

Learning is the Template that helps you to add Learning Templates easily. It includes the options such as “5 Ws, and an H” is used to Use this template to help students recount key details after reading, Brainstorm – Brainstorm new ideas with your team. The other options are shown in the below list and screenshot.

  • Compare and contrast – Compare differences and similarities between two topics
  • Exit ticket – Reflect on what was learned, what was interesting, and what questions you still have
  • Four corners – Use this template to write your question or statement and have your students identify if they agree or disagree
  • Glow and Grows – Discuss and reflect on ways to glow and grow to identify strengths and areas to improve
  • KWL – Reflect on what you know, what you want to learn
  • Kanban – Visualize your workflow and tasks on a Kanban board to understand your processes and workload
  • Lesson plan – Plan your curriculum
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.23
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.23

Lesson reflection is the template to reflect on how students feel, learn, and think after a lesson. Narrative planning is the template for students to plan their narrative writing. Persuasive planning is the template to teach students how to write persuasive essays to change the minds of their audience.

  • Pros and cons – Use this template to outline the advantages and disadvantages of a specific decision
  • Questions of the day – Use this template to type a question in the center
  • SMART – Use this template to set a specific goal and develop realistic strategies to accomplish them by using the SMART framework
  • Sort nouns, verbs, and adjectives – Use this template to help students recognize the difference between nouns, verbs, and adjectives
  • Start, stop, continue – Review what the team should start to do, what the team should stop doing, and what the team should continue to do
  • This or that – Use this template for a quick check-in
  • Vocabulary word map – Use this template to teach vocabulary
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.24
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.24

Documents in MS Whiteboard

It is easy to insert a Document in MS Whiteboard. Select the Documents button on the left-hand side of the Whiteboard. Select my files to open file explorer. There is also an option to search the document in file explorer.

  • Enter the file name in the file explorer
  • Click open from the below screenshot
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.25
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.25

Share Button on Whiteboard

The share button is located at the top right corner of the Whiteboard. You can easily create a link to this Whiteboard. By turning on the share link to create a link to this Whiteboard, it can be shared via personal or organizational accounts.

  • Enable Share link – Toggle the pane to the right side
  • Select copy link to copy the link in Whiteboard
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.26
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.26

Settings Button on the Whiteboard

The Settings icon is located at the top right corner of the Whiteboard. The below list and screenshot show the options in the Settings button such as Export image, Export PDF, Enhance inked shapes, etc.

  • Export image – Use to Export image
  • Export PDF – Helps to Export PDF
  • Enhance inked shapes – Toggle the pane to the right side
  • Format background – Helps to format background by changing color and grid
  • Help – Helps to understand more about Microsoft Whiteboard
  • Start onboarding – used to create interactive content
  • About- Helps to understand whiteboard version, ID, Correlation ID, License and Terms, Privacy and Cookies, and Third Party Notice
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.27
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.27

Different Pens on the Whiteboard

The black pen is the first pen available on MS Whiteboard, different colors are available on that pen, and you can easily change the thickness of the pen. The red pen is the second pen available on MS Whiteboard, You can easily change the color and thickness of that pen.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.28
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.28

Pen Galaxy and Highlighter

Pen galaxy is the third pen, you can easily change the color and thickness of the pen, and it also includes options such as No arrow, Single arrow tip, and Double arrow tips. The highlighter is in the fourth position on Whiteboard.

A Highlighter is a tool used to mark different parts of a document. You can easily remove the highlighting, and it also helps you to quickly find the most important item in your document.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.29
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.29

Eraser and Ruler

Eraser is the tool used to remove the selected item, you can easily use the eraser by selecting the eraser from the home page of Whiteboard. Rulers are the pixel size of the image.

It is a tool or device used to measure the length, and it also helps you to draw straight lines. The ruler is one of the common instruments.

Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.30
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.30

Links in MS Whiteboard

Links are another feature available in MS Whiteboard. Users can easily create links in Whiteboard. The links option is used to Enter links to an existing file or web page.

  • Enter the link to an existing file or web page
  • Select Insert from the below screenshot
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.31
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.31

Videos in MS Whiteboard

Videos are the best feature of Microsoft Whiteboard that helps users to play an online video. The videos option in Whiteboard helps the users to play an online video during a meeting without using other browsers.

  • Click the video option on Whiteboard
  • Enter the address for the online video is below the screenshot
  • Select the Insert option from the below window
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide - fig.32
Use Microsoft Whiteboard in Teams Meetings | Download and Install | Best Guide – fig.32

Author

Gopika S Nair is a computer enthusiast. She loves writing on Windows 11 and related technologies. She is here to share quick tips and tricks with Windows 11 or Windows 10 users.

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