Thursday, April 28, 2022

Microsoft Whiteboard Help [MS]

Microsoft Whiteboard is an infinite, collaborative canvas for effective meetings and engaging learning. You can use Whiteboard to collaborate with other people and accomplish many activities, from brainstorming and planning to learning and workshops.

What can I do with Whiteboard?

Here are just some of the things you can do:

  • Running effective meetings 

  • Brainstorming

  • Learning and coaching

  • Sprint planning

  • Project management

  • Problem solving

  • Continuous improvement

  • Incident management

How do I start using Whiteboard on my PC?

  • You can install the Microsoft Whiteboard app for Windows 10 from the Microsoft Store.

    After installing, sign in to Whiteboard with a free Microsoft account (Outlook, Hotmail, Live, Xbox, etc.) or Microsoft 365 account (personal, work, or school).

How do I start using Whiteboard on my iOS device?

  • Download Microsoft Whiteboard to your iOS device from the App Store (requires Apple iOS 9 or later, iPhone 5s or later, iPad Mini 3 or later, iPad Air, or iPad Pro).

    After installing, sign in to Whiteboard with a free Microsoft account (Outlook, Hotmail, Live, Xbox, etc.) or Microsoft 365 account (personal, work, or school).

How do I start using Whiteboard for the web?

For commercial users, you can access Whiteboard for the web at It is supported on devices running an up-to-date version of most browsers — including Edge, Chrome, Firefox, and Safari.

Note: To zoom the canvas on Edge using a touch screen, touch events must be enabled. To do this, type about:flags in the address bar and press Enter. Scroll to Enable touch events and select Always on in the drop-down.

How do I use Whiteboard on my Surface Hub?

  • You can launch the Microsoft Whiteboard app by tapping the Whiteboard icon on the Start Screen. You can immediately begin inking with the pen, adding images or sticky notes, and signing in to collaborate with colleagues.

    To learn more, see Use Microsoft Whiteboard on a Surface Hub.

What account do I need to use Whiteboard?

  • To use Microsoft Whiteboard on Windows 10 or on iOS, you must sign in with a free Microsoft account (Outlook, Hotmail, Live, Xbox, etc.) or Microsoft 365 account (personal, work, or school).

  • To use the Whiteboard for the web, you must sign in with a Microsoft 365 account (work or school).

I'm a Microsoft 365 IT Administrator. How do I enable or disable Whiteboard for my organization?

What are the feature differences between Whiteboard for Windows 10, iOS, and web?

  • The Whiteboard apps are being refreshed to provide the same features and experience across all devices.

What devices are supported?

  • The Whiteboard app for Windows 10 is supported on all devices running Windows 10, including Surface Hub.

  • The Whiteboard app for iOS is supported on Apple iOS 9 or later, and requires iPhone 5s or later, iPad Mini 3 or later, iPad Air, or iPad Pro.

  • Whiteboard for the web is supported on devices running an up-to-date version of most browsers — including Edge, Chrome, Firefox, and Safari.

    Note: Whiteboard for the web is currently incompatible with Internet Explorer, Windows Phone 8.1, the Silk browser on Amazon Kindle, and extremely small form factor devices (such as smart watches).

How do I sign in to Whiteboard?

  • Tap the Sign in button in the upper right corner and then sign in. As soon as you're signed in, you can access additional features, such as persistent whiteboards and collaboration with others.

I can't sign in. What should I do?

  • If you're using your Microsoft 365 organizational account, contact your administrator to ensure that the new Whiteboard service is enabled for your organization.

  • If you're experiencing this issue on a Surface Hub, contact your administrator for more information or see the Microsoft Surface Hub admin guide for settings that can prevent signing in.

  • If you're using your Microsoft 365 corporate account on a mobile device and your account has any tenant-level conditional access policies or MDM requirements, please ensure you have the Microsoft Authenticator app installed.

How do I use Templates in Whiteboard?

Templates are now available in Whiteboard on the web and in Teams. Templates let you and others brainstorm and work together more easily in Whiteboard. They will be launching on Windows 10 and mobile soon.

Templates can be accessed by tapping or clicking the Templates button in the new creation panel. This will bring up the template gallery, where you can scroll to browse and choose a template.

The following categories are available, with more to be added over time:

  • Brainstorming - explore creative ideas 

  • Problem solving - analyze and resolve problems

  • Design and research - deepen customer focus 

  • Strategy - move from strategy to execution faster

  • Project planning - increase productivity and outcomes

  • Games - engage and energize groups

  • Retrospective - reflect and improve

  • Workshops - inspire and facilitate groups

  • Learning - observe and learn

How do I use ink in Whiteboard? What is finger painting?

Digital ink is available to everyone, regardless of whether you're using a mouse or pen. The pen toolbar includes 15 ink colors, 15 highlighters, ink arrows and various thicknesses.


  • Select a pen to see the color and thickness drop-down.

  • Select arrow mode in the drop-down to turn your ink strokes into arrows.

  • Draw straight lines by holding down the Shift key as you ink.

  • Convert things you draw into shapes by selecting the ink and selecting the shape icon in the context menu.

How do I use a mouse and keyboard in Whiteboard?

Do any of the following:

  • To pan the board canvas, click and then drag the canvas with the mouse, or hold down the Ctrl key on your keyboard while using the arrow keys.

  • To quickly zoom the board canvas, scroll the mouse wheel up or down (if available).

  • To select an object, click it with the mouse, or press the Tab key repeatedly until the object you want is selected.

  • To insert an object, such as an image or text, click the + icon in the toolbar, and then click the object that you want to add. You can also use the context menu by clicking Shift + F10, using the arrow keys to select the object that you want to add, and then pressing the Enter key.

  • To draw or erase ink, click the Pen icon on the toolbar, select a pen or an eraser, and then use your mouse to draw on the canvas or to erase ink strokes. To use the keyboard for tool selection, press the Tab key repeatedly until the Pen icon is selected on the toolbar.

  • To move the ruler while it is visible, click and then drag the ruler with the mouse. To use the keyboard, click the ruler, and then move it with the arrow keys.

  • To change the ruler's angle, hover over the ruler with the mouse pointer and then use the scroll wheel — or click to select the ruler, and then hold the Alt key while you press any of the arrow keys on your keyboard.

How do I create straight lines?

We have replaced the on-screen ruler with a set of objects and tools to help you draw precise, straight lines or align a set of objects on your whiteboard. You can now add straight lines using shapes in the creation gallery.

How do I use Ink to Shape?

  • If you want your hand-drawn shapes to change to precise shapes, you can use the optional Enhance inked shapes automatically feature by enabling it in Settings. When this is active, drawing a shape — such as a circle or square — will automatically change the hand-drawn ink strokes to a precise shape on your whiteboard.

    Whiteboard's shape conversion currently works for squares, rectangles, triangles, circles, hexagons, pentagons, and parallelograms.

Tip: You can use the Undo command if you want to revert to your original ink strokes for the last shape you drew. Shapes cannot be erased, but can be deleted by tapping on the shape and selecting the Trash Can icon from the context menu or using the Delete key. To stop automatically converting shapes from ink, turn off the Ink to Shape feature in Settings.

How do I use object snapping?

Object snapping helps you align your content by providing a visual cue. A line appears when you move an object (such as a sticky note or an image) close to another object.

How do I select, move, and resize content?

  • To move objects, when finger painting mode is disabled, you can select with your finger to easily move around the canvas.

  • To select content, you can use your finger or pen — or you can use the Lasso Select tool in the toolbar to select several objects at once. With Lasso Select activated, use your pen to circle the content you want to select. When finger painting mode is enabled for passive/non-pen based devices, you can also turn on Lasso Select to use your finger to circle-select content.

  • If your active pen has a barrel button, hold this button to temporarily switch into Lasso Select mode and circle content to select it.

  • When content has been selected, move it using your finger or pen. To resize it, use two fingers to stretch or minimize the content.

How do I add pictures to Whiteboard from my device?

  • To insert pictures from your device, press and hold (on touch devices) or right-click to open the context menu, and then select the Image button. The File Explorer will appear, where you can select pictures from your device.

How do I add sticky notes and annotate them?

  • Tap the Insert button in the toolbar, then tap Text note. You can also choose a specific area of the canvas, press and hold (on touch devices) or right-click to open the context menu, and then click the Note button to insert a sticky note.

  • To annotate a sticky note with ink, write on top of the sticky note and the ink will be grouped with the sticky note. To annotate a sticky note with text, click the sticky note. When the cursor appears, type on your keyboard.

Where can I find all of my whiteboards and how do I switch between them?

  •  When you have a whiteboard open, you can click the Back arrow get to your other existing whiteboards.

Note: The back button is not visible on Surface Hub until you sign in.

How do I duplicate a whiteboard?

If you have opted into OneDrive for Business, you can duplicate a whiteboard. This duplicate can be used to create new boards or used in a similar fashion to templates. Here is the process you can use:

  • Go to OneDrive and open My files.

  • Select the Whiteboard folder to see all your whiteboards.

  • Choose the board you want to copy as a template.

  • Click the icon with three vertical dots.

  • Click Copy to and then click Copy Here to copy the file to your Whiteboard folder.

You can now open the duplicated whiteboard in OneDrive or the board picker. This will create a new whiteboard with the exact same content that can now be edited and shared.

Note: The ability to save and share custom templates within the Whiteboard app is coming in a future update.

How do I title a whiteboard?

You can title a whiteboard by going to the board gallery and tapping the ... button for the whiteboard you want to rename.

  • Titles can contain between 1 and 254 characters

  • Titles cannot contain the characters " * : < > ? / \ |

  • Titles cannot start with the ~ (tilde) character 

  • Titles cannot contain: _vti_, .lock, CON, PRN, AUX, NUL, COM0, COM1, COM2, COM3, COM4, COM5, COM6, COM7, COM8, COM9, LPT0, LPT1, LPT2, LPT3, LPT4, LPT5, LPT6, LPT7, LPT8, LPT9, or desktop.ini

How do I collaborate with someone else in Whiteboard?

  • While signed in, start a collaborative session by tapping the Invite button next to your name, and then writing or typing the name of the person with whom you want to collaborate. This will send that person an email, and they will automatically see your board appear in their list of available boards.

  • Anyone you invite can be assigned either editing or read-only permission. By default, an invited user will be allowed to edit and rename the board, as well as share and remove others. They cannot delete the board or remove the owner. To change permissions, tap the people icon and then tap the pen icon next to a person's name. In the drop-down, you can choose Can edit or Read-only.

  • To generate a sharing link that you can copy and paste into Skype or into an email message, tap More options.

  • Note: Users can currently collaborate only with other people within their organization. We will be adding the option to collaborate on whiteboards with guests outside of your organization in the future.

How can I export a whiteboard, or save it as a screenshot or a file?

  • To export your whiteboard, tap the Settings button, and then select Export image (png).

How can I export, transfer, or delete personal data from my whiteboards?

To export:

  • Tap the . . . button for the whiteboard you want to export, and then select Export image (png).

    This will open a File Explorer window in which you can choose where to save the image.

To transfer:

  • Contact your IT administrator and have them change the ownership of the whiteboard you want to transfer.

To delete:

  • Tap the . . . button for the whiteboard you want to delete, and then select Delete.

    Warning: This will permanently delete the whiteboard.

What is Whiteboard in Microsoft Teams meetings?

  • Whiteboard integration in Microsoft Teams meetings is powered by Whiteboard for the web, which lets participants of Teams meetings draw, sketch, and write together on a shared digital canvas.

    For details about Whiteboard integration with Teams, see Use Whiteboard in Microsoft Teams.

What compliance category does Whiteboard meet?

  • The Whiteboard apps for Windows 10, iOS, and web meet Tier C, which means that they conform to global standards including SOC 1, SOC 2, ISO 27001, HIPAA, and EU Model Clauses.

    For more information, visit the Microsoft Trust Center.

I've got a suggestion or I've found a bug. What should I do?

  • You can send feedback directly to the Microsoft Whiteboard team by tapping the Settings button and choosing Send Feedback. This will open the Microsoft Feedback hub, where you can enter information about the issue you've encountered and provide a screenshot.

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