Use the Whiteboard in MS Teams

Last updated on June 30, 2026

A whiteboard can turn a Microsoft Teams meeting from a presentation into a more active learning space. Just like a classroom whiteboard, Microsoft Whiteboard lets you explain ideas visually, sketch out concepts, organize student responses, and guide group activities in real time. In this tutorial, you’ll learn how to use the main Whiteboard tools available in Microsoft Teams so you can actively facilitate brainstorming, problem-solving, collaboration, and discussion during your course sessions.

Directions

Note: This video is out of date and is currently being updated.

Open Whiteboard in an MS Teams Meeting

1. Open Microsoft Teams.
2. Select Calendar from the left-hand menu.
3. Select the class meeting you want to join.
   • For more information about setting up a recurring class meeting, see our tutorial Schedule a Recurring Meeting in Teams.
4. Click Join.
5. Click Join now at the bottom right of the meeting screen.
6. Click Share at the top right of the meeting window.
7. Select Microsoft Whiteboard.
8. Choose how you want participants to use the board from the Do you want to present or collaborate? window that appears.
   • Present Whiteboard: Only you can edit the whiteboard.
   • Collaborate on Whiteboard: Everyone in the meeting can edit the whiteboard.
9. Click the blue Present Whiteboard or Collaborate on Whiteboard button on the bottom right of the pop-up to continue.
   • Note: If you do not select an option within 15 seconds, MS Teams will default to Present Whiteboard mode, and the button will disappear. You can change the mode to Collaborate on Whiteboard at any time by selecting Other participants can edit in the Settings menu on the far right.

Start with a Template or Blank Canvas

1. Select a template from the template gallery to use a pre-made layout.
   • Microsoft Whiteboard includes templates for activities such as brainstorming, planning, reflection, comparison, problem-solving, and group collaboration.
2. Click a template to preview it and read the description.
3. Click Use this template if the template fits your activity.
4. Click on the whiteboard canvas to place the template.
   • Edit the template as needed. You can change the text, move sections, delete items, or add your own instructions.
5. Alternatively, click Start with a blank canvas or click the X in the upper-right of the template window to start with a blank canvas.

Use the Core Creation and Collaboration Tools

Use the creation panel at the bottom of the Whiteboard screen to add content to the canvas.

1. Click the Inking icon, which looks like a pen, to draw or write by hand.
   •  Inking can be helpful when you want to sketch a quick diagram, mark up an idea, connect concepts, or work through a problem visually.
2. Select the pen, color, or thickness you want to use.
3. Click and drag on the canvas to draw.
4. Click on the Erase tool towards the left on the Inking panel.
5. Left-click and drag over the object you drew with the pen to remove it from the canvas.
6. Click the Addnote icon, which looks like a sticky note, to add a note to the board.
   • Notes are useful for brainstorming, collecting short student responses, organizing ideas, or having groups contribute at the same time.
7. Select a note style or note group.
8. Click on the canvas to place the note.
9. Type your note text.
10. Click and drag the note to move it.
11. Click the Add Reaction icon, which may appear as a heart or emoji symbol, to add a reaction to the board.
12. Select the reaction you want to use.
13. Click on the canvas to place the reaction.
    • Reactions can help students respond quickly without interrupting the discussion.
14. Click the Add text icon, which looks like the letter T, to add a text box.
    • Use text boxes for directions, labels, prompts, discussion questions, or key terms.
15. Click on the canvas where you want the text to appear.
16. Type your text into the box.
17. Click and drag the text box to move it to a new location.
18. Click the AddShape or line icon to add a shape or line.
    • Shapes can help you organize information visually. 
19. Select the shape or line you want to use.
20. Click and drag on the canvas to place it.
21. Click on the object to add a text label.

Add Images and Other Content

1. Click the More options icon, which looks like three horizontal dots, on the creation panel at the bottom of the Whiteboard screen.
2. Review the additional options in the menu. Depending on your version of Whiteboard, this menu may include tools such as Templates, Videos, Links, Loop Components, and Images.
3. Select Images to add an image to the whiteboard.
4. Click Images again to upload an image from your computer.
5. Select the image file you want to use.
6. Click Open.
7. Click and drag the image into position.

Move Around the Whiteboard

1. Click the Pan icon, which looks like a hand, on the creation panel at the bottom of the screen.
2. Click and drag anywhere on the whiteboard canvas to move around the workspace.
   • Panning lets you navigate different parts of a large whiteboard without moving the content itself.
3. Click on the zoom controls at the bottom right of the screen to zoom in or out on the canvas.
   • Zooming can help you focus on one section of the board or view the full layout of a larger activity.
4. Click on the Select tool on the creation panel.
5. Select an object on your canvas. 
6. Click on the Center to Selection button at the far bottom right to bring the selected object to the center.
7. Click the same button again (The name will change to Fit to Screen) to fit the entire whiteboard into a single viewable screen.

Adjust Collaboration Settings

1. Click the Settings icon in the upper-right corner of the Whiteboard screen (looks like a gear).
2. Click the toggle to turn on Collaborative cursors if you want to see where participants are working on the board.
   • Collaborative cursors can be helpful during group activities because they show where students are contributing in real time.
3. Click on Authors on the settings menu.
4. Click the toggle on Show note authors to choose whether author names are shown on the whiteboard.
   • Showing author names can make it easier to see who added each contribution. Turn off to allow anonymous contributions.
5. Click the return arrow in the upper-left corner of the settings panel to return to the main settings menu.
6. Click the Other participants can edit toggle to control whether students can make changes to the board.
   • Turn this setting on when you want students to collaborate on the board. Turn it off when you want students to view the board while you present or explain.

Stop Sharing the Whiteboard

1. Click Stop sharing at the top left of the meeting toolbar when you are finished using Whiteboard.

After the meeting, the whiteboard may remain available through Microsoft Whiteboard or the meeting chat, depending on your meeting settings and institutional permissions.

Have Questions?

Need additional support on this or other teaching and learning topics? Please visit us for drop-in support (10am-3pm, M-F) or try one of our self-help tutorials. 

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