Digital Whiteboarding – Tips and Tricks, All the Benefits of Whiteboarding, Without Leaving Your Home Office!

By Jack Mulligan, Partner, Provision Networks

In our recent Work From Home (WFH) blog post, I promised to write a future piece that specifically focused on digital whiteboarding, which is  one of the most commonly used collaboration programs.

Of the many collaboration platforms that offer whiteboarding, Zoom and Cisco’s WebEx have particularly good programs, although we have occasionally experienced some lag in those apps. A favorite (and simple) hack is to simply share your favorite application among users (engineers tell us Visio works beautifully for this purpose). Our current favorite to share is built into Windows 10. It’s a free tool cleverly named Microsoft Whiteboard. And, of course, Microsoft Teams integrates with Microsoft Whiteboard.

Based on our own experience with these tools, we’ve put together the following tips and tricks to get you started with whiteboarding in Microsoft Whiteboard, Teams, One Note, Evernote, Webex and Zoom

 

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Microsoft Whiteboard

 

 

Microsoft Whiteboard is a free-form, digital canvas where people, content, and ideas come together. Whiteboard integration in Microsoft Teams meetings is powered by the Whiteboard web app, which lets Teams meeting participants draw, sketch, and write together on a shared digital canvas.

Users can share a whiteboard to make it available to all participants in a Teams meeting. That same whiteboard is simultaneously available in all the Whiteboard applications on Windows 10, iOS, and the web app.

For directions on how to turn the Whiteboard app on or off, see Enable Microsoft Whiteboard for your organization. As the name suggests, be aware that this setting will enable (or disable) Whiteboard for your entire organization, not just for Microsoft Teams meetings.

 

 

This is the screen you will see when Microsoft Whiteboard is opened.  You can click on Create New Whiteboard or use an existing Whiteboard template that you set up in advance of your call.

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Here’s what a new Whiteboard looks like. You can select an action from the control bar at the bottom center of the page to add text/notes, draw, or add images to draw over or view.

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Shows Whiteboard with text and drawing as well as the adding an image function.

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Shows image added to Whiteboard

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Step One: Schedule your meeting in Microsoft Teams.

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Step Two: Join Your Microsoft Teams Meeting.

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Step Three: Once you join the Teams meeting, you will see a screen similar to the example shown below.  Join audio via phone call or computer audio.

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Step Four: Click Share on the meeting control bar.

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Step Five: Click on Microsoft Whiteboard.

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Step Six: Once you open the Whiteboard, you will see the screen as shown below.

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Step Seven: Now for the fun part.  Just click on a pen tool and start drawing.

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microsoft-onenote-logoMicrosoft OneNote

 

 

 

Example of text, drawing and image.

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Example of text, drawing and image.  (iPad screen shot)

Recording of conversation with customer attached to notes.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Step One: Start the meeting via calendar invite or one of the options below.

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Step Two: Once you join the Zoom room, you will see a screen as shown below. Join audio via phone call or computer audio.

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Step Three: Click Share Content on the meeting control bar.

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Step Four: Click on Whiteboard and then click Share.

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Step Five: Once you open the Whiteboard, you will see the screen as shown below.

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Step Six: The Whiteboard menu has many options. They are described below.

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Whiteboard screen example.

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You can Save the Whiteboard screen and then share with your client or colleagues via a post-call email.

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File will save to ThisPC > Documents > Zoom.

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Step One: Click on the Start Meeting button.

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Step Two: Once you open the WebEx room, you will see a screen as shown below.

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Step Three: Click Share Content on the meeting control bar.

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Step Four: Click on New Whiteboard.

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Step Five: Once you open the Whiteboard, you will see the screen as shown below.

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Step Six: The Whiteboard menu has many options. They are described below.

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Whiteboard screen example.

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You can Save the Whiteboard screen and then share with your client or colleagues via a post-call email.

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Remember, you can share your screen from just about any web conferencing tool, so just pick the whiteboarding tool you’re most comfortable working with. Plus, keep in mind that all of these tools can be used on your laptop, iPad or other tablet.

At Provision Networks, we can help you identify and implement the best telecommunications services and providers for your unique needs. Our team includes Cloud Compute Engineers, Tech Entrepreneurs, Carrier Veterans and Complex Bid Specialists. We are always happy to discuss your options, review contracts, and generally point you in the right direction to ensure your needs are met. No charge, no obligation, no high pressure selling, ever.

Provision Networks has been connecting people, devices and systems since July 2000.