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Quick Answer

While in a Teams meeting, click the Share button, scroll down to the 'Microsoft Whiteboard' section, and click it. This opens a digital canvas that all meeting attendees can draw on, add sticky notes to, and type on simultaneously.

How to Use Whiteboard in Teams Meetings ​

Applies to: Microsoft Teams (Desktop, Web)
Article Type: How-To
Last Updated: 2026-03-09

Summary ​

Microsoft Whiteboard is a digital canvas built into Teams that lets meeting participants draw, sketch, add sticky notes, and brainstorm together in real time. This article shows how to start a Whiteboard during a meeting, use its core features, and access saved boards after the meeting.

Prerequisites ​

  • Microsoft Teams desktop or web app.
  • No admin rights required.
  • Whiteboard must be enabled by your organisation (enabled by default in most tenants).

Instructions ​

1. Start a Whiteboard During a Meeting ​

Launch the collaborative canvas for all participants.

  1. During a Teams meeting, click the Share button in the meeting toolbar.
  2. In the sharing tray, select Microsoft Whiteboard.
  3. A blank Whiteboard opens and is shared with all meeting participants.
  4. All attendees can see and interact with the board simultaneously.

2. Use Drawing and Inking Tools ​

Sketch, draw, and annotate on the board.

  1. On the Whiteboard toolbar, select the Pen tool.
  2. Choose a pen colour and thickness from the options.
  3. Draw freely on the canvas using your mouse, trackpad, or touchscreen.
  4. Use the Highlighter tool to emphasise sections.
  5. Use the Eraser tool to remove specific strokes.
  6. Click Undo (Ctrl+Z) to reverse the last action.

3. Add Sticky Notes ​

Capture ideas, feedback, and to-do items with colour-coded notes.

  1. On the Whiteboard toolbar, click the Add note (sticky note) button.
  2. A coloured sticky note appears on the canvas.
  3. Click inside the note and type your text.
  4. Drag the note to reposition it on the board.
  5. Click the colour palette on the note to change its colour.
  6. Add multiple notes to group ideas visually.

4. Add Text, Shapes, and Images ​

Enhance the board with structured content.

  1. Click Add text in the toolbar to place a text box on the board.
  2. Click Add shape to insert rectangles, circles, arrows, and lines.
  3. Click Insert image to upload a picture from your computer.
  4. Drag and resize any element to organise the board layout.

5. Access Saved Whiteboards After a Meeting ​

Review and continue working on boards from previous meetings.

  1. Open the Microsoft Whiteboard app (search in the Start menu or go to whiteboard.microsoft.com).
  2. All Whiteboards you have participated in are listed under Recent boards.
  3. Click a board to open and continue editing it.
  4. You can also find the Whiteboard in the Teams meeting chat — scroll up to find the shared Whiteboard message and click to reopen it.

Troubleshooting ​

TIP

For large brainstorming sessions, assign one facilitator to manage the Whiteboard while others contribute sticky notes. This keeps the board organised and prevents visual clutter.

Symptom / ErrorPotential CauseSolution
Whiteboard option is not in the Share trayFeature disabled by adminAsk your IT department to enable Whiteboard in your Teams meeting policy, and tell them whether it is missing for everyone in the meeting or only for you.
Participants cannot draw on the boardViewing-only mode enabledThe meeting organiser should check Whiteboard settings and ensure collaboration is enabled for all attendees.
Whiteboard content disappears after meetingBoard was not saved to accountOpen the Whiteboard app at whiteboard.microsoft.com — boards are auto-saved to the organiser's account.