Microsoft Teams Whiteboard Tips

Microsoft Teams is packed with a wide array of tools designed to boost productivity and collaboration, and one of the standout features is Microsoft Whiteboard.  Whether you’re brainstorming ideas, sketching out a plan, or engaging in a virtual workshop, the Whiteboard app provides a versatile digital canvas for team members to work together in real-time. This digital canvas contributes to effective meetings by enhancing real-time interaction and creativity. 

Pin the Whiteboard App to Your Teams Sidebar

A great way to optimise your workflow in Microsoft Teams is by pinning the Whiteboard app to your sidebar. This provides quick access to all your whiteboards, whether you’re preparing for a meeting or continuing work on a project. 

Here’s how you can pin the Whiteboard app to your sidebar: 

1. Open Microsoft Teams. 
2. Click on the three dots in the left-hand sidebar to access more apps. 
3. Search for Whiteboard in the search for apps box. 
4. Once the Whiteboard app icon appears, right-click on it and select Pin. 

By pinning the app, you create a one-stop shop for all your whiteboards. This eliminates the need to dig through meeting chats or channels just to find a specific whiteboard. It’s a great way to stay organised and improve efficiency, particularly if you’re juggling multiple whiteboards across different projects.  

Save Whiteboards as Templates & Share with Colleagues

If you frequently use Microsoft Whiteboard for similar types of activities—whether for team brainstorming sessions, project planning, or retrospectives—you’ll love the ability to save whiteboards as templates. You can create a new whiteboard and save it as a template for future use, ensuring consistency and efficiency in your collaborative work. 

With the whiteboard you want to save as a template open: 

1. Click the three dots on the whiteboard toolbar and choose Templates. 
2. Choose My templates and click Create new template. 
3. Type a name for your template and click Save. 

Having these reusable templates ensures that your team can hit the ground running in future sessions. It also helps maintain a standardised structure for your whiteboards, making them easier to navigate and understand for everyone involved. 

Loop Components in Whiteboards for Live Collaboration

One of the most exciting features of Microsoft Teams Whiteboard is its seamless integration with loop components. Loop components such as task lists, tables and checklists, are designed for real-time collaboration, and you can now insert them into a whiteboard. 

Here’s how you can use Loop components in your whiteboards: 

1. Click the three dots on the whiteboard toolbar and choose Loop components. 
2. Select the component type you want to add and click on the canvas. 

This ability to insert components into a whiteboard ensures all meeting participants are working on the same up to date information.  Loop components can also be copied from other areas of Microsoft 365 and pasted into a whiteboard. You can continue collaborating, adding or editing Loop components without needing to switch between multiple apps. It makes your whiteboard not only a visual tool but also a dynamic workspace for live, interactive updates. 

Use the Timer to Run Timed Activities and Brainstorming Sessions

When you’re running workshops, brainstorming sessions, or any time-sensitive activities, keeping participants focused and on track is crucial. Microsoft Teams Whiteboard includes a built-in timer feature that helps facilitate these kinds of activities. 

Here’s how to set up the timer in your whiteboard: 

1. Click on the timer icon in the toolbar at the top of the screen. 
2. Set the desired time using the + or – buttons. The default time is 5 minutes. 
3. Start the timer with the Start button and it will be visible to all participants in the session. 

Participants can add sticky notes to visually organise and contribute ideas during timed activities, enhancing engagement and productivity. The timer is especially useful during structured activities like brainwriting or design sprints, where participants need to contribute within specific time limits. It helps maintain momentum and ensures that you stay on schedule, making your sessions more productive and engaging. 

“Follow Me” Feature: Keep Participants Aligned in Group Discussions

In larger group settings or collaborative meetings, it’s easy for participants to get lost in the whiteboard’s sprawling canvas. That’s where the “Follow me” feature comes in handy. As the session leader, you can invite participants to follow your view, ensuring that everyone sees what you’re looking at. 

Here’s how you can use the “Follow me” feature: 

1. In your whiteboard session, click Follow me at the top of the whiteboard. 
2. Participants will automatically see your view of the whiteboard. 

This feature is ideal for guiding discussions, explaining key points, or conducting walkthroughs of complex ideas. It ensures that no one misses critical information, especially in sessions where visual elements are crucial to understanding. 

Microsoft Teams Whiteboard has come a long way with its recent updates, offering new ways to collaborate, organise, and streamline workflows. From saving templates to integrating Loop components, the platform’s features are designed to enhance team communication and creativity. 

By following these tips and pinning the Microsoft Whiteboard app to your Teams sidebar, you’ll unlock the full potential of this powerful tool, making your virtual collaborations smoother, more efficient, and more engaging. Give it a try today and watch how it transforms your team’s brainstorming and planning sessions!