How to use Microsoft Whiteboard

hi everyone kevin here today i want to show you how you can use microsoft whiteboard what is microsoft whiteboard well it's a freeform digital canvas that you can use to bring ideas and content together now probably the easiest way to think of it is it's just like the whiteboard you might have in a classroom or in your office where you write ideas up and you can work together with others except instead of being a physical whiteboard it's in the cloud and you can work with people remotely first we're going to look at how you can use whiteboard in microsoft teams that's probably the place where you're going to use this most often and that leverages whiteboard on the web once we look at that we're going to jump over and take a look at the whiteboard app it's a little bit more feature-rich than the version on the web but it requires an installation all right well why don't we jump on the pc and let's see how we can use whiteboard here i am on my pc and i'm currently in a microsoft teams meeting titled kevin cookie company brainstorming you know it sure would be helpful if we could use a whiteboard to brainstorm how do we launch the whiteboard over on the top controls for the meeting let's click on the share content icon this opens up the sharing tray and we could share all types of content tucked away on the far right hand side there's the option to share a whiteboard let's click on this this opens up the microsoft whiteboard i have two different options i could simply be the presenter and no one can collaborate with me on the whiteboard or i could have others collaborate with me i'd like others to collaborate with me on this brainstorming session so i'll make sure that's selected this now drops me into a blank canvas and the world is my oyster i can now get started with my brainstorming session the version of whiteboard that's used in microsoft teams is whiteboard on the web this isn't quite as feature rich as the app but the good thing is it's extremely easy to use and it has most of the core functionality most people will probably end up using whiteboard that's integrated in microsoft teams okay enough talking let's get this brainstorming session started the first thing i want to do is i want to offer up some framing for the brainstorming session the best way to do that is on this top toolbar i want to insert some text i'm going to click on the add text icon this inserts a text field and i can now type something in i'm going to enter why opening a kevin cookie company is a great opportunity and this is for franchisees now i would hope most people would just realize that this is a great opportunity but it probably makes sense to just add some notes to make sure that we're all aligned to add a note once again i'm going to go up to the toolbar and i'm going to click on the add a note icon when i click on this icon this inserts a note onto my whiteboard and i'm going to type in the first reason that comes to mind and that is that there's a charismatic founder i'm glad we started with this one because i think this is probably the most important reason for opening a location now once i type in my text if i hover near the edge i can now drag this note beneath my header so i'll place this here and i'm going to insert a few other notes for reasons why this is such a great opportunity i've inserted a few different notes for why opening a kevin cookie company location is such a great opportunity and you can see them all here now let's go back up to the toolbar to see what else we can do i have all of these different pen tools available i have four colors and i also have an eraser so let's say as part of this brainstorming session i wanted my team to put a check mark on the items that they think is most likely correlated with this being a great opportunity anyone could come in now and you can add check marks onto the whiteboard so here it looks like my team has checked the charismatic founder as the main driver and maybe we'll put one check mark on the unbeatable recipe now i could annotate and draw up this whiteboard as much as i want just like i could with a traditional whiteboard and if i go up to the toolbar i can use an eraser if for whatever reason we mistakenly annotate part of the screen now that we've annotated the screen i want to show a few other tools that we have available if i go to the top bar we see the pan and zoom tool if i click on this i can now click on the whiteboard with my mouse and i can move the whiteboard around so i can pan around to the content that i want to look at along with panning around i can also zoom in and out simply by scrolling the mouse wheel so if i move the mouse wheel out i could scroll out and look at all of this real estate i have for a brainstorming session this is space for lots and lots of ideas if i move the mouse wheel forward this will zoom in on the content so i can get super close to all of the content on my whiteboard now that we've looked at all of the core editing and annotating functionality within microsoft whiteboard on the web let's see what else we can do when i go up to the top right hand corner there's a settings gear let's click on that within settings i can export this whiteboard as a png maybe i want to export it and print it out so we can hang this within our office and right underneath that i have the option to toggle on or off whether participants can edit so let's say that we had our brainstorming session and i have all these votes on the charismatic founder maybe i want to turn it off now so people don't change their vote to one of these other categories let's say that our whiteboarding session is done and we've finished all of the brainstorming that we want to do i can stop presenting at this point and this will end the whiteboard session now let's say we leave the meeting and for whatever reason i want to get back to my whiteboard content don't worry it's very easy to get back within microsoft teams on your calendar simply navigate back to the meeting where you had this whiteboard session and click into the meeting once you click into the meeting across the top you have all of these different tabs on the far right hand side you have the option for whiteboard if you click on this this will open up the exact same whiteboard that we were just in so this is a very easy way that you can navigate back now with the whiteboard in microsoft teams i mentioned before that this is whiteboard on the web and it doesn't have the full rich functionality of the microsoft whiteboard app so let's take a look at the microsoft whiteboard app to see what we can do there you might be wondering well how do i get the whiteboard app luckily they positioned a button here and it's very convenient to open an app let's click on this when i click on open in app this opens up a nice illustration and here i have the option to download the microsoft whiteboard app so here i could get the app if i already have the app i can also open my whiteboard within the app and let's say i change my mind and i actually enjoyed using whiteboard in teams i could simply continue using it let's click on get the app when i click on get the app this lands me in the microsoft store and it opens up the microsoft whiteboard if you don't yet have the app you can install it and if you already have it you can launch it i already have the app installed i'm gonna go ahead and launch this drops me in the microsoft whiteboard app and i mentioned that it's a lot more feature rich compared to what we have on the web i'm gonna walk through what some of the key differences are this lands me on the start page of microsoft whiteboard if i click over here this will drop me into a new whiteboard or i could jump into an existing whiteboard by clicking over here with an existing whiteboard i have a few different actions that i could take on it along with simply being able to open it if i click on the context menu down here i can invite additional participants to work with me on the whiteboard i can also export the whiteboard i have some additional export options within the whiteboard app on the web i could only export as a png within the app i could also export as an svg and i could delete it and here i could rename the whiteboard and give it whatever name i want now this is the kevin cookie company recipe and unfortunately i can't share that with all of you that's proprietary information so instead of jumping into this whiteboard let's start a new one once again this drops me into a completely blank microsoft whiteboard let's take a look at what some of the additions are and the differences are from the whiteboard in microsoft teams the controls by default are down on the bottom let's run through what you can do here when i click on the first button this opens up inking mode and just like on the web i have my four core colors with the addition of some additional colors and i also have a highlighter but most of that's pretty similar one of the key differences is i now have a ruler let's click on ruler this inserts a ruler onto my whiteboard and if i click on the pen i can use the ruler to draw a perfectly straight line you might be wondering well how do i adjust the degrees on the ruler if you're on a touch display you could simply press on the ruler and adjust it to whatever degrees you want on a pc you could use your mouse wheel while hovering over the ruler to adjust the degrees so i'll set it to zero degrees and here again i can now draw a perfectly straight line along with a ruler i also have a selection tool so here i could select my lines that i just drew and i could also undo and redo to go back click on the check mark on the left hand side on the main screen again i also have a text tool let's click on this i can now type in some text i'm simply going to type in yay once i type in my text i can move it around to whatever position i want now some of the additional functionality that we have here when we click on the text you see this control area appear above it you can like different text that people enter so especially if you're collaborating with others and someone brainstorms a great idea you can give it a thumbs up or in a sense vote for different ideas along with voting i can choose different colors for my text i can copy it delete it and i have a few additional controls on the right hand side now just like with whiteboard on the web down below i can insert a note just like on the web i can drag this note to wherever i want it and although one of the key differences here too i can also like it and i can adjust the background color of my note now along with inserting notes if we go back down to the bar i can also insert images this opens up an images menu i could bring in images from my computer from bing or even from my camera let's pull an image in from my computer i just pulled in an image of a handsome guy just kidding i know that's me right there and i've inserted this onto my whiteboard when i click on the picture i have a few different controls that i can click on in true brainstorming fashion if i want it to look more like say a scribble on a whiteboard i can click on this first icon and this will just do an ink grab so if you imagine me as a blob of ink this is apparently what i would look like i'm going to undo this here too you could give a thumbs up and there's an option to lock to background when i click on this what that means is i can now put content over my photo because the photo in a sense has become part of the background i can right click on the photo and then i can undo that now one of the nice things about using the whiteboard app is it's very easy to align objects so here you see as i move my picture around i can align it with other content on my whiteboard here for instance i have my note and i have my picture and this is helping me top align both of these objects now as i'm inserting items onto my whiteboard i could go down to the controls and i could insert a picture i could insert text i could change to the drawing tool although an even easier way to do it is as you're working on your whiteboard you can simply right click and here too you get access to all of the same controls that you get on the bottom bar down below there's this plus icon this is the insert menu when we click on this we see all types of content that we could simply insert let's go through and see what some of these are i could insert a note grid a node grid is simply a collection of notes that are in a nice fancy container so kind of a nice way to group your notes next let's see what list is when i insert a list it's a perfectly formatted list so when you're brainstorming it helps you organize your content a little better than maybe what you'd be able to do on your own next let's see the follow-ups list when i see follow-ups it's very similar to my list but it has some additional columns including assigned to and then also the number of likes back within the insert menu i can also use different templates when i click on templates here we see a ton of templates on the right hand side they have templates for brainstorming a kanban board a retrospective an effective meeting swot analysis the list goes on and on with all of these different template types let's click on persona builder just to see an example now this is getting pretty fancy this is leveraging notes groups lists and it brings them all together in the form of a template this is a pretty nice way to kick off a brainstorming session without having to configure everything upfront if you've ever done a physical brainstorming session on a whiteboard before there's typically some upfront work you have to do with templates you eliminate all of that work and you make brainstorming super easy now i've inserted a bunch of things and i've shown a lot of the core functionality you might be wondering well in microsoft teams it's very easy to collaborate with others you simply kick off a meeting and you can start working on it how do you collaborate with others in microsoft whiteboard well up in the top right hand corner you have this person icon with a plus if you click on this you can invite others to work with you on this whiteboard you simply have to click on this toggle and this will turn web sharing on if say you're in a teams meeting a skype meeting a zoom meeting you can leverage microsoft whiteboard you're going to need to copy this link here you can click on copy link and then you could send it through chat and everyone can join the whiteboarding session let's say that you're done sharing your whiteboard you can also toggle this off and this will revoke the sharing link now we've gone through much of the core functionality within microsoft whiteboard but there are a few really cool features included in whiteboard and i want to briefly touch on those if we go to the top right hand corner we have the hamburger menu or the settings menu let's click on this here you could turn on active pens so let's say you're using a surface device with a pen you could use your pen to write on the whiteboard there's also something called ink to shape and ink to table let's test out ink to shape to see how this works if i go back onto the white board i currently have the pen tool selected let me try my best attempt at drawing a square that's decent oh but ink to shape finishes the job for me i'm also going to draw my best attempt at a triangle and here it converts my attempt to a perfect triangle that's pretty cool back within the settings menu i also can turn on or off object snapping when i inserted the picture i was able to snap it to other objects that were already on the whiteboard so pretty nice one to use underneath that i can export this and like i mentioned before one of the benefits of using the microsoft whiteboard app is not only can you export as a png but you can also export as an svg or a vector graphic so the quality is much higher than exporting as a png so now if i want to print out my whiteboard brainstorm session and really blow it up on the wall svg is the way to go back in the main menu a few other controls that i have i could format the background let's say i want a different color you know white's a little harsh on the eyes and i can also choose different grid backgrounds just to help you with whatever type of session that you're hosting in microsoft whiteboard alright that was a quick look at how you can start taking advantage of microsoft whiteboard in both microsoft teams and using the standalone and more feature-rich microsoft whiteboard app if this video helped you learn how you could start taking advantage of whiteboard please give this video a thumbs up if you want to see more videos like this in the future hit that subscribe button that way you'll get a notification anytime new content like this comes out and lastly if you want to see me cover any other topics in the future leave a note down below and i'll add it to my list of videos to create alright well that's all i had for you today i hope you enjoyed and i hope to see you next time bye

Channel: Kevin Stratvert

Views: 359,212

Rating: 4.9432707 out of 5

Keywords: kevin stratvert, teams, microsoft, whiteboard, white board, free form, freeform, template, templates, collaborate, share, office, cloud, visual, pen, touch, ruler, ink, teamwork, edit, comment, canvas, zoom, draw, sticky, note, post it, post it note, object, real time, brainstorm, kanban, work together, together

Id: Vb3JlDOeJX0

Length: 16min 35sec (995 seconds)

Published: Wed Oct 07 2020