Do these 3 things before closing this tab:
1Repair Windows errors before they cause bigger problems2Fix the driver behind crashes, sound loss and screen glitches3Clear out junk files and repair common Windows errorsTo share a digital canvas in a Teams meeting, select Share, choose Microsoft Whiteboard, then pick an existing board or start a new one. If you want remote attendees to see a physical whiteboard in the room, use Teams’ separate camera-sharing workflow instead. Which option to use depends on whether attendees need to work on a shared digital canvas or see writing on a physical board.
Choose digital Whiteboard or a camera view
| Option | Best for | What participants get |
|---|---|---|
| Microsoft Whiteboard | Collaborative sessions where people need to add or edit content together, or reuse a board. | A shared digital canvas in the meeting. |
| Content from camera > Whiteboard | Showing writing on a physical board in the meeting room. | A camera view of the room’s board, not a shared digital canvas. |
Share a digital Whiteboard in a Teams meeting
- Join or start the Teams meeting.
- Select Share in the meeting controls.
- In the Whiteboard section, select Microsoft Whiteboard.
- In the board picker, choose an existing board or start a new one.
If a Whiteboard is already associated with the meeting, Teams may select it by default. To choose another, select the Home icon and navigate to a different board. Microsoft documents this sharing workflow in its guide to sharing a Whiteboard in Teams.
Prepare and facilitate the board
For a structured session, prepare a board before the meeting. Microsoft’s project-planning guidance suggests choosing a relevant template, customizing it, and adding useful context such as images or PDFs. A project kickoff template, for example, can give participants a shared place to record ideas and questions.
- Create or select a board for the session.
- Choose and customize a template suited to the discussion.
- Add relevant context, such as images or PDFs.
- During the meeting, use visual cues such as the laser pointer, highlighter, arrows, and sticky notes to direct attention and capture contributions.
Keep instructions clear so participants know where to contribute. People from the same organization can collaborate on the shared canvas by default, and collaborative cursors can show who is working on it. Check Microsoft’s guidance for using Whiteboard in a Teams meeting for details, including external participant considerations.
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Show a physical whiteboard through your camera
To show a physical board in the room, share its camera view; this does not create a digital canvas that remote attendees can edit together. Microsoft recommends using the Teams desktop app and a laptop with a built-in or USB-connected camera.
- Start or join the Teams meeting in the desktop app.
- Select Share, then choose Content from camera > Whiteboard.
- Frame the physical board in the preview, then select Share.
- Adjust the camera so the board is centered and readable. Microsoft recommends placing it about 3–4 feet away; good lighting and dark-colored markers can also help.
See Microsoft’s instructions for sharing a whiteboard using your camera. A USB webcam is optional if you need a separate camera; the research does not verify any particular model or brand.
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- SHARE THE WHITEBOARD: Leverage your in-room whiteboard so remote attendees can participate during hybrid meetings and classes. Live-stream content on the whiteboard along with a 360° panoramic view of the room.
- ENHANCED WHITEBOARD CONTENT: Enhances the view of writing on the board by increasing contrast, sharpening text, decreasing shadows, and making the presenter transparent.
- FLEXIBLE SETUP OPTIONS: Supports larger whiteboards up to 15’x20’ in size and can be mounted on the wall, ceiling, or a tripod in larger meeting spaces between 7-16’ from the whiteboard. Works with any dry erase markers and non-glass whiteboards. Requires the Meeting Owl 4+, Meeting Owl 3 or Pro (sold separately).
- ENABLED FOR UPDATES AND ENHANCEMENTS: Continuous Whiteboard Owl software improvements to support additional capabilities in the future.
Check access and client differences
Do not assume external attendees can access a board in every meeting or tenant. Microsoft provides separate guidance for external collaboration, so check the applicable setup before relying on it. Features and meeting controls can also vary by client; consult Microsoft’s meeting content-sharing guidance for current options, including mobile sharing.
FAQ
How do I share a Whiteboard in a Teams meeting?
Select Share, choose Microsoft Whiteboard, then select an existing board or start a new one in the board picker.
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Can I use an existing Whiteboard in Teams?
Yes. Choose it in the board picker after selecting Share > Microsoft Whiteboard. If a board is already associated with the meeting, Teams may select it by default; use the Home icon to choose another.
How do I show a physical whiteboard to remote participants?
Select Share > Content from camera > Whiteboard, frame the physical board in the preview, and select Share. This shares the camera view, not a collaborative digital canvas.
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Can external participants use a Teams Whiteboard?
External access depends on the applicable setup. Check Microsoft’s external-collaboration guidance for your meeting and tenant rather than assuming access is automatic.
How can I make a physical whiteboard easier to see in a meeting?
Center the board in the camera view, use good lighting, and write with dark-colored markers. Microsoft recommends placing the camera about 3–4 feet from the board.
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The Bottom Line
Use Share > Microsoft Whiteboard when participants need a shared digital canvas. Choose Content from camera > Whiteboard when you want to show a physical board in the room. Prepare the digital board with relevant context and visual cues, and check external access before the meeting if guests need to participate.
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