Zoom Whiteboard User Guide

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Zoom Whiteboards can be created and shared using the desktop client (in-meeting or out-of meeting) and the Zoom web portal. Whiteboard collaborators have access to a wide variety of controls and sharing options to help make working together easier. Users can also manage whiteboards they have created, or that have been shared with them, from the desktop client and the web portal. 

This article covers:

Prerequisites for using Zoom Whiteboard

  • Zoom desktop client
    • Windows: 5.10.3 or higher
    • macOS: 5.10.3 or higher
    • Linux: 5.10.3 or higher
  • Zoom mobile app*
    • Android: 5.10.3 or higher
    • iOS: 5.10.3 or higher
  • Zoom Whiteboard enabled for your account by an administrator

*Note: Zoom Whiteboards can only be viewed and edited when using the Zoom mobile app on a tablet or iPad. When using the Zoom mobile app on a smaller mobile device, such as a phone, you will only be able to view Zoom Whiteboards. 

How to create and share Zoom Whiteboards

Creating a whiteboard in a desktop client meeting

  1. Start a meeting from the Zoom desktop client. 
  2. Click the Whiteboard button on the in-meeting controls.
  3. Click New Whiteboard or click an existing whiteboard you would like to edit.
  4. Click the arrow next to All Participants can edit to choose what permissions you would like participants to have.
  5. Click Open and Collaborate
    The whiteboard will open in your meeting window. 
  6. (Optional) Click Share to send the whiteboard to other users outside the meeting. 
    • Enter the contact names, zoom chat channel, or email addresses of the users you would like to share the whiteboard with and set their permissions with the arrow to the right of the entry box. Click Share to finish.
    • Click the arrow to the right of the Copy Link button at the bottom of the window to set the permissions for users you are going to send the link to. Click Copy Link and then paste the link in a message or email to send to others.

For details on the whiteboard controls, see the section below. How whiteboards are saved depends on the settings configured by the Zoom administrator. For details on how to access saved whiteboards, see this section

Creating and editing whiteboards from the desktop client

  1. Sign in to the Zoom desktop client. 
  2. Click the Whiteboards button at the top right.
  3. Click New to create a new whiteboard.
    To edit an existing whiteboard, choose a whiteboard from your dashboard. The whiteboards are categorized using the following filters:
    • All Whiteboards: Displays all whiteboards visible to the user from the filters below.
    • My Whiteboards: Displays all whiteboards that the user has created.
    • Shared with Me: Displays all whiteboards others have shared with the user.
    • Starred: Displays whiteboards that have been starred by the user.
    • Trash: Displays all whiteboards that have been moved to the trash.
  4. (Optional) Click the whiteboard icon you would like to open.
  5. (Optional) Click Share to invite other users to collaborate on the whiteboard.
    • Enter the contact names, zoom chat channel, or email addresses of the users you would like to share the whiteboard with and set their permissions with the arrow to the right of the entry box. Click Share to finish.
    • To create a shareable link: Click the arrow to the right of the Copy Link button at the bottom of the window to set the permissions for users you are going to send the link to. Click Copy Link and then paste the link in a message or email to send to others.

For details on the whiteboard controls, see the section below. How whiteboards are saved depends on the settings configured by the Zoom administrator. For details on how to access saved whiteboards, see this section

Creating and editing whiteboards from the Zoom web portal

  1. Sign in to the Zoom web portal
  2. Click Whiteboards. 
  3. To create a new whiteboard, click + New at the top right.
    To edit an existing whiteboard, choose a whiteboard from your dashboard. The whiteboards are categorized using the following filters:
    • All Whiteboards: Displays all whiteboards visible to the user from the filters below.
    • My Whiteboards: Displays all whiteboards that the user has created.
    • Shared with Me: Displays all whiteboards others have shared with the user.
    • Starred: Displays whiteboards that have been starred by the user.
    • Trash: Displays all whiteboards that have been moved to the trash.
  4. (Optional) Click the whiteboard icon you would like to open.
  5. Optional) Click Share to invite other users to collaborate on the whiteboard.
    • Enter the contact names, zoom chat channel, or email addresses of the users you would like to share the whiteboard with and set their permissions with the arrow to the right of the entry box. Click Share to finish.
    • To create a shareable link: Click the arrow to the right of the Copy Link button at the bottom of the window to set the permissions for users you are going to send the link to. Click Copy Link and then paste the link in a message or email to send to others.

For details on the whiteboard controls, see the section below. How whiteboards are saved depends on the settings configured by the Zoom administrator. For details on how to access saved whiteboards, see this section

User permissions when sharing

  • Owner: User and original board owner share the same level of permissions, including sharing, editing, commenting, and deleting.
  • Co-Owner: User has been granted the same permissions as the original board owner, including sharing, editing, commenting, and deleting.
  • Editor: User can edit, comment, and share the whiteboard with other editors, commenters and viewers.
  • Commenter: User can view, comment, and share the whiteboard with other commenters and viewers.
  • Viewer: User can view the whiteboard, and share view only permissions to other users.

Note: Co-Owner is only available when sharing outside of a meeting. 

How to use the whiteboard controls

Zoom Whiteboard tools are used to create and manipulate  objects on canvas. The whiteboard tools available for use are located on the left side of the screen. To activate a tool, click its icon. Once selected, the mouse cursor will change  to indicate the current tool mode. For most controls, clicking on the canvas will then create an object of that type. If using the select tool, you will be able to select one or more objects and change their properties.

Note: Feature functionality may differ slightly between in-meeting whiteboards, whiteboards accessed from the desktop client, and whiteboards accessed on the Zoom web portal. 

  • Select Tool: Places cursor in select mode so you can click objects and change their properties. Clicking an object will bring up that object’s context menu.
  • Pencil Tool: Places cursor into drawing mode to perform freehand sketching 
    • Brush types: Pen or Highlighter
    • Context menu:
      • Change line thickness 
      • Change color
  • Shapes: Places cursor into shape mode to create square, circles, or diamond shaped objects
    • Context menu:
      • Change Fill: Full, opaque, hollow
      • Change shape
      • Change color
  • Lines: Create line objects
    • Line types: straight, one-end arrow, double-end arrow
    • Context menu:
      • Change line Thickness
      • Change color
  • Text: Create text. Double-clicking a text object puts the object into “text editing” mode.
    • Context menu:
      • Font style (bold, italic, underline)
      • Font Size 
      • Font Alignment
      • Font Color
  • StickyNote: Creates a “note” idea that can be used to draw attention. Double-clicking a sticky note puts the stickynote into text editing mode.
    • Context menu: 
      • Change background color
  • Image: Upload a .jpg or .png file from your computer onto the board
    • No context menu
  • Eraser: Puts cursor in eraser mode. Clicking objects while in this mode will delete them from the canvas. 
  • Color: Changes the color for objects that will be created 
    • Note: once you change a color for an object, new objects of that type will retain that color.

More options in the Context Menu

In addition to the options that are specific to certain objects (mentioned above), clicking an object and opening its context menu gives you More options by clicking the ellipses icon. 

  • Copy
  • Paste
  • Duplicate
  • Bring Forward
  • Bring to Front
  • Send Backward
  • Send to back
  • Delete

Connectors and access points

  • How to create a connector: Click an object with the select tool, then click and drag one of the small dots outside the object’s box. As you drag your cursor and arrow will be drawn. Drag the arrow to another object to create the connector. 
  • How to resize an object: Click an object with the select tool, then hover your cursor over one of the small squares that form right angles around the object. Your cursor will change into an icon that looks like a line with arrows on each end. Click and drag the icon resize the object.  
  • How to quickly duplicate an object: Click an object with the select tool, then hover your cursor over one of the plus signs on any side of the object. Click the plus sign and the object will be duplicated on that side of the original. 
  • How to rotate an object: Click an object with the select tool, then hover your cursor over the small square on top of the object. Your cursor will change into an icon with two arrows. Click and drag the icon to rotate the object.  

Commenting on the board

Individuals who can access a board in the role of Owner, Editor, or Commenter, can place a comment on a board. 

  • How to attach a comment to an object: Click the comment icon at the top right and hover your cursor over an existing object. Click on the object to attach your comment. 
  • How to reply to a comment: Hover your cursor over the comment icon and click. Click the Add a reply text and then click the Reply button when you are finished. 
  • How to delete a comment: Hover your cursor over the comment icon and click. Click the dotted line icon to the right of the comment you wish to remove, then click Delete

System controls

  • Click the arrows at the bottom right to Undo or Redo.
  • Click the looking glass icons to Zoom In or Zoom Out. Click 100% to reset to the default zoom. 
  • Click at the bottom right to add a new page. Use the arrows next to this icon to move between pages.
  • Click the garbage icon at the bottom right to move the whiteboard to the trash.

Keyboard shortcuts

To see a list of available keyboard shortcuts, type the “?” key. Click the Escape key to exit the shortcuts list.

Mouse controls

  • Scrollwheel (scroll up and down)
  • Shift plus scroll (scroll side to side)

How to manage and access created whiteboards

Managing and accessing whiteboards from the web portal

  1. Sign in to the Zoom web portal
  2. Click Whiteboards.
  3. Choose one of the following tabs at the top:
    • All Whiteboards: Displays all whiteboards visible to the user from the filters below.
    • My Whiteboards: Displays all whiteboards that the user has created.
    • Shared with Me: Displays all whiteboards others have shared with the user.
    • Starred: Displays whiteboards that have been starred by the user.
    • Trash: Displays all whiteboards that have been moved to the trash.
  4. (Optional) Click the ellipses icon to the right of the whiteboard you want to manage, then choose from the following options:
    • Share: Select other users on the account to share with.
    • Lock: Temporarily prevents editors, commenters, and viewers from opening and editing a document, while owners and co-owners retain full editing functionality.
    • Add to starred: Adds the whiteboard to the Starred page. 
    • Rename: Change the name of the whiteboard.
    • Duplicate: Makes an exact copy of the whiteboard. The title can be changed before the copy is created.
    • Move to Trash: Moves the whiteboard to the Trash tab. 
  5. (Optional) Click the whiteboard icon you would like to open.

Managing and accessing whiteboards from the desktop client

  1. Sign in to the Zoom desktop client. 
  2. Click the Whiteboards button at the top right.
  3. Choose one of the following options on the left:
    • All Whiteboards: Displays all whiteboards visible to the user from the filters below.
    • My Whiteboards: Displays all whiteboards that the user has created.
    • Shared with Me: Displays all whiteboards others have shared with the user.
    • Starred: Displays whiteboards that have been starred by the user.
    • Trash: Displays all whiteboards that have been moved to the trash.
  4. (Optional) Click the ellipses icon next to the whiteboard you want to manage, then choose from the following options:
    • Share: Select other users on the account to share with.
    • Lock: Temporarily prevents editors, commenters, and viewers from opening and editing a document, while owners and co-owners retain full editing functionality.
    • Add to starred: Adds the whiteboard to the Starred page. 
    • Rename: Change the name of the whiteboard.
    • Duplicate: Makes an exact copy of the whiteboard. The title can be changed before the copy is created.
    • Move to Trash: Moves the whiteboard to the Trash tab. 
  5. (Optional) Click the whiteboard icon you would like to open.

 

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