Zoom Whiteboard user guide

Last Updated:

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 Whiteboard in Meetings

  • 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 in Webinars

  • Zoom desktop client
    • Windows: 5.11.3 or higher
    • macOS: 5.11.3 or higher
    • Linux: 5.11.3 or higher
  • Zoom mobile app
    • Android: 5.11.3 or higher
    • iOS: 5.11.3 or higher

Notes:

  • 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. 
  • If you do not see Zoom Whiteboard in the desktop client, please contact an account admin to have this feature enabled.

How to create and share Zoom Whiteboards

Creating a whiteboard in a desktop client meeting or webinar

  1. Start a meeting or webinar 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.
  7. (Optional) Click the ellipses icon next to the Share button then choose from the following options:
    • Export: Exports whiteboard and saves as PDF or PNG file to the Zoom folder.
    • Leave Feedback: Allows you to rate your experience with Zoom Whiteboard.
    • Move to TrashMoves the whiteboard to the Trash tab. 
  8. When you are done, click Close Whiteboard at the top of the screen.

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 and whiteboard templates that can be used to create a whiteboard or inserted on existing whiteboards while out of meeting.
    • Recent: Displays all recent whiteboards you created or opened.
    • 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 and whiteboard templates that can be used to create a whiteboard or inserted on existing whiteboards while out of meeting.
    • Recent: Displays all recent whiteboards you created or opened.
    • 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.
  6. (Optional) Click the ellipses icon   next to the Share button then choose from the following options:
    • Version History: Allows you to see the list of the previous versions of the whiteboard.
    • View: Allows you to see the collaborators cursor while working on the shared whiteboard.
    • Export: Exports whiteboard and saves as PDF or PNG file to the downloads folder.
    • Help: Provides you the link to Zoom Whiteboard Help Center guides and keyboard shortcuts.
    • Leave Feedback: Allows you to rate your experience with Zoom Whiteboard.
    • Report: Allows you to submit a report about the issues you experience when using the whiteboard.
    • Lock Board: Temporarily prevents editors, commenters, and viewers from opening and editing a document, while owners and co-owners retain full editing functionality.
    • Move to TrashMoves the whiteboard to the Trash tab. 

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 role 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.

For more detail on what each role has access to, consult the administrator guide

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

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

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 and whiteboard templates that can be used to create a whiteboard or inserted on existing whiteboards while out of meeting.
    • Recent: Displays all recent whiteboards you created or opened.
    • 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 and whiteboard templates that can be used to create a whiteboard or inserted on existing whiteboards while out of meeting.
    • Recent: Displays all recent whiteboards you created or opened.
    • 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.

 

Zoom Community

Join the 100K+ other members in the Zoom Community! Login with your Zoom account credentials and start collaborating.