Get started with the new Whiteboard

Find Whiteboard

  1. Open your browser and go to
  2. In the panel to the left, click on the icon at the bottom More applications.
  3. Choose Whiteboard.

Whiteboard portal

After you’ve clicked on Whiteboard you will get to Whiteboard portal. You’ll se all of your current Whiteboards.

  1. Click on Create a new Whiteboard to create a new.
  2. If you have made Whiteboards before, you can click on them to keep working on them. On the Whiteboards you’ve worked on before, if you click on the three dots you can Delete it or change name. 
  3. If you have a whiteboard with a little blue circle at the corner, you’ve shared the Whiteboard with more people.

Whiteboard settings

  1. Click on the settings wheel in the upper corner on a whiteboard.

2. Choose Improve the shape of pens automatically (example if you draw a circle, the circle will be adjusted no a nice form automatically).

Whiteboard settings in the left head menu

Before you start using whiteboard it’s good to be familiar with the settings and icons. Here are some of the most used settings.

  1. The arrow is the standard choice. You can move around the canvas, mark and move the objects you’ve created.
  2. If you click on the pen you can choose between different pens on your canvas.
  3. If you click on the + the menu Create will be shown. Here you can choose between different objects that you can place on your canvas. (These will be explained longer down in this manual).
  4. The two arrows next to the little house menas that you can regret something you’ve done. Go backward and then forward if you regret your regret.
  5. Here you can change the name of your Whiteboard.

Whiteboard right menu: Share and settings

In the right corner under your profile there are two icons.

  1. Click on the Share icon to create a link that you can share.

2. Click on the wheel to see settings. In the menu that pops up if you click on the wheel, you can export your whiteboard as a picture, click on or of automatically lines, change if the participants can edit and more.


Use pen notes

  1. Choose the black pen to make black notes.
  2. Choose the red pen to make red notes.
  3. Choose the multicolored pen to make notes with many colors.
  4. Choose the yellow pen to underline.
  5. Choose the gum to delete your notes..
  6. Choose the ring to mark objects or notes that you want to delete.

Change size, color and create arrows with your notes

  1. Double-click on some of the left pens.
  2. Change size on your notes.
  3. Change color.
  4. Create a one-way arrow
  5. Create a two-way arrow
  6. Stop the arrow.

Create post-it

Go to the right menu, click on the icon to Create and choose Notes.

  1. You can choose simple post-it notes with different colors.
  2. You can create post-it notes in grid with different colors.
  3. Click on Add notes to create more post-is within the grid.

Create text

Go to the right menu, click on the icon for Create and choose Text.

  1. Write your text in the square.
  2. Pull in the lines to make the square bigger or smaller.
  3. Mark the square to:
    -Write in it
    -Change color of the text
    -Delete it
    -Write a text that explains the text in the square
    -Click on the three dots to place the text forward or backward.

Create forms

Go to the right menu, click on the icon for Create and choose Forms.

  1. You can choose between 12 different kind of forms.
  2. Pull in the lines around the form to make the form bigger or smaller.
  3. Mark form to:
    -Change color
    -Delete lines
    -Delete form
    -Write a text to explain the form
    -Click on the thee dots to place it forward or backward.

Create reactions

Go to the right menu, click on the icon for Create and choose Reactions.

  1. You can choose between 8 different kinds of reactions.
  2. Pull in the line to make them bigger och smaller.
  3. Mark the reaction to:
    -Delete it
    -Write a text to explain the reaction
    -Click on the three dots to place it forward or backward.
    Tip! Use reactions to react on post-it notes.

Upload photos

Go to the right menu, click on the icon for Create and choose Photos. Then you’ll choose a photo from your computer.

  1. Pull in the lines to make the photos bigger or smaller.
  2. Mark the photo to:
    -Delete it
    -Write a text to explain the photo
    -Click on the three dots to place it forward or backward.

Use templates

Go to the right menu, click on the icon for Create and choose Templates.

  1. Choose what kind of category you want for your template. You can choose between 9 different categories, and then between 5-10 templates within every category.
  2. Scroll down to se different templates within the category.
  3. When you’ve chosen the template you want, place it on the canvas.

Tip for when using templates

  1. Use the template as a starting point. You can always edit objects like text and colors by mark the object you want to change.
  2. Add object to your template like post-its, text, reactions and forms.
  3. Scroll on you mouse to make the canvas bigger or smaller. You can’t make the whole template bigger och smaller.
  4. Mark an object on your template and press on the delete-button on your keyboard.

Add documents

  1. Go to the right menu, click on the icon for Create, and choose Documents.

2. A dialog square will show. Here you choose what kind of document you want to upload.

3. Click on My files to choose files from your OneDrive.

4. Click on Latest to choose among recent edited files.

5. Under Quick Access choose what Team/SharePoint document library you want to upload a document from (You can only upload a Powerpoint or PDF).

6. For example, this might look like if I have chosen to upload a PowerPoint file on my Whiteboard. (Note you can only upload PowerPoint, PDF documents).

7. Select the slides you want to upload.

8. Click Select All to upload all slides.

9. Click Insert.

Whiteboard Frequently asked questions

Who can use Whiteboard?

Whiteboard is currently available to all students and employees. Externals are currently unable to participate in a Whiteboard.

Can I collaborate on Whiteboard?

Yes, you can! Open the Whiteboard you want to collaborate on. In the right corner, click the Share Icon. Then  you can type in the name or email of the person you want to share and collaborate with, or choose to copy the link, and send to the person.

Observe that users can currently only collaborate with others within their organization. Microsoft will add options to collaborate with guests outside your organization in the future.

Can I export the result?

Yes, you can export the result to a PNG or SVG. You can also choose to publish to a Team, send to a OneNote, or to an email.

What is the difference between the Whiteboard app and web interface?

Whiteboard has recently been updated. There are no differences between the web and the app.

Where can I find Whiteboard?

There are three ways to find and use Whiteboard. Via the deskapp, the web or integrated in teams. You can find more information in the manual: Download and install whiteboard app

How do I save my Whiteboard?

All your Whiteboards are automatically saved in your Whiteboard Portal.  Go to the Office 365 portal and select Whiteboard.

Can I use templates in Whiteboard?

Yes, templates are available in Whiteboard. Templates makes it easier for you and others to work together in Whiteboard. You can open templates by clicking the Templates button in the left menu. This will display the template gallery, where you can  select a template.

The following categories are available with more to add as you go:

  1. Brainstorming – exploring creative ideas
  2. Problem solving – analyzing and solving problems
  3. Design and research – deepen customer focus
  4. Strategy – move from strategy to execution faster
  5. Project planning – increase productivity and results
  6. Retrospective – get an overview over different catagories
  7. Games – engage and energize groups
  8. Evaluation – reflecting and improving
  9. Workshops – inspire and facilitate groups
  10. Learning – teflecting, comparing and brainstorming

Can I use my fingers to use Whiteboard?

Yes, Whiteboard is compatible with touch, computer mouse, and keyboard.

Can I add pictures to the Whiteboard?

Yes, you can insert pictures on your Whiteboard. Click the Create icon, and then click pictures. Unfortunately, you can’t copy and paste pictures into the Whiteboard you have to save the image to your computer and then upload.

Can I react to sticky notes or text boxes?

No, however, you can create reactions and drag and drop them on your sticky notes or text boxes. On the rightside menu, select reactions. Then you can choose heart, thumbs up or down etc. Drag and drop them in the appropriate place to react to text or sticky notes.

Can I zoom in and out of my Whiteboard?

Yes, you can – the surface is infinite. With the mouse – scroll up and down. With your fingers – pull together or outwards with two fingers.

Can I rename my Whiteboard?

Yes, by going to the Whiteboard portal and then tapping the three dots of the Whiteboard that you want to rename.

Can I remove Whiteboards?

Yes. Go to your Whiteboard portal, click on the three dots of the Whiteboard you want to delete, and then select Delete.

How do I use ink in Whiteboard?

Digital ink is available to everyone, whether you’re using your mouse or pen. The Pen toolbar contains 15 pen colors, 15 highlighters, pen arrows, and different thicknesses.


  1. Select a pen to see the color and thickness in the drop-down list.
  2. Select arrow mode from the drop-down list to turn your ink strokes into arrows.
  3. To draw straight lines, hold down the Shift key while you make ink.
  4. To convert things you draw to shapes, select your ink and select the shape icon from the shortcut menu.

How do I create straight lines?

The previous ruler has been removed. In Whiteboard, you can add straight lines using shapes in the gallery. You can also hold the shift key while you’re drawing to create a straight line.

How do I use mouse and keyboard in my whiteboard?

You can use your mouse and your keyboard by doing one of the following:

  1. To pan the workspace, click it, and then drag the canvas with your mouse. You can also hold down the Ctrl key on the keyboard and use the arrow keys.
  2. To quickly zoom in on the workspace, scroll the mouse wheel up or down (if applicable).
  3. To select an item, click it with your mouse. You can also press the Tab key multiple times until the desired item is selected.
  4. To insert an object, such as a picture or text, click the + icon on the toolbar, and then click on the item you want to add. You can also use the shortcut menu by clicking Shift+F10. Use the arrow keys to select the item you want to add, and then press Enter.
  5. To draw or delete ink, click the ink icon on the toolbar, select a pen or eraser, and then use the mouse to draw on the canvas or remove ink strokes. To use the keyboard to select tools, press the Tab key several times until the pen icon is selected on the toolbar.
  6. To move the ruler when it appears, click it, and then drag the ruler with your mouse. To use the keyboard, click the ruler, and then move it with the arrow keys.
  7. To change the angle of the ruler, hover over the ruler, and then use the scroll wheel — or click to select the ruler, and then hold the Alt key while you press one of the arrow keys on the keyboard.


How do I select, move, and resize content?

  1. When finger painting mode is turned off, you can move objects by selecting it with your finger and easily moving around the canvas.
  2. Select content with your finger or pen — or use the Lasso Selection tool on the toolbar to select multiple items at once. Turn on lasso selection and use the pen to circle the content you want to select. When finger painting mode is enabled for devices that are passive or don’t have a pen, you can turn on Lasso Select and use your finger to dial in content.
  3. If the active pen has a cylinder button, hold down the button to temporarily switch to Lasso Select mode and circle the content to be selected.
  4. When the content is selected, you can move it with your finger or pen. To resize, use two fingers to stretch or minimize the content.

Can I use Whiteboard in the classroom?

Yes, Whiteboard has been designed both for remote learning and in the classroom. In the classroom, students can leave class with a digital version of the whiteboard so they can focus on listening and learning instead of copying content from the whiteboard during class. Teachers can hold more interactive lessons with a shared whiteboard where students can add content or react to content added by others. Whiteboard is a fantastic tool for group projects. All project members can get involved and teachers have the opportunity to observe and provide feedback.

Can I share a Whiteboard where no one else can edit it?

Yes, if you choose whiteboard presentation mode (read-only mode) in Teams meetings, the meeting organizer can choose how to interact with the board. If you choose read-only mode, all other participants will see the whiteboard but without being able to edit. At any time during the meeting, the meeting organizer can switch between read-only mode or allow collaboration from others from the settings menu.

Can I use Whiteboard in a Team meeting?

Yes, Whiteboard is integrated into Teams but can also be used in other digital meeting tools such as Zoom.

How to find and install Whiteboard

Whiteboard is available in different versions; a web app, a desktop app for Windows and a mobile app for iOS.

Find the Whiteboard Web App

To access Whiteboard on the Web:
  1. Go to the university website for Office 365
  2. Log in with your Umu ID and password
  3. You will find an icon for Whiteboard in the bottom left column.

Option 1 to download Whiteboard to Windows

  1. Open the Software Center on your computer.
    Image Representative Icon for Windows Software Center
  2. Locate Microsoft Whiteboard in the list of applications.
    Icon Representing App for Microsoft Whiteboard
  3. Click the Microsoft Whiteboard icon.
  4. Then click ‘Install’ .

Option 2 to download Whiteboard to Windows

  1. Open the Microsoft Store on your computer.
  2. Use the search function to find the Microsoft Whiteboard.
    Download Whiteboard1
  3. Once you’ve found the app, select ‘Get
    Download Whiteboard2Download Whiteboard 3
  4. If you get a dialogue box asking you to log in, select ‘No‘.
  5. Your Microsoft Whiteboard download and installation should now start. It may take some time to install.
  6. Microsoft Whiteboard is now ready to use on your computer!
  7. When you open the app for the first time, you may be asked to log in. Then log in with: + Umui-id password.