Meeting Whiteboard User Guide 🟡 BETA

The Meeting Whiteboard provides a collaborative canvas for real-time visual collaboration during meetings, enabling teams to sketch ideas, diagram workflows, and brainstorm together.

Overview

The Whiteboard app enables you to:

• Draw freehand sketches and annotations
• Create shapes, diagrams, and flowcharts
• Add sticky notes and text labels
• Collaborate in real-time with meeting participants
• Export whiteboards as images or PDFs
• Save and revisit whiteboard sessions

Getting Started

Accessing the Whiteboard

During a Meeting:

1. Join a meeting in the Meet app
2. Click the Whiteboard button in the toolbar
3. A shared canvas opens for all participants

Standalone Mode:

1. Navigate to Apps → Whiteboard
2. Click New Whiteboard
3. Share the link to invite collaborators

Canvas Basics

Drawing Tools

Pen Tool

Freehand drawing with customizable settings:

Keyboard Shortcut: P

Highlighter

Semi-transparent marker for emphasis:

• Automatic transparency (50%)
• Wide stroke for highlighting
• Colors: Yellow, Green, Pink, Blue

Keyboard Shortcut: H

Eraser

Remove content from the canvas:

Keyboard Shortcut: E

Laser Pointer

Temporary pointer visible to all participants:

• Fades after 2 seconds
• Shows your cursor position
• Color matches your participant color

Keyboard Shortcut: L

Shape Tools

Basic Shapes

Drawing Shapes

1. Select shape tool
2. Click and drag on canvas
3. Hold Shift for perfect proportions
4. Release to complete

Shape Properties

Text and Notes

Text Tool

Add text labels anywhere on the canvas:

1. Press T or select Text tool
2. Click on canvas
3. Type your text
4. Click outside to finish

Text Settings:

Sticky Notes

Virtual post-it notes for ideas:

1. Press N or select Sticky Note
2. Click to place
3. Type content
4. Drag to reposition

Sticky Note Colors:

• Yellow (default)
• Pink
• Green
• Blue
• Purple
• Orange

Connectors

Creating Connectors

Link shapes to show relationships:

1. Select Connector tool (C)
2. Click on first shape
3. Click on second shape
4. Connector automatically routes

Connector Types

Connector Endpoints

Collaboration Features

Real-Time Sync

All changes sync instantly to participants:

• See others’ cursors in real-time
• Watch drawing as it happens
• Automatic conflict resolution

Participant Cursors

Each participant has a unique cursor:

• Name label follows cursor
• Color identifies participant
• Fades when inactive

Follow Mode

Focus on a presenter:

1. Click a participant’s avatar
2. Select Follow
3. Your view follows their canvas position

Presence Indicators

Canvas Navigation

Panning

Move around the canvas:

• Mouse: Middle-click drag or Space + drag
• Trackpad: Two-finger drag
• Touch: Two-finger drag

Zooming

Minimap

Overview of entire canvas:

1. Click minimap icon (bottom-right)
2. Blue rectangle shows current view
3. Click to jump to location

Selection and Editing

Selecting Objects

Transforming Objects

Alignment

Align selected objects:

Distribution

Evenly space selected objects:

• Distribute Horizontally: Alt + H
• Distribute Vertically: Alt + V

Layers and Organization

Layer Order

Grouping

Combine objects:

1. Select multiple objects
2. Press Ctrl/Cmd + G to group
3. Press Ctrl/Cmd + Shift + G to ungroup

Locking

Prevent accidental edits:

1. Select object
2. Right-click → Lock
3. Right-click → Unlock to edit again

Templates

Using Templates

Start with pre-built layouts:

1. Click Templates in toolbar
2. Browse categories:
   • Brainstorming
   • Flowcharts
   • Mind Maps
   • Retrospectives
   • Kanban
   • User Journey
3. Click to apply

Saving Templates

Create reusable templates:

1. Design your whiteboard
2. Click File → Save as Template
3. Name and categorize
4. Template appears in your library

Export and Sharing

Export Formats

Export Options

Sharing

Undo and History

Undo/Redo

Version History

1. Click History icon
2. Browse previous versions
3. Click to preview
4. Restore to revert

Keyboard Shortcuts

Tools

Actions

Navigation

Tips and Best Practices

For Facilitators

1. Prepare templates - Set up structure before meeting
2. Use frames - Organize different activities
3. Enable follow mode - Guide participants’ attention
4. Use laser pointer - Highlight without editing
5. Save checkpoints - Version history for reference

For Participants

1. Claim your color - Identify your contributions
2. Use sticky notes - Quick idea capture
3. Don’t overlap - Give space to others’ work
4. Use reactions - Vote with emoji stamps

Performance Tips

Integration with Meetings

Starting from Meet

1. In Meet, click More → Open Whiteboard
2. Whiteboard opens for all participants
3. Whiteboard persists after meeting ends

Whiteboard Recording

When meeting is recorded:

• Whiteboard activity is captured
• Playback shows drawing timeline
• Export includes whiteboard snapshots

Related Topics

• Meet App - Video meetings
• Tasks Integration - Create tasks from whiteboard