Whiteboards

Overview

Zoom Whiteboards are visual collaboration spaces that can be used within or outside of Zoom virtual meetings. They can be accessed in several ways, including directly within a meeting window, the Zoom desktop application, and the Tufts Zoom website.

Important Note: Only in-meeting whiteboards can be shared with non-Tufts users! In this case, they can use the whiteboard during the meeting and immediately lose access once the meeting is over. Tufts users will continue to have access after the meeting if granted permission by the owner of the board. Out-of-meeting whiteboards cannot be shared with non-Tufts users.

Sample whiteboard

 

To use advanced Zoom Whiteboards, the feature must be enabled in your Tufts Zoom Settings.

  1. Log in to the Tufts Zoom website with your Tufts credentials.
  2. Click Settings in the lefthand menu.
  3. Click the Whiteboard tab along the top of the page.
  4. Click the sliders to enable in-meeting and out-of-meeting whiteboards. For in-meeting whiteboards, you can also decide who has the ability to export whiteboards.Whiteboard settings on Tufts Zoom website
  1. Open the Zoom desktop application. If necessary, sign in with the SSO (single sign on) option and your Tufts credentials.
  2. Click the Whiteboards icon in the top menu.
  3. On the Whiteboards page, you’ll have the ability to:
    • Navigate – Choose which whiteboards to view, including all boards, whiteboards that belong to you versus those that have been shared with you, starred (favorite) whiteboards, and whiteboards that have been moved to the trash.
    • Search – Find boards by keyword
    • Manage – Click on the options button to share, lock/unlock, star, rename, duplicate, or delete a whiteboard
    • Create - Start a new whiteboardWhiteboards page on Zoom desktop app
  4. When working in a whiteboard via the Zoom desktop application, the board will appear similar to what is pictured below. Depending on your role in the board, you will have the ability to:

    • Use the editing toolbar to mark up the board and manage pages within the board.

    • Rename the board.

    • Share the board.

    • Post and read comments.

    • Lock or delete the board.

    • Zoom in and out.

      A whiteboard in the Zoom desktop app

       

  1. Visit tufts.zoom.us and log in with your Tufts credentials.
  2. Select Whiteboards in the lefthand menu.
  3. One the Whiteboards page, you’ll see several features for creating and managing Whiteboards, including:
    • Navigate – Choose which whiteboards to view, including all boards, whiteboards that belong to you versus those that have been shared with you, starred (favorite) whiteboards, and whiteboards that have been moved to the trash.
    • Search – Find boards by keyword
    • Manage – Click on the options button to share, lock/unlock, star, rename, duplicate, or delete a whiteboard
    • Create - Start a new whiteboardWhiteboards page on the Tufts Zoom website
  4. When working in a whiteboard via the Tufts Zoom website, the board will appear similar to what is pictured below. Depending on your role in the board, you will have the ability to:

    • Use the editing toolbar to mark up the board and manage pages within the board.

    • Rename the board.

    • Share the board.

    • Post and read comments.

    • View version history.

    • Export the board (png or pdf)

    • Lock or delete the board.

    • Zoom in and out.

      Using a whiteboard on the Tufts Zoom website

       

When using in-meeting whiteboards, the whiteboard will belong to the attendee who initiated the board, not the meeting scheduler or host. Before opening the whiteboard, you can choose whether meeting participants join the board as editors or viewers. You can also decide if meeting participants with Tufts Zoom accounts will have continued access to the board after the meeting.

  1. Join a Zoom meeting. (Note: The scheduler of the meeting must have advanced whiteboards enabled on their account!)
  2. Click on the Whiteboards button in the bottom toolbar.
  3. A window will appear where you can either start a new board or pull in an existing one. Select your choice and then click Open and Collaborate.The Whiteboards launch window in a Zoom meeting
  4. When working in the in-meeting whiteboard, the board will appear similar to what is pictured below. Depending on your role in the board, you will have the ability to:

    • Use the editing toolbar to mark up the board and manage pages within the board.

    • Rename the board.

    • Share the board.

    • Export the board (png or pdf).

    • Zoom in and out.

      In-meeting whiteboard

       

Sharing whiteboards with other people, in and out of meetings, is a great way to collaborate. Depending on where you are (desktop app, Tufts Zoom website, in a meeting), your sharing options will be different.

Sharing from the Zoom desktop application or the Tufts Zoom website

  1. Log in to the Zoom desktop application or the Tufts Zoom website.
  2. Find the board you want to share.
  3. Click the options button and select Share.Sharing a whiteboard from the Zoom desktop app
  4. A window will appear where you can:
    • Invite Tufts Zoom users by looking them up, selecting the permission level you want to give them (Co-owner, Editor, Commenter, Viewer), and clicking Send.Inviting someone to a whiteboard
    • Use the shared link feature. When using the shared link, you can select "Restricted" (the link will only work for invited collaborators) or "Anyone at Tufts" (the link will work for anyone with a Tufts Zoom account). When “Anyone at Tufts” is selected, you can also decide if the people who join by following the link join as Viewers, Commenters, or Editors. At this time, you cannot select “Anyone.”Setting up a shared link to a whiteboard

Sharing an Out-of-Meeting Board from Inside The Board

  1. Open the whiteboard.
  2. Click the Share button in the top right corner.
  3. A window will appear where you can:
    • Invite Tufts Zoom users by looking them up, selecting the permission level you want to give them (Co-owner, Editor, Commenter, Viewer), and clicking Send.Inviting someone to a whiteboard
    • Use the shared link feature. When using the shared link, you can select "Invited Only" (the link will only work for invited collaborators) or "Tufts University" (the link will work for anyone with a Tufts Zoom account). When “Tufts University” is selected, you can also decide if the people who join by following the link join as Viewers, Commenters, or Editors.Setting up a shared link to a whiteboard

Sharing an In-Meeting Board

When launching a whiteboard from within a meeting, you can determine if participants will have viewing or editing privileges. You can also decide whether or not to allow Tufts participants continued access after the meeting.

Sharing options when launching a whiteboard within a meeting

Once the board is open, you can click the Share button in the top right corner and:

  • Invite Tufts Zoom users by looking them up, selecting the permission level you want to give them (Editor, Commenter, Viewer), and clicking Send.Inviting someone to an in-meeting whiteboard
  • Use the share link feature. When using the shared link, you can select Invited Only (the link will only work for invited collaborators) or Tufts University (the link will work for anyone with a Tufts Zoom account). When “Tufts University” is selected, you can also decide if the people who join by following the link join as Viewers, Commenters, or Editors.Setting up a shared link to an in-meeting whiteboard