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What this helps you do

Whiteboards give teams a flexible canvas for workshops, diagrams, planning, and visual explanation. They live in project folders alongside documents and kanban boards, so the same sharing and permission rules apply. Use a whiteboard to map a customer journey, compare strategic options, sketch a process or system, cluster research findings, or run a planning session where the team needs to see ideas and decisions side by side.
Whiteboards are available to AI when they are in the agent’s context. You can ask AI to read a board, summarize it, comment on it, or make supported changes. AI actions use your permissions and appear as actions you requested.

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Before you start

Choose the destination carefully: create the whiteboard in for team work or in for a personal draft. People with View permission can inspect the board; Edit or Manage permission is required to change it.

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Create a whiteboard

  1. In the Files pane, open the target folder’s More options menu .
  2. Select New, then whiteboard.
  3. Enter a name and create the whiteboard.
The canvas saves as you work. Use the canvas tools to add shapes, arrows, freehand marks, text, sticky notes, frames, and images. You can move, resize, rotate, group, lock, duplicate, or delete selected elements.

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Collaborate on the canvas

Teammates with edit permissions can work on the same whiteboard at the same time. Presence and cursors show who else is active. To discuss a specific point:
  1. Select Add comment.
  2. Place the comment pin on the canvas or attach it to an element.
  3. Enter the comment and send it.
Replies stay in the comment thread. A comment attached to an element moves with that element.

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Present a whiteboard

Use frames as slides when the board needs a guided sequence.
  1. Open the Presentation panel.
  2. Create or arrange slides from frames on the canvas.
  3. Select Start presentation.
Other collaborators can follow the presenter. During presentation, use the previous and next controls and the laser pointer to guide attention.

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Export or return to an earlier version

Open the whiteboard menu to:
  • Download the editable whiteboard file.
  • Export image for a static copy.
  • Open Version history to inspect and restore an earlier saved state.
Restoring creates a new current version; it does not erase the existing history.

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Expected result

The team has one shared visual canvas that updates in real time and can be discussed, presented, exported, and restored.

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Troubleshooting

  • You cannot edit: check your permission level and the collaboration connection status.
  • Start presentation is unavailable: add at least one frame or slide first.
  • A teammate cannot see the board: confirm the whiteboard is in or has been shared with that person.
  • A comment pin appears in the wrong place: zoom to the intended area, then add the pin again or move it.