Using whiteboard while working with guests in a team

Question

We have a project and are cooperating within a team involving some people from the organisation and some guests. We use Planner and Whiteboard as tools. Guest aren't available to see the whitboeards created even if they are participants of the team. They work in organisation that also use licensed MS teams. Is there any way to let them see and edit the whiteboard? If not we will have to use some outsource applications. Is it possible to copy existing notes in MS whiteboard to ex. Miro or Canva?

Answer 1

Currently, guests in Microsoft Teams have limited access to some tools, including Microsoft Whiteboard. Guests often cannot access or edit whiteboards, even if they are part of the team. Here are some potential solutions and workarounds for your situation:

Options for Collaborating with Guests

External Collaboration Tools:

• Since guests cannot access Whiteboard, you can use external tools like Miro or Canva which provide robust collaboration features.
  • These tools are designed to allow easy sharing and collaboration with external users.
  Exporting Whiteboard Content:

  - **Export to Image**: In Microsoft Whiteboard, you can export the whiteboard content as an image (PNG) or a PDF. This can then be shared with your guests, or imported into another tool.
  
        - Open your whiteboard in Microsoft Whiteboard.
  
              - Click on the **Settings** (gear icon) in the top right corner.
  
                    - Select **Export** and choose either PNG or PDF.
  
                       - Once exported, you can upload this image or PDF to Miro, Canva, or any other tool for further collaboration.
  

Steps to Import into Miro or Canva

Miro

1. Create a Miro Board:
   • Sign in to Miro and create a new board.
   1. Upload the Whiteboard Image/PDF:
      • Drag and drop the exported image or PDF from Whiteboard onto your Miro board.
        • Use Miro’s tools to add, edit, and collaborate further on the imported content.

Canva

1. Create a Canva Project:
   • Sign in to Canva and create a new design.
   1. Upload the Whiteboard Image/PDF:
      • Click on the Uploads tab in the left menu.
        • Upload the exported image or PDF from Whiteboard.
          • Use Canva’s design tools to add, edit, and collaborate further on the imported content.

Alternative Tools for Collaboration

Miro:

• Miro is a versatile online collaborative whiteboard platform. It allows easy sharing and collaboration with internal and external users.
  • Miro supports real-time editing, and it’s easy to invite guests to collaborate.
  Canva:

  - Canva is another powerful tool for creating and collaborating on visual content. It allows teams to work together on designs and share content easily.
  
  **Figma**:
  
     - Figma is primarily a design tool but offers excellent collaboration features. It allows multiple users to work together in real-time and is very suitable for team projects.
  

Summary

• Whiteboard Collaboration Limitation: Guests in Teams cannot access or edit Microsoft Whiteboards.
• Exporting Content: Export the content from Microsoft Whiteboard as an image or PDF.
• Using External Tools: Import the exported content into external tools like Miro or Canva for further collaboration.Currently, guests in Microsoft Teams have limited access to some tools, including Microsoft Whiteboard. Guests often cannot access or edit whiteboards, even if they are part of the team. Here are some potential solutions and workarounds for your situation: Options for Collaborating with Guests
  1. External Collaboration Tools:
     • Since guests cannot access Whiteboard, you can use external tools like Miro or Canva which provide robust collaboration features.
     • These tools are designed to allow easy sharing and collaboration with external users.
  2. Exporting Whiteboard Content:
     • Export to Image: In Microsoft Whiteboard, you can export the whiteboard content as an image (PNG) or a PDF. This can then be shared with your guests, or imported into another tool.
     • Open your whiteboard in Microsoft Whiteboard.
     • Click on the Settings (gear icon) in the top right corner.
     • Select Export and choose either PNG or PDF.
     • Once exported, you can upload this image or PDF to Miro, Canva, or any other tool for further collaboration.
  Steps to Import into Miro or Canva Miro
  1. Create a Miro Board:
     • Sign in to Miro and create a new board.
  2. Upload the Whiteboard Image/PDF:
     • Drag and drop the exported image or PDF from Whiteboard onto your Miro board.
     • Use Miro’s tools to add, edit, and collaborate further on the imported content.
  Canva
  1. Create a Canva Project:
     • Sign in to Canva and create a new design.
  2. Upload the Whiteboard Image/PDF:
     • Click on the Uploads tab in the left menu.
     • Upload the exported image or PDF from Whiteboard.
     • Use Canva’s design tools to add, edit, and collaborate further on the imported content.
  Alternative Tools for Collaboration
  1. Miro:
     • Miro is a versatile online collaborative whiteboard platform. It allows easy sharing and collaboration with internal and external users.
     • Miro supports real-time editing, and it’s easy to invite guests to collaborate.
  2. Canva:
     • Canva is another powerful tool for creating and collaborating on visual content. It allows teams to work together on designs and share content easily.
  3. Figma:
     • Figma is primarily a design tool but offers excellent collaboration features. It allows multiple users to work together in real-time and is very suitable for team projects.
  Summary
  • Whiteboard Collaboration Limitation: Guests in Teams cannot access or edit Microsoft Whiteboards.
  • Exporting Content: Export the content from Microsoft Whiteboard as an image or PDF.
  • Using External Tools: Import the exported content into external tools like Miro or Canva for further collaboration.