Whiteboards are a common sight in every office. Easy to use — and easy to clean — they are a simple way for teams working together to brainstorm, capture thoughts, and share ideas. So, it’s no surprise that when people are not in the same room or even the same country, they want something that can help replicate the whiteboard experience when they are working with others.
Microsoft whiteboard online was developed to emulate the physical whiteboard experience in a virtual environment. As simple as a physical whiteboard, it is a shared and intuitive tool where people can capture and share ideas, or simply track points together. However, because it’s on a screen rather than a wall, it offers a few extra features that can enhance the whiteboard experience.
Choose between the two tools by the task in front of you: use Microsoft Whiteboard when your team already works inside Microsoft 365 and needs a shared canvas for a meeting; compare another whiteboard when you need a different mix of templates, board structure, export, or guest access. Check the current account and sharing requirements before moving a live workshop.
Part 1. Can You Use Microsoft Whiteboard Online?
Microsoft Whiteboard is available in a browser and through supported apps. Access and collaboration depend on the account and organization settings. A shareable link does not automatically grant anonymous editing; check the external-sharing requirements when inviting people outside your organization.
The app itself is very intuitive too. It basically emulates a physical whiteboard, making it easy to use. This is especially true if you are using a device with a touchscreen or stylus, like an iPad or Microsoft Surface. Basically, if you know how to use a real whiteboard, you can use Microsoft Whiteboard Online.
Part 2. What Features Does the Online Microsoft Whiteboard Offer?
Like a real whiteboard, you have a selection of pens, with varying widths and colors, that you can use to color-code your thoughts or to highlight specific areas, and, of course, there’s an eraser, so it’s quick to change anything you want. However, because it’s online, it can offer features that would be difficult, if not impossible, on a real whiteboard.
One example is the tools that exist to help draw. For example, it’s easy to select a shape to add to your whiteboard, providing shapes with more precision and flexibility than you could achieve in real life, and without the risk of smearing, making it ideal for flowcharts. It also comes with some features that emulate real-life interaction, for example, you can stick the equivalent of Post-It notes on the board, or add reactions to drawings.
You can also do things that are simply impossible on a real whiteboard. Microsoft Whiteboard online allows you to select, copy or drag and drop elements on your board. You can also add things like alternative text, images, or even whole documents to your board, so all the information that anyone needs is right there for them.
Part 3. Strengths and Limitations to Consider
There are plenty of positives about Microsoft’s interpretation of the whiteboard.
- The pen, text, sticky-note, and shape tools suit a short visual discussion. Participants who already use Teams can keep the whiteboard close to the meeting, while first-time participants may still need a brief introduction to the controls.
- Before a session, invite one colleague using the account type your participants will use. Confirm that they can open and edit the board, especially if your organization restricts external sharing.
However, there are also many criticisms.
- While some may admire the simplicity, for others it can mean the app feels wanting. Offering little more than a traditional whiteboard experience, anyone who values the power that comes with Microsoft’s main apps might feel that the whiteboard is underpowered, especially for those who are not using a touchscreen device where a mouse or trackpad is a poor substitute for a marker.
- Microsoft documents an Export Image option with standard or high resolution. Check whether the resulting image is sufficient for your handoff; a flat export is different from an editable board.
Part 4. Is There a Better Alternative to Microsoft Whiteboard Online?
For those who want a simple whiteboard for quick and easy collaborations, it’s hard to fault the Microsoft Whiteboard online experience. However, since it is largely designed to emulate a real whiteboard, those looking for something with more power, or with functions that take advantage of being an online service, will find other online whiteboards more compelling.
Boardmix is one such alternative. Designed from the ground up for collaboration, rather than as a single tool in a software suite, it combines the intuitiveness of a whiteboard with the power that comes from being an online service.
- Cloud-based, so anyone can use it, it includes all the features you would expect from a whiteboard and more.
- As well as a full range of pens and drawing tools, Boardmix has built-in functions to make common whiteboard uses easy, such as mind-mapping and flowchart design. By helping you with the layout, so you can concentrate on brainstorming rather than fitting everything on a screen.
- Boardmix includes templates for common diagramming and workshop tasks. Choose one that fits the session, replace the sample content, and invite colleagues with the permissions they need.
- When the board is ready, use the export options shown in Boardmix or share the working board. Image and PDF exports suit review, while the editable board is useful when the team needs to keep changing the content.
| Task | Boardmix | Microsoft Whiteboard |
|---|---|---|
| Run a visual discussion | Shared canvas with notes, diagrams, and comments | Shared canvas with ink, notes, text, and shapes |
| Choose a starting layout | Diagram and workshop templates | Templates for common whiteboard activities |
| Invite participants | Choose board permissions for the people you invite | Check Microsoft account, tenant, and external-sharing settings |
| Hand off the result | Share the editable board or use available export options | Share the board or export an image |
Conclusion
Whiteboards have become popular because they create a quick and easy way to share ideas and information visually, but their physical nature means they are difficult to replicate in a remote-working world.
Microsoft Whiteboard online works well for quick and simple sharing, perhaps when occasionally needed during meetings. However, it is limited and can struggle when dealing with complex issues or long brainstorming sessions. In particular, the lack of built-in tools means you can spend longer drawing than you do brainstorming. In those situations, a more versatile solution is needed.
Boardmix takes the humble whiteboard, with all the tools you would expect, but adds the power of an online service. With built-in tools for common uses, like flowcharts, mind maps, and a range of useful templates, and built for collaboration. It makes the humble whiteboard an even more powerful experience online.
