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Using a whiteboard during a RingCentral Video meeting

Last updated on September 28, 2022
All participants in a RingCentral Video meeting can use a whiteboard to illustrate ideas and collaborate with colleagues.
 
Where do you want to use a whiteboard?
Desktop & web
Mobile

Sharing a whiteboard

While in a meeting, click the arrow at the top right of the Share button, then select Share whiteboard. You can stop sharing the whiteboard at any time by clicking Stop share at the bottom of the screen. Clicking Stop share won’t erase your whiteboard contents, and you can reshare at any time. 
Click Share Whiteboard
Note: Before using a whiteboard, make sure your device meets RingCentral Video’s system requirements.

Navigating the whiteboard

Using the minimap

The minimap tool lets you see and move around the entire whiteboard canvas. You can find the minimap by clicking More > Minimap in the left toolbar.
 
When you select the minimap, a thumbnail of the whiteboard canvas appears in the lower right corner.
Minimap
The light purple box in the thumbnail shows the whiteboard area that’s currently displayed on your screen. You can move the light purple box to see other areas of the whiteboard or click and drag a corner of the light purple box to change the size of the displayed area.

Zooming in and out

Use the tools in the lower right corner to see a different part of your whiteboard canvas.
Zooming tools
  • Zoom out: Click the minus sign.
  • Zoom in: Click the plus sign.
  • Fit content: Display all whiteboard objects.
  • Zoom reset: Reset the whiteboard scale to 100%.

Using whiteboard tools and keyboard shortcuts

While sharing a whiteboard during a RingCentral Video meeting, you and other participants can use a number of convenient tools and keyboard shortcuts.

All whiteboard drawing tools appear in the whiteboard’s left toolbar. Hover over any icon to display the tool’s name, and click the icon to activate the tool.
Whiteboard tools
Once you’ve selected a tool:
  • Select: Click an existing object on the whiteboard to select it. Click, hold, and drag the pointer to select all objects inside an area. 
  • Draw: Click and hold to add freehand drawings using a pencil tool. 
  • Shape: Select a shape in the window, then click anywhere on the canvas to add it to the whiteboard. 
  • Line: Click and drag the pointer to draw straight lines and arrows.
  • Sticky note: Click anywhere on the canvas to place a sticky note, then double-click it to add text.
  • Text: Click anywhere on the whiteboard to place a text box.
  • Vanishing pen: Draw on the whiteboard to annotate it. The markings will be visible next to your name for three seconds and will then disappear. 
  • Arrow: Use an arrow to point to an object or area of the whiteboard. Click anywhere on the whiteboard to place the arrow.
  • Upload image: Choose an image file to place on your whiteboard. By default, images will be added to the center of the whiteboard. You can then move the images and change their sizes.
  • Erase: Click an object to erase it. 
  • Bring everyone to me: All participants will be gathered in one section of the whiteboard. 
  • More: Click to expand the toolbar to view all the tools.
  • Save: The current whiteboard will be saved in PNG format. 
  • Trash: Click once, then click Confirm to erase all objects from the whiteboard. 
  • Minimap: A thumbnail of the whiteboard appears in the lower right corner. The light purple box shows what’s currently displayed on your screen. You can move the light purple box to see other areas of the whiteboard or click and drag a corner of the light purple box to change the size of the displayed area.
  • Background color: The background color of the canvas will change from black to white or vice versa.
  • Background grid: The grid on the canvas will switch from on to off, or vice versa.
  • Help: A relevant help article will open in a browser window. 
  • Undo/redo: The last change to the whiteboard will be undone or redone. You can undo or redo up to 10 actions.
You can adjust the tool you’ve selected using the bottom toolbar on the whiteboard. Depending on the tool, you can adjust properties, such as text or stroke color, font size, line thickness, and more.
 
All tools also have these options:
  • Duplicate: Click to create a copy of the selected object.
  • Sort: Change the position of the selected object on the whiteboard:
    • Send to front
    • Bring forward
    • Send backward
    • Send to back
  • Delete: Delete the selected object.

Keyboard shortcuts

Use keyboard shortcuts to make your use of the whiteboard more efficient. You can perform many common actions by tapping individual keys or key combinations.

Drawing tools

Action

Shortcut

Switch to the select tool 
V
Add a shape 
S
Add a circle
O
Add a sticky note
N
Add a text box
T
Add a line
L
Use the pencil
P
Add an arrow
A
Use the vanishing pen
H
Upload an image
I
Switch the background color
B
Erase the whole whiteboard
E
Turn on/off the background 
G
Grid on/off  

General

Action

Windows

Mac

Cancel the addition of a selected object then return to pointer tool
Esc
Esc
Select a group of objects
Shift + click on objects
Shift + click on objects
Copy selection
Ctrl + C
Cmd + C
Paste from clipboard
Ctrl + V
Cmd + V
Duplicate an object
Ctrl + D
Cmd + D
Delete an object
Delete/backspace
Delete/backspace
Download whiteboard as PNG
Ctrl + Shift + S
Cmd + Shift + S

Navigation

Action

Windows

Mac

View the minimap
M
M
Drag the canvas
Alt + click
Option + click
Move horizontally along the whiteboard
Shift + mouse wheel
Shift + mouse wheel
Move vertically along the whiteboard
mouse wheel
mouse wheel
Zoom in/out
Ctrl + mouse wheel
Cmd + mouse wheel
Bring everyone to me
Shift + B
Shift + B

Additional information

  • Whiteboards can’t be shared in breakout rooms. 
  • Meeting recordings won’t capture whiteboards, but you can save the whiteboard as an image before your meeting ends.
  • You can't use whiteboards in end-to-end encrypted meetings (E2EE). You’ll need to stop sharing the whiteboard to use E2EE.
  • Whiteboards can have up to 1,000 objects, and you can select up to 100 objects at the same time.
  • Up to 30 users can draw on the whiteboard at the same time.

Sharing a whiteboard

While in a meeting, tap Share in the bottom menu, then select Whiteboard.
Select Whiteboard
You can stop sharing the whiteboard at any time.
  • In edit mode, stop sharing by tapping the close (x) button at the top right.
Tap Close x button
  • In view mode, stop sharing by tapping Stop share in the bottom menu.
Tap Stop share
Tapping Stop share won’t erase your whiteboard contents, and you can reshare at any time. 
 
When you share your whiteboard, you and other participants can use the whiteboard tools to collaborate.
 
Note: Before using the whiteboard, make sure your device meets RingCentral Video’s system requirements.

Viewing and editing the whiteboard

When you share a whiteboard, all participants using mobile devices will enter view-only mode. To switch to edit mode, participants can tap the pencil icon at the top left.
 
The editing toolbar shows by default when you share a whiteboard. Tap any open space on the whiteboard to collapse the toolbar. Tap the plus (+) icon at the lower right to open the toolbar again.
 
Tap the back arrow at the top left to leave edit mode and re-enter view-only mode.
Tap plus button
Note: Live transcription and closed captions won’t appear on the screen while you’re in edit mode.

Navigating the whiteboard

Using the minimap

The minimap tool lets you see and move around the entire whiteboard canvas. In mobile phones, the minimap is hidden by default. Click the minimap button to expand it. On tablets, the minimap expands by default.
Using the Minimap
When you select the minimap in the lower right, a thumbnail of the whiteboard canvas appears.

The light purple box in the thumbnail shows the whiteboard area that’s currently displayed on your screen. You can move the light purple box to see other areas of the whiteboard or tap and drag a corner of the light purple box to change the size of the displayed area.

Using whiteboard tools

You can select whiteboard tools from the bottom toolbar. When you tap the canvas (blank area) outside the toolbar, the toolbar collapses into a plus (+) icon. Tap the plus icon to expand the toolbar.        
 
Tap any icon in the toolbar to use that tool.
Whiteboard tools
Once you’ve selected a tool:
  1. Select: Tap an existing object on the whiteboard to select it. Tap, hold, and drag the pointer to select all objects inside the area. 
  2. Draw: Tap and hold to add freehand drawings using a pencil tool. 
  3. Shape: Select a shape in the window, then tap anywhere on the canvas to add it to the whiteboard. 
  4. Line: Tap and drag to draw straight lines and arrows.
  5. Sticky note: Tap anywhere on the canvas to place a sticky note, then tap to add text.
  6. Text: Tap anywhere on the whiteboard to place a text box.
  7. Vanishing pen: Draw on the whiteboard to annotate it. The markings will appear with your name for three seconds and will then disappear. 
  8. Arrow: Use an arrow to point to an object or area of the whiteboard. Tap anywhere on the whiteboard to place the arrow.
  9. Upload image: Choose an image file to place on your whiteboard. By default, images will be added to the center of the whiteboard. You can then move the images and change their sizes.
  10. Erase: Tap an existing object on the whiteboard to erase it.
  11. Bring everyone to me: All participants will be gathered in one section of the whiteboard. 
  12. Save: The current whiteboard will be saved in PNG format. 
  13. Erase all: Click once, then click Confirm to erase all objects from the whiteboard.
  14. Background color: The background color of the canvas will change from black to white or vice versa.
  15. Background grid: The grid on the canvas will switch from on to off, or vice versa.
  16. Undo/redo: The last change to the whiteboard will be undone or redone. You can undo or redo up to 10 actions.
Tap Undo/Redo
You can make adjustments to the tool you’ve selected in the toolbar. Depending on the tool, you can adjust properties, such as text or stroke color, font size, line thickness, and more.

Most tools also have these options:
  • Duplicate: Tap to create a copy of the selected object.
  • Sort: Change the position of the selected object on the whiteboard:
    • Send to front
    • Bring forward
    • Send backward
    • Send to back
  • Delete: Delete the selected object.

Additional information

  • Whiteboards can’t be shared in breakout rooms. 
  • Meeting recordings won’t capture whiteboards, but you can save the whiteboard as an image before your meeting ends.
  • You can't use whiteboards in end-to-end encrypted meetings (E2EE). You’ll need to stop sharing the whiteboard to use E2EE.
  • Whiteboards can have up to 1,000 objects, and you can select up to 100 objects at the same time.
  • Up to 30 users can draw on the whiteboard at the same time.
Desktop & web

Using the whiteboard during a RingCentral Video meeting in the RingCentral app for desktop and web

Last updated on June 22, 2022

Table of contents

Whiteboard is a virtual collaborative canvas that allows you to express ideas visually. In a RingCentral Video meeting, you can illustrate ideas the way you would on a physical whiteboard for all meeting attendees to see and collaborate.
 
Any meeting participant can start sharing the whiteboard where everyone can draw, comment, edit objects, and erase them.
 
Note: Before you use the Whiteboard, make sure your device meets the system requirements.

Enabling whiteboard

In a meeting, click the up arrow on the Share button and select Share whiteboard.
Share Whiteboard button during a meeting
When you share your whiteboard, you can use the whiteboard tools to collaborate or brainstorm with other participants.

Navigating the whiteboard

Using the minimap

The minimap tool gives you a birds-eye view of the entire whiteboard canvas. You can also use the minimap tool to move around the canvas area. You can find the minimap tool by clicking More > Minimap in the toolbar.
Minimap tool icon in Whiteboard
When the minimap is enabled, the minimap icon is highlighted in blue in the toolbar and a thumbnail of the whiteboard canvas is displayed in the lower right corner.
Minimap in Whiteboard
The blue area on the thumbnail is what is currently displayed on your screen. You can move it around the thumbnail to change the displayed area of the canvas. You can also change the scale of the displayed area by increasing or decreasing the blue area on the thumbnail.

Zooming in and out

Under the minimap, you can manage the display size of your whiteboard canvas.
Zoom tools in Whiteboard
  • Zoom out: Zoom out the displayed whiteboard
  • Zoom in: Zoom in the displayed whiteboard
  • Fit content: Display the whiteboard where all added objects are displayed on the screen
  • Zoom reset: Reset the whiteboard scale to 100%

Using whiteboard keyboard shortcuts

To speed up whiteboarding you can use the following keyboard shortcuts.

Tools

Tool
Windows
Mac
Pointer 
V
V
Shape 
S
S
Shape (circle)
O
O
Note
N
N
Text
T
T
Line
L
L
Pencil
P
P
Arrow
A
A
Vanishing pen
H
H
Upload image
I
I
Background color
B
B
Erase all
E
E
Download whiteboard as .png
ctrl + D                                 
cmd + D
Minimap
M
M
Background grid
G
G
Bring everyone to me
shift + B
shift + B

General

Action
Windows
Mac
Cancel adding selected object and return to pointer
esc
esc
Zoom In/Out
ctrl + mouse wheel
cmd + mouse wheel
Group selection
shift + click on object
shift + click on object
Copy
ctrl+C
cmd + C
Paste
ctrl+V
cmd + V
Delete
delete/backspace
delete/backspace

Navigation

Action
Windows
Mac
Drag canvas
alt + click
option + click
Move horizontally along Whiteboard
shift + mouse wheel           
shift + mouse wheel
Move vertically along Whiteboard     
mouse wheel
mouse wheel
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