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Microsoft Teams Rooms helps to transform meeting spaces ranging from small huddle areas to large conference rooms with a rich, collaborative Teams experience that's simple to use, deploy, and manage.

 

The Microsoft Whiteboard is part of the native set of rich collaboration tools found within Microsoft Teams. When Microsoft Teams Rooms is part of a meeting, it can display the Microsoft Whiteboard for all attendees in the meeting room to see. But did you know the attendees can walk up to the screen and draw right on it? All you need is a touch-enabled display device.

 

whiteboard.gif

 

Microsoft Teams Rooms natively supports the web version of the Microsoft Whiteboard. This version of Whiteboard allows you to interact with remote attendees of Microsoft Teams meetings and do real-time diagramming or sketching.

 

To enable the interactive Whiteboard on a Microsoft Teams Rooms device, you need to meet the following requirements:

 

1.) A Touch enabled display device. Microsoft does not certify touch-enabled monitors or TV’s for Microsoft Teams Rooms. However, any touch-enabled display device that is certified for Microsoft Windows will work with Microsoft Teams Rooms. The USB cable out of the monitor or TV connects to the compute unit of Microsoft Teams Rooms.

 

2.) Make sure that Windows recognizes that the display device is touch enabled. On Microsoft Teams Rooms, this will require signing in to the device as a local administrator.  Once signed in as a local administrator, search for “Calibrate the screen for pen or touch input”. This will bring up the Table PC setting screen. If everything is set up correctly, you will see that your display device is properly recognized as a touch display.  In the image below, the selected display has “Full Windows Touch Support”.

 

Tablet PC Settings.png

 

Touch-enabled display devices will still work even if they have limited or single touch support. You can read more about the difference here.

 

If your display does not show up as touch-enabled, you may need to install display drivers from the monitor or TV manufacturer. You also may need to configure the device first for pen and touch support by clicking on the Setup… button on the Tablet PC Settings screen. Also, verify that the USB cable from the display device is properly connected to Microsoft Teams Rooms.

 

3.) Make sure your Office 365 tenant has Whiteboard enabled. To check this, sign in to the Microsoft 365 Admin Center. Within the admin center, navigate to Settings and then to the Settings sub-menu. From here, scroll down until you get to Whiteboard. Click on Whiteboard and verify that Turn on Whiteboard for everyone in your org is enabled.

 

Turn_On_Whiteboard.png

 

See this article for more information on enabling Whiteboard.

 

4.) Your Microsoft Teams Rooms device needs to be on at least version 4.0.105.0 which was released in July 2019. If you are following best practices by allowing the Microsoft Teams Rooms devices to automatically update themselves, you should be on a much more recent version of the Microsoft Teams Rooms app .

 

Finally, this feature is only available when joining a Microsoft Teams meeting. There is no support for touch enabling the whiteboard when the Microsoft Teams Rooms device is in a Skype for Business or a Skype for Business Online meeting.

 

By adding a touch screen to Microsoft Teams Rooms, you can easily unlock creativity and collaboration throughout your organization.

17 Comments
New Contributor

Are there any guides on how this is done from the end-user perspective?

 

We have a Logitech tap, but this functionality doesn't seem to be available despite fulfilling the 4 criteria.

Hi @Jacob_Steentoft

 

Good question! There are a few ways to fire up a whiteboard session. One is via a Microsoft Teams meeting. I won't rehash the details when there is an article that can do a much better job than I could do: https://support.microsoft.com/en-us/office/use-whiteboard-in-microsoft-teams-7a6e7218-e9dc-4ccc-89aa...

 

After someone starts a Whiteboard session, attendees in the Teams Rooms room could then walk up to the touch-enabled whiteboard and draw on it.

 

 

Frequent Contributor

This is really awesome. We need ways to share Whiteboards in meetings without the requirement of a Surface Hub. I'd love to hear some more feedback from people who have actually tried this in meetings.

 

As far as I know, you can't share a Whiteboard with external participants in a meeting in Teams meeting in general so I suspect it will not work in this setup either.

Occasional Visitor

Hi Michael, this is very good but what happened to the features that were available in Whiteboard (Preview) from a while back, refer to this video (link: https://www.youtube.com/watch?v=WYIakf6e3Lg) regarding the features like drawing shapes and ruler and importing actual photos of whiteboards? 

Hi @afarrah.

 

Teams Rooms uses the browser-based whiteboard which doesn't have all of the features found in the full whiteboard app. In the video you referenced, you'll see the switch from the browser-based whiteboard to the full whiteboard client at about the 4:15 mark.

Occasional Contributor

Hi @Michael Tressler 

 

do we need to assign a Whiteboard plan 1, 2 or so to the ressource account to be able to use the Whiteboard web app from the Teams rooms device? 

Hi @Harald Rau ,

 

Here is the statement on licensing from https://support.microsoft.com/en-us/office/enable-microsoft-whiteboard-for-your-organization-1caaa2e...:

 

How do subscriptions and licensing work in Whiteboard? Can I license it per user?

There is a Whiteboard license assigned to users in your organization (Whiteboard plan 1, 2, and so on.) These do not currently have any feature differences, but they will in the future.

 

You cannot set Whiteboard on or off for an individual user, only for the entire tenant. The licenses are not used to enable or disable Whiteboard for the user, but this capability is on the roadmap.

Occasional Contributor

Thanks, @Michael Tressler, I was aware of this page about licensing for end users. Question is, how is licensing for rooms?

@Harald Rau ,

We recommend the Meeting Room SKU which was designed specifically Teams Rooms and devices like collaboration bars fort Microsoft Teams. https://docs.microsoft.com/en-us/MicrosoftTeams/rooms/rooms-licensing

Occasional Contributor

@Michael Tressler , I'm aware of both the Meeting Room SKU and the end user plans for Whiteboard. Yet the original question still remains open: is the meeting room SKU for the meeting room ressource account sufficient to use a shared Whiteboard on a Microsoft Teams rooms device as described in this article? As this seems difficult to answer even for you guys, we have tested it: no, it's not sufficient even though it has been designed specially for Teams Rooms.. We have NOT been able to display a Whiteboard in a meeting on an MTR device w/o an additional Whiteboard plan for the meeting room account. Assigning an E1 subscription on top of the meeting room SKU did the job. As this adds significant cost to the meeting room, we wonder whether this could be integrated into the meeting room SKU to live up to the claim "designed specially for Teams Rooms"?

BTW there is one more prerequisite worth mentioning: in the Teams admin center you need to allow sharing whiteboards in meetings: https://docs.microsoft.com/en-us/microsoftteams/meeting-policies-in-teams#allow-whiteboard

Regular Visitor

Michael,

I have a Crestron MX150 and when starting a whiteboard session on a meeting participant's pc or Surface Hub 2S, it is not displayed on the MTR front of room display, you just get a black screen.

I thought that whiteboard might not be enabled for the resource account, but then came across the following post:

See post: https://www.graham-walsh.com/using-microsoft-teams-rooms-with-front-of-room-touchscreens/

 

Do you have any info on what might be causing this loss of functionality?

 

Occasional Contributor

@Nathan_Perkins :  We had to assign an E3 subscription with Whiteboard enabled to the room ressource account to have the room display the Whiteboard.

Regular Visitor

Harald, Thanks for this, I can confirm that the room has an E3 license.

Occasional Visitor

can the meeting participants type on this whiteboard using the keyboard, like in Menti?

 

Senior Member

Can the touch enabled display be a second front of room display to separate content from gallery?

@johnwaldron Yes, in a dual-monitor configuration, the whiteboard is seen on one display and the gallery view on the other.

Senior Member

@Michael Tressler I have tested this functionality as a dual display configuration. It works.......sort of.

The MTR cannot initiate sharing of Whiteboard, an individual in the meeting needs to share, then select Whiteboard, which is not a big issue.

The Whiteboard appeared on the second monitor which was a touch enabled display and indeed, one could select an ink color and annotate, but that is all one could do.

Since it uses the browser version which is extremely limited. all you can do is ink.

There are a text box and note option which appear in the tools with the ink choices and one can select them on the touch display, but there is no keyboard to type content into them, so it is a point of frustration for users who may select those options and find there is no way to use them.

One is also limited to original canvas size that appears when sharing starts. No ability to add a page or additional content once the screen is full.

One can zoom and scroll to add additional content to the infinite pallet, but the remote participants don't see that, it only shows on the touch display. The reverse is true as well when a remote participant expands the pallet, it does not show on the touch display in the room. Again, a source of frustration for the users when they try to use the available function which does not work.

I will not be implementing as it will be a source of IT service desk tickets from users trying those features and finding they are not functional.