How to Draw on Zoom Whiteboard

Sharing ideas in a remote setting can be tricky. Sometimes, it takes 10 minutes of detailed verbal explanation, three screen shares, and a frustrated “Let me just send you an email instead.”

But there’s a solution!

Zoom’s whiteboard feature completely changes this dynamic. Built directly into your virtual meeting, it gives you the visual freedom you need.

This blog post dispels the confusion surrounding Zoom Whiteboards. From basic drawings to advanced workflow diagrams, learn how to energize your next remote brainstorming sessions.

If you want to skip over the ‘shared screen’ vs ‘share whiteboard’ chase in Zoom, we have a bonus tool to help you out. Read on!

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⏰ 60-Second Summary

• Launch Zoom, start/join the meeting, and find “Whiteboards” in the meeting controls
• Use annotation tools (draw, text, etc.) to draw on the whiteboard
• Use Zoom Whiteboard for mind mapping, process flows, timelines, and diagrams
• Consider ClickUp for a more robust, all-in-one workspace for visual collaboration
• Use Whiteboards in ClickUp for complex diagramming, surpassing Zoom’s capabilities, and leverage Mind Maps to structure ideas and connect them to projects
• Share ClickUp Whiteboards on Zoom for real-time collaboration and create ClickUp Clips for sharing information and updates asynchronously

Try ClickUp for Free!

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How to Draw in Zoom Whiteboard

Visual communication cuts through confusion when participating in meetings.

Team leaders can use it to map project flows in real time, teachers can solve equations step-by-step, and remote teams can brainstorm their next big breakthrough. And Zoom Whiteboards make it all easier.

You don’t need to be an artist or tech expert to use Zoom effectively. From simple flowcharts to creating workflow diagrams, Zoom meetings make every virtual collaboration clearer, faster, and more impactful.

Here’s a step-by-step guide for you to access and use Zoom’s whiteboard:

Step 1: Launch your Zoom application

Locate the Zoom application on your computer and double-click to open it. Ensure you’re using the latest version of the app for optimal functionality.

Step 2: Start or join a Zoom meeting

There are two ways to start a Zoom session:

1. Create a new meeting: Click New Meeting to start a meeting immediately
2. Join an existing meeting: If you have a meeting ID or link, click Join and enter the required information to connect to the Zoom room

Step 3: Locate the meeting controls

Once in the meeting, look at the bottom of your screen for the meeting controls. This toolbar typically includes options like mute/unmute, start/stop video, share screen, and more

Step 4: Find the Whiteboards option

You will see the Whiteboards option in the meeting controls. Click this option to proceed.

If you don’t find the Whiteboards option, click the three dots labeled More (…). This will open a menu with additional features

Step 5: Choose or create a whiteboard

To start creating a whiteboard, you can:

1. Select an existing whiteboard

 If you have previously created whiteboards, they will be listed here. Here’s what you’ll see:

• All Whiteboards (everything you can access)
• Recent (your latest work)
• My Whiteboards (ones you’ve created)
• Shared with Me (collaborative stuff)
• Starred (your favorites)
• Trash (ones you deleted)
• Projects (organized collections)

2. Create a new whiteboard

 If you want to start fresh, create a new one. Click on it, and a blank whiteboard will open

Step 6: Using the whiteboard

Once your whiteboard is open, note the annotation tools on the left side of your screen. This toolbar includes various tools for drawing, adding text, and more

Step 7: Drawing on the whiteboard

Visualizing ideas is easier with the whiteboard’s drawing tools. Whether sketching a concept, outlining a plan, or adding annotations, these tools help bring your thoughts to life.

Here’s how to go about it:

Select the draw tool

• Click icons such as Draw or Pen to begin sketching
• Choose colors by clicking on the color circle next to your selected tool
• Adjust line thickness using options available next to the color picker

Begin drawing

• Press and hold your mouse button down on the whiteboard surface
• Drag your mouse while holding down to create your drawings
• Release the mouse button when you want to stop drawing

Step 8: Collaborate with participants

If you want other meeting participants to draw or annotate on the whiteboard, ensure that you enable annotation permissions. You can do this through meeting settings in the same menu where you accessed Whiteboards.

Step 9: Save and export your work

The work you’re doing is saved automatically on the cloud. You can access your whiteboard anytime from your Zoom workspace.

If needed, you can easily export your whiteboard content in PDF, PNG, and CSV format.

Bonus section

You can unlock more actions from your whiteboard dashboard. Simply click those three dots (•••) next to any whiteboard, and you’ll see these options:

• Copy link (instantly share your whiteboards with others)
• Lock (prevent unwanted changes)
• Rename (keep things organized)
• Duplicate (clone your work)
• Open in new tab (switch to web version)
• View activity (track changes)
• Move to project (stay organized)
• Move to Trash (clean up)

By following these detailed steps, you can effectively utilize Zoom’s Whiteboard feature during your meetings for collaboration and brainstorming sessions.

Real-world applications of Zoom Whiteboards

Let us explore some inspiring examples of how people have utilized Zoom whiteboards. These techniques can help turn your virtual whiteboard into a powerful brainstorming tool.

Mind mapping

Mind mapping is particularly beneficial for creative teams, marketing professionals, and product developers who must organize their thoughts visually.

 Here are some tips for creating effective mind maps:

• Start with a central idea
• Use different colors for different branches
• Use Smart Recognition for clean connections

Process flows

Creating process flows is essential for project managers, operations teams, and business analysts who need to clarify workflow steps. 

Here’s how to start mapping out your process:

• Utilize shapes for steps
• Add arrows for direction
• Include text boxes for explanations

Project timelines

Project timelines keep professionals like event planners and software developers on track. They can visualize progress and deadlines. 

Try these tips:

• Draw horizontal lines for periods
• Use vertical sections for different teams
• Add markers for important milestones

Teaching diagrams

Teaching diagrams are essential for educators and trainers. They make complex ideas simple and memorable. 

Here’s how to craft them:

• Use multiple colors for clarity
• Incorporate numbered steps
• Save important diagrams for future reference

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Limitations of Using Zoom Whiteboard for Drawing

While Zoom is a versatile virtual meeting platform, understanding its constraints helps you plan your virtual collaboration more effectively. Here are the key limitations of Zoom:

1. Smart recognition feature cannot always be trusted: Zoom’s smart recognition can sometimes be overzealous, smoothing out lines and converting freeform drawings into shapes automatically
2. Auto-correction can compromise precision: This can make precise drawings less accurate, as it adjusts your lines to fit predefined shapes
3. Multi-page documents are not supported: Whiteboard in Zoom does not support true multi-page documents,  limiting your ability to present complex information across multiple pages
4. Sync time  increases with complexity: The more complex your drawings, the longer the sync time can be
5. Templates cannot be imported or exported: Templates are locked into Zoom’s ecosystem, meaning you can’t import your favorite templates or export custom templates to use in other tools
6. Size limit: Complex drawings with lots of elements can hit Zoom’s size limit, and you won’t know until your whiteboard starts lagging
7. Storage limit: Whiteboard Plus users have a 1 GB storage capacity per whiteboard, while all other users are limited to 200 MB per whiteboard
8. Account requirement excludes some participants: Whiteboards can only be shared with participants who have a Zoom account, which may exclude guests or clients who do not use Zoom regularly
9. Cannot use new and classic whiteboards simultaneously: You cannot use the new Zoom Whiteboard and the classic whiteboard simultaneously in the same meeting, which may confuse users transitioning between versions.

Exploring Zoom alternatives might be worthwhile for teams requiring more robust diagram software tools, especially for complex diagramming needs or more collaborative sessions.

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Using ClickUp for Drawing During Meetings

While Zoom Whiteboard is a handy tool for quick sketches and brainstorming, ClickUp offers a more robust solution.

As the everything app for work, it provides a comprehensive, connected workspace to visualize ideas, create diagrams, and turn plans into action.

Here’s how ClickUp stands out as a screen-sharing software:

• Unlimited creative space for all your visual content
• Real-time collaboration that feels natural and responsive
• Share and access work from anywhere, anytime
• Direct integration with tasks and projects
• Customizable templates for any scenario
• Instant conversion from ideas to actionable items
• Seamless feedback and iteration cycles
• Visual progress tracking across teams

ClickUp’s suite of visual tools gives your team the power to ideate, organize, and execute in one place.

ClickUp Whiteboards

ClickUp Whiteboards are built for drawing and brainstorming. Unlike Zoom’s Whiteboard, ClickUp offers a fully-featured canvas that allows you to design professional-level diagrams and flowcharts.

With ClickUp Whiteboards, you can:

• Drag-and-drop elements: Start building your diagram instantly by dragging and dropping shapes, connectors, and text boxes into place. It’s quick, easy, and intuitive so that you can focus on your ideas, not the tool
• Customize shapes and connectors: Personalize your workflow using customizable shapes and smart connectors that automatically adjust as you move elements around. Keep your diagrams clean and professional-looking
• Handle complex diagrams: Don’t worry about performance issues—ClickUp Whiteboards can handle large, intricate diagrams without lag or delays. Add multiple elements and rearrange them without any slowdowns
• Organize ideas flexibly: Create flowcharts, mind maps, or any visual structure. ClickUp Whiteboards give you full flexibility to connect ideas in an organized way, with full control over layout and design

Can’t wait to try ClickUp for your next brainstorming meeting? Start with these free whiteboard templates designed for various use cases.

ClickUp Mind Maps

When your visual ideas need structure, ClickUp Mind Maps transforms meeting discussions into organized action plans.

ClickUp Mind Maps allows for:

• Visual organization: Create clear hierarchies with main branches for key concepts and sub-branches for detailed breakdowns
• Dynamic editing: Add, rearrange, and modify branches in real time as ideas develop during discussions
• Collaborative features: Enable team members to comment, take ownership of sections, and track progress directly within the mind map
• Workflow integration: Convert branches into actionable tasks, link to project timelines, and share visual plans across teams

ClickUp Meetings

ClickUp doesn’t just stop at visual tools. ClickUp’s Meetings feature offers powerful ways to manage your meetings, especially those tricky brainstorming sessions.

• Meeting agendas and task assignments: Set up structured agendas and assign tasks during meetings. This ensures you stay on track, and all key decisions from your Whiteboard or Mind Map are linked directly to actionable tasks
• AI Notetaker: Can’t make it to a session? Send the ClickUp AI Notetaker in your stead. Meeting notes, action items, and key highlights will be collated for you!

Turn your visuals into dynamic communication

ClickUp takes your visual collaboration up a notch with these two new features:

• Share your whiteboard on Zoom: Make the most of ClickUp’s Zoom Integration by sharing your whiteboards on your Zoom screens to show your team your diagrams, flowcharts, or mind maps in real time

• Create ClickUp Clips: Record your Whiteboard sessions using ClickUp Clips and share them asynchronously to avoid unnecessary meetings

Here’s what our customer, Briettny Curtner, Program Manager at Utah Valley University, says about using Whiteboards.

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Don’t Let Your Best Ideas Get Lost in Translation

While Zoom Whiteboard helps visualize thoughts, ClickUp transforms every sketch into actionable workflows your team can implement immediately.

Whether you’re mapping out next quarter’s strategy, walking through a new design, or breaking down complex concepts, your drawings become part of a larger ecosystem where visual concepts seamlessly flow into tasks, timelines, and trackable progress.

Sign Up on ClickUp to collaborate and watch your team move forward.

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