Collaborative Annotations is another enhancement coming to Teams. Powered by Microsoft Whiteboard, collaborative annotations is designed to further simply the ability to collaborate with others while screen sharing in a Microsoft Teams meetings.
Thus feature brings a new dimension to screen sharing as it allows participants to collaborate on anything by essentially leveraging a whiteboard overlay to anything being shared. This is useful if you want to ask for feedback or input on a design, diagram or any other document in a one2one or when working with a group.
Using the new feature is simple and intuitive. From within a Teams meeting, there’s a new button located in the meeting controls at the top-center of their screen.
Using Collaborative Annotations
While you’re sharing your full screen in a meeting, select Start annotation Microsoft Teams annotation icon in the meeting controls at the upper-middle area of your screen.
The red outline around the shared screen will turn blue and all participants will see the Microsoft Whiteboard toolset at the top of the shared screen. Everyone in the meeting can begin annotating right away, and the red pen tool is selected by default.
To begin annotating, you can simply choose one of the tools in the Whiteboard toolset such as Sticky note and start typing or drawing on the screen.
To use this feature, you must have a presenter role in the meeting.
By default, everyone can annotate. Collaborative cursors also show the names of every participant in the meeting by default. These settings can be toggled on or off by anyone in the meeting by selection settings and toggling the options as shown below.
There are a few limitations though expect these to be fewer as the new feature develops. Most notably these are:
- Collaborative Annotation is only available for full-screen sharing, not individual window sharing.
- Exporting annotations is not currently supported. Microsoft recommend that you can take screenshots during the meeting
- Meeting rooms using Android-based devices are not currently supported.
This new feature is currently in public preview and is expected to gradually roll out towards the end of this week.
You can find the details on this Microsoft 365 roadmap below. https://www.microsoft.com/en-my/microsoft-365/roadmap?filters=&searchterms=86732