How to Add and Edit Text on Zoom Whiteboard

Typed text on a Zoom whiteboard is easier to read than handwriting, and you can change it later. This guide shows how to add a text box, edit it and format it, check that others can see it, and fix the most common problems. Zoom changes its interface over time, so icon positions and labels in your version may differ slightly from the descriptions below.

Before you start

• Use an up-to-date Zoom app or open the whiteboard in a supported web browser. Older app versions may only offer the classic whiteboard, which has fewer text options.
• Sign in to your Zoom account. Zoom Whiteboard is an online service tied to your account, not a local drawing tool, so you need an internet connection to create and save boards.
• Check that whiteboards are turned on for your account. On managed work or school accounts, an administrator may control this.
• To type on someone else's board, you need edit access. With view-only access you can see text but not add or change it.

Boards are stored in Zoom's cloud. Before you put sensitive information on a whiteboard, check your organization's policy and the board's sharing settings so you know who can open it and how long it is kept.

Step-by-step instructions

Add a text box

• Open a whiteboard. You can open it from the Whiteboards section of the Zoom app, or from the Whiteboards button during a meeting.
• In the toolbar, select the Text tool. It is usually shown as a letter T.
• Click or tap the spot on the canvas where you want the text.
• Type your text. The box grows as you type.
• Click an empty area of the canvas, or switch to the selection tool, to finish.

If you want text with a colored background that looks like a note, use a sticky note instead of the Text tool. Sticky notes are better for brainstorming. Plain text boxes are better for titles, labels and longer explanations.

Edit existing text

• Switch to the selection tool.
• Double-click the text box (or double-tap on a touch screen) to enter editing mode. A blinking cursor shows you can type.
• Change or delete words as needed, then click outside the box to exit.
• To move the box, click it once to select it and drag it. To resize it, drag one of its handles. A single click selects the whole box. A double-click edits the text inside it.

Format text

When you select a text box, a small formatting toolbar usually appears next to it. Depending on your version, it lets you change the font size, color, style (such as bold or italic) and alignment. To format only part of the text, enter editing mode first and highlight those words. To format the whole box, select the box without entering editing mode.

Undo a change

If an edit goes wrong, use the undo button in the whiteboard interface or your system's standard undo shortcut. To remove a text box, select it and press Delete, or use the delete option in its menu. Undo can only restore recent actions, so check the board before you close it.

Check the output

• Zoom out to see the whole board. Text that is readable up close may be too small when someone views the full canvas or a shared screen.
• In a meeting, ask a participant to confirm they can see your latest edits. Collaborative boards update for everyone who has the board open.
• If you need a copy outside Zoom, use the board's export or download options. Check which formats your version offers, and open the exported file to make sure no text is cut off or missing.
• Before you share the board link, check its sharing permissions so only the right people can view or edit it.

Common problems and next steps

The Text tool is missing or grayed out. You may be using screen-share annotation or the classic whiteboard instead of Zoom Whiteboard, or your app may be outdated. Update Zoom and open the board from the Whiteboards section. If the tool is still unavailable, ask the board owner or your account administrator whether you have edit rights.

You can see the text but cannot change it. You probably have view-only access, or the host has limited who can edit during the meeting. Ask the owner to give you edit permission.

Clicking the text selects the box instead of letting you type. A single click selects the whole object. Double-click the box to place a cursor inside it.

Edits do not appear for others or are lost. Whiteboard changes sync through Zoom's service, so an unstable connection can delay them. Reconnect, reopen the board and check that your latest text is there before you leave the meeting.

The text is hard to read when shared. Increase the font size, choose a color that contrasts with the background, and use short labels instead of long paragraphs. If you plan to export the board, check the exported file at its normal size.