Manage Participant's Annotation During A Zoom Meeting

TC Technology Knowledge Base / Zoom Workplace / Host a Zoom meeting Manage the whiteboard use during a Zoom meeting

Updated on Jul 28, 2025

When someone shares their screen during a Zoom meeting, participants (and the person who shared their screen) are able to use the annotation tool to draw, make notes, etc. that overlay the shared screen image and is shared to all Zoom meeting participants.

At TC, the annotation tool is automatically turned on for all Zoom meetings. During any Zoom meeting you can turn that feature off for your meeting participants.

Heading anchor 1. Share your screen by clicking on Share Screen and selecting what you would like to share (Annotation is only possible when someone is sharing their screen)

Heading anchor 2. Click on the Security icon in the Zoom navigation bar.

A check next to a menu item signifies the feature is ON. To turn a feature on or off, click on the menu item.

Heading anchor 3. To allow participants to annotate, click on Share whiteboard.

Heading anchor 4. Click on the arrow next to the Whiteboards icon in the Zoom navigation bar.

Heading anchor 5. Confirm the Allow participants to share whiteboard feature is on.  Confirm the rest of the settings. Click the x to close the window.

Heading anchor 6. To annotate the Whiteboard, click the Whiteboards icon. Then click New whiteboard.

Heading anchor 6.1. Select your desired writing tool and write on the canvas.

Heading anchor 7. To clear all annotations from the shared screen, click the garbage can icon.

Heading anchor 8. To exit the whiteboard, click the red x in the top right corner.

Checklist item Previous Article Turn off private chat for all your Zoom meetings Next Article Checklist item Allow the Zoom Annotation feature in a Zoom meeting

Zoom Workplace

Zoom Meeting Features 22

• Turn on your video in a Zoom meeting
• Mute and Unmute Your Microphone in a Zoom meeting
• Share your Screen in a Zoom meeting
• Use Chat Feature in a Zoom meeting
• Raise your hand in a Zoom meeting
• Add a Virtual Background to a Zoom meeting
• Share your computer sound before you begin Share Screen in a Zoom meeting
• Turn on the computer sound after beginning a screen share in a Zoom meeting
• Test your audio for a Zoom meeting
• Import meetings from TC Zoom to your Canvas course
• Allow someone to schedule a Zoom meeting for you
• Update your Desktop Zoom Client (Mac)
• Update your Zoom Client while in a Zoom meeting (Mac)
• Hide non-video Participants in a Zoom meeting
• Enable/disable chime for a Zoom meeting in progress
• Disable participants to share their video in a Zoom meeting
• Suppress background noise in Zoom
• Install the Zoom Timer App
• Edit registration questions in a Zoom meeting
• Enable Padlet for Zoom
• Use Padlet for Zoom in a meeting
• Turn on the Zoom AI Meeting Summaries option in your Zoom Meeting Settings

Host a Zoom meeting 20

• Set your default time zone for Zoom meeting creation
• Accessing Host Tools
• Find your Zoom host key
• Lock your Zoom meeting
• Remove a participant in a Zoom meeting
• Suspend Zoom participant activities in a Zoom meeting
• Use Breakout Rooms in a Zoom meeting
• Disable participants to unmute themselves in a Zoom meeting
• Make a participant co-host in a Zoom meeting
• Transfer the role of host in a Zoom meeting
• Sending direct chats to Zoom participants.
• Turn off private chat for all your Zoom meetings
• Manage the whiteboard use during a Zoom meeting
• Allow the Zoom Annotation feature in a Zoom meeting
• Prevent or allow participants to share their screens during your Zoom meeting
• Turn off a participant's video during a Zoom meeting
• Create a poll for your Zoom meeting
• Turn on advanced poll feature in Zoom
• Launch a poll during a Zoom meeting
• Launch a Zoom poll with a QR code

Meetings through the TC Portal 18

• Activate your TC Zoom Workplace account
• Schedule a Zoom meeting through the myTC Portal
• Find Zoom meeting Invite Link
• Start your Zoom meeting through the myTC Portal
• Join a Zoom Meeting Using the Invitation Link
• Schedule office hours as a Zoom meeting using the TC Portal
• Download a Zoom meeting recording file
• Record computer audio in a Zoom meeting
• Open a .VTT audio transcript file for Zoom meeting (Mac)
• Open a VTT. audio transcript file for a Zoom meeting (Windows)
• Automatically turn video off when joining a Zoom meeting (Mac)
• Control your video camera during a Zoom meeting
• Change your Zoom meeting profile picture
• Share a Zoom meeting recording (with no download option)
• Schedule a Zoom meeting for someone else
• Add an alternative host to an existing Zoom meeting through the TC Portal
• Schedule a recurring Zoom meeting in the TC Portal
• Edit a Zoom meeting through the myTC Portal

Meetings in Canvas 12

• Join a Zoom meeting using Canvas
• Schedule office hours with Zoom in Canvas
• Schedule a Zoom class session in Canvas
• View the participant list in a Zoom meeting
• Start your Zoom meeting in Canvas
• Password Protect Zoom meeting in Canvas
• Publish your Zoom recording in your Canvas course
• View a Zoom meeting recording in Canvas as a student
• Copy a Zoom Meeting Invitation in a Canvas course
• Edit your Zoom scheduled meeting in Canvas
• Add an alternative host to a scheduled Zoom meeting
• Access Zoom Meeting Attendance Report in Canvas

Zoom Desktop Application 3

• Sign into the Zoom Desktop Application (Mac)
• Sign into the Zoom Desktop Application (Windows)
• Access Zoom outside myTC Portal

Zoom Breakout Rooms 9

• Adjust Zoom account settings to allow for Breakout rooms
• Let Zoom meeting participants choose their Breakout room
• Choose your Breakout room in a Zoom meeting
• Enter and leave Breakout rooms as the Host
• Schedule a Zoom meeting with pre-assigned Breakout rooms
• Managing pre-Assigned Zoom Breakout Rooms
• Join a Zoom meeting with pre-assigned Breakout room as an attendee
• Record a breakout room Zoom meeting
• Allow a participant to record in a breakout room in a Zoom meeting

Zoom Captioning 3

• Show and hide automatic captions in a Zoom meeting/webinar
• Customize your captions in a Zoom meeting/webinar
• View the audio transcript in a Zoom meeting/webinar

Recording using Zoom 19

• Record a presentation with Zoom to the Cloud
• Record computer audio in a Zoom meeting
• Download a Zoom recording
• Play a video during a Zoom meeting
• View a Zoom meeting recording in Canvas as a student
• Record gallery view and shared screen for a Zoom meeting
• Record audio with Zoom
• Share a Zoom recording with a specific user
• Set playback range in Zoom
• Download a Zoom audio recording
• Download a Zoom transcript
• Open a .VTT audio transcript file for Zoom meeting (Mac)
• Open a VTT. audio transcript file for a Zoom meeting (Windows)
• Upload a Zoom recording to TC Digital Media in Canvas with auto-captioning
• Recover a deleted Zoom recording
• Enable Zoom's Smart Recording with AI Companion
• Trimming Cloud Recordings in Zoom
• Create an audio transcript for a Zoom recording
• Share a specific Zoom recording in a meeting with multiple recordings

Remote Dissertation Defense 4

• Create a Zoom meeting with a waiting room
• Admit someone from the waiting room into a Zoom meeting
• Move someone from a Zoom meeting into a waiting room
• Designate a new host for a Zoom meeting

Administration 7

• View or download attendance report for Zoom meeting
• Enable/Disable share screen feature by participants in a Zoom meeting
• Set your default Zoom meeting settings so only hosts can share screens
• Change your default settings to require passwords for Zoom meetings
• Turn off the Zoom annotation tool in your Zoom meeting settings
• Check when your Zoom cloud recordings will be deleted
• Download meeting registrants for a Zoom meeting

Analytics 1

• Access Zoom Analytics for a Zoom meeting

Zoom in G Suite 1

• Add the Zoom App to your Google Calendar

Zoom AI Features 1

• Control Zoom AI Meeting Summary Distribution