Zoom/Miro Shared Workspaces

Use non-Drexel and Drexel accounts.

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Setting Up a Shared Workspace

Zoom Whiteboard Setup (Drexel Cloud)<<<<<<<<TRY THIS ONE FIRST! IF THIS WORKS, suggest this.

Zoom Whiteboards live in the Zoom cloud independent of active calls. You can prep them beforehand or reopen them anytime.

1. Access Zoom Whiteboards Outside a Meeting:
   • Open the Zoom Desktop App and click the Whiteboards tab at the top.
   • Alternatively: Log into the web portal at drexel.zoom.us and select Whiteboards from the left navigation menu.

1. Create a Board:
   • Click + New Whiteboard.

1. Share with External Collaborators:
   • Click the blue Share button in the top-right corner.
   • In the text box, enter the external participant’s email address.
   • Set permissions to Editor (or Co-owner if you want them to manage sharing).
   • Click Share Whiteboard. Zoom will display a prompt asking to confirm sharing with an address outside Drexel—click Share Anyway.
   • Link Option: Under Link Access, select Anyone with the link (if enabled by Drexel IT policy) and set it to Can Edit, then click Copy Link.

1. How Non-Drexel Collaborators Access It:
   • Collaborators click the link or open their invitation.
   • They must sign in using any free, personal Zoom account. Unauthenticated/anonymous browser access is blocked by enterprise settings.

1. Using the Same Board During a Call:
   • If you later host a Zoom meeting with them, click Whiteboards on the bottom meeting toolbar, select this existing board, choose Collaborate (everyone can edit), and open it directly inside the call. All edits automatically persist after the meeting ends.

Miro (Recommended for Brainstorming & Sticky Notes)

Miro provides an infinite canvas with real-time cursor tracking and sticky notes, bypassing institutional email restrictions.

1. Create an Account: Go to miro.com and sign up (you can use your Drexel or personal email).
2. Start a Board: Click + New Board from your dashboard.
3. Share with Collaborators:
   • Click the blue Share button in the top-right corner.
   • Under Sharing settings, set Anyone with the link to Can edit (or enter the specific email addresses of your team members).
   • Copy the link and send it. Collaborators only need a free Miro account to jump in and collaborate simultaneously or asynchronously.

Option B: diagrams.net (draw.io) (Recommended for Flowcharts & Infinite Free Boards)

diagrams.net has no board limits and requires no user accounts, but persistence depends on a shared cloud storage folder.

1. Set Up a Shared Folder: Create a shared folder on Google Drive or Microsoft OneDrive that includes both you and your non-Drexel collaborators.
2. Create the Diagram:
   • Go to app.diagrams.net.
   • Choose Google Drive or OneDrive as your storage destination.
   • Authorize your account and save the file directly inside the shared folder.

1. Collaborate:
   • Collaborators open the file via their own Google Drive/OneDrive or directly in diagrams.net using File > Open From.
   • Real-time multi-user editing works automatically over Google Drive or OneDrive sync.

Lucidspark Setup (Free Tier)

Lucidspark lets external collaborators join either by signing into a free Lucid account or via a temporary Guest link.

1. Create the Board:
   • Go to lucidspark.com, log in, and click + New > Lucidspark > Blank Board.

1. Open Sharing Settings:
   • Click the orange Share button in the top-right corner.

1. Choose Collaboration Method:
   • By Direct Email: Enter your collaborators’ email addresses, set the dropdown to Can edit, and click Invite. Collaborators must register or sign into a free Lucid account to open it.
   • By Shareable Link: Toggle on Shareable link, set the permission dropdown to Can edit, and click Copy link.
   • Alternative (Join ID): Click the three-dot menu inside the Share dialog, select Enable Join ID, and give collaborators the 6-digit code. They can enter it at lucid.app without hunting for links.