Create a canvas

Create a canvas when the work needs a shared visual space: a meeting board, a review page, a workshop, a diagram, a file discussion, or a reusable template. The right starting point depends less on the button you press and more on the shape of the work.

Start with Freeform canvas when the work should spread naturally, Page canvas when sequence matters, a template when the structure already exists, and a project-connected canvas when the work needs owners, dates, sections, or progress.

The short version

Choose Freeform canvas for one open board, Page canvas for fixed pages or slides, Import PDF/Office for a source document, and a blank canvas when the structure should emerge during the work. Templates come after the format choice and create a separate editable canvas.

Ways to create a canvas

Choose freeform whiteboard or page canvas before you start

Choose a freeform whiteboard if the work should spread out without page boundaries. Freeform whiteboards are better when the team is clustering ideas, building a map, or expanding a board over time. They are not a better version of pages; they are a different format. If you need the tradeoffs, read Freeform whiteboards and page canvases.

Choose a page canvas if you expect to export, print, present, reorder pages, fold sections, or guide people through a sequence. Page canvases are better for work that will be reviewed in order.

In New Canvas, select Freeform canvas or Page canvas in the left sidebar before choosing a blank start or template. The selection keeps page-based and spatial versions separate, so a workflow template can appear in both formats when both variants are available.

Create from a project

Open the project where the canvas should live, then use the project’s create action to add a canvas. Give it a name that matches the job, not the meeting date alone. A good canvas name answers "what will this be used for?" from the project list.

After the canvas opens, add the first page title or first visible object before inviting collaborators. A blank shared canvas creates hesitation; a small amount of structure tells people where to begin.

Create from a template

Use canvas templates when the work follows a repeatable pattern. Templates are useful for weekly meetings, design reviews, workshops, onboarding, planning, and research synthesis. Hover over a template card to choose Use or Preview. Preview first when the title alone does not tell you whether the layout fits.

After creating from a template, rename the canvas, remove irrelevant sections, check page order, and update any placeholder instructions before sharing it with participants. The template is only the starting shape; the live canvas should speak to the actual session.

Import or bring content into a new canvas

Use a canvas when imported or uploaded content needs context around it. For PDF and Office documents, choose Import PDF/Office in the New Canvas sidebar and select or drop the source file. For images, screenshots, spreadsheets, links, or YouTube references, create a canvas first and arrange notes, arrows, shapes, and comments around the content.

Import-style workflows are best when the source material is not the whole story. For example, upload a PDF for review, add sticky notes for questions, draw arrows to important sections, and use comments for decisions. Uploading the PDF alone gives people a file. Putting it on a canvas gives them a review room.

After bringing content in, check these states before sharing:

1. File previews and thumbnails have finished processing.
2. Download restrictions match the audience.
3. Large files do not make the first page slow.
4. Comments are anchored to the right object or page.
5. The canvas name explains the imported material.

If a file upload fails, use Work with images, files, and spreadsheets and Troubleshoot canvas issues.

Attach an existing canvas to a project

When a standalone canvas later becomes part of a larger plan, attach or move it into the project. This keeps visual discussion close to the project owner, Due date, section, tags, and follow-up without creating a duplicate canvas.

Use this for work like "review landing page copy," "map onboarding flow," or "collect stakeholder feedback." Avoid hiding large ongoing work inside an unrelated canvas; when several people need to track it, make it a clear project canvas instead.

Create a sub-canvas

Use a sub-canvas when one part of the parent canvas deserves its own space. Open the available Sub-canvas action from the toolbar or page menu.

Sub-canvases are helpful for breakout rooms, detailed research behind one diagram section, or private-feeling deep work that still needs to stay connected. See Use sub-canvases.

Permissions and availability

After creation checklist

Before sending the canvas to other people, do a short setup pass:

1. Rename the canvas.
2. Choose page titles or spatial labels.
3. Add the first instruction, prompt, or source file.
4. Remove template content that does not apply.
5. Lock instructions or background objects that should not move.
6. Set owner, Due date, tags, or project section if the canvas belongs to a project workflow.
7. Share with view, comment, or edit permission based on what people actually need to do.
8. Test guest access if external participants are involved.

What can go wrong

The canvas opened in the wrong project. Move it from the canvas header menu or the project list if you have permission.

People cannot open the canvas. Share the canvas or project with the correct role. Creation does not grant access automatically.

You chose freeform but need PDF export or presentation. Recreate the work as a page canvas before the board becomes too large.

Template content is stale. Remove old tags, instructions, and owners before inviting participants. Template leftovers are one of the easiest ways to confuse people in a live meeting.

The first upload or import failed after the canvas was created. Keep the canvas and retry the content step. A file failure does not mean the canvas itself failed; use the file-object checklist when the upload is the part that broke.