Enable Microsoft Whiteboard for your organization

Microsoft Whiteboard is a free-form, digital canvas where people, content, and ideas come together. Whiteboard enables teams to collaborate in real time, wherever you are, and gives your ideas room to grow with an infinite canvas designed for pen, touch, and keyboard.

Is Whiteboard data moving to OneDrive for Business? 

Yes. Microsoft Whiteboard—the collaborative canvas in Microsoft 365—is being rebuilt to integrate seamlessly across the suite, so you can create, share, discover, and manage whiteboards as easily as any Office document. 

In October 2021, any new whiteboards will be stored in OneDrive for Business. This will provide rich content management features, including: 

  • Data residency

  • Permissions

  • External Sharing

  • Compliance

  • Governance

The new behavior is as follows: 

Whiteboards will be created in the OneDrive for Business of the person who starts the whiteboard. This includes whiteboards created in the stand-alone Whiteboard applications as well as Microsoft Teams meetings, chats and channels.  

Previously created boards will remain in Azure and can continue to be used/edited by end users.  

Any users who do not have OneDrive for Business provisioned will no longer be able to create new whiteboards when this change is implemented, though they can still edit their previously created boards. They can also collaborate on any whiteboards that are shared with them by others who have OneDrive for Business. 

We will be sharing more details on how to migrate your content.  

When this change takes effect, you will need to ensure that users have OneDrive for Business provisioned or are notified of this change. 

In future, we will provide storage in SharePoint sites as well. 

How can Whiteboard be enabled or disabled?

Whiteboard is automatically enabled for applicable Microsoft 365 tenants. Users can sign into the Windows 10, iOS, web, and Teams experiences, unless you’ve chosen to disable the service.

To enable or disable Whiteboard for your tenant, do the following:

  1. Go to the Microsoft 365 Admin Center.

  2. On the Admin Center home page, go to the Search box in the top right, and then type Whiteboard.

  3. In the search results, click or tap Whiteboard settings.

  4. On the Whiteboard panel, toggle Turn Whiteboard on or off for your entire organization to On

  5. Click or tap Save.

Please note: per user licensing is not currently available.

Where is Whiteboard data stored?

Whiteboard stores content securely in Azure. Data may be stored in different locations, depending on the country. To check where data for your tenant is stored, see Where your Microsoft 365 customer data is stored.

Migrating previously created content  and supporting additional regional datacenters is on the roadmap.

What compliance standards does Whiteboard meet?

Whiteboard on Windows 10, Surface Hub, iOS, and web meet Tier C, which means that they conform to global standards including SOC 1, SOC 2, ISO 27001, HIPAA, and EU Model Clauses. 

Whiteboard does not yet support Data Loss Prevention (DLP), eDiscovery, legal hold, or retention policies. Support for these is on the roadmap.

Can Whiteboard be remotely installed on Windows 10 devices?

Whiteboard can be deployed to Windows 10 devices using Microsoft Intune or Microsoft Configuration Manager (formerly System Center Configuration Manager).

  • Microsoft Intune using an online license mode — This allows you to specify groups of users who will receive access to the Whiteboard app.

  • Microsoft Configuration Manager using manual offline installation and updates — This allows you to install Whiteboard and then manually update it every 2-4 weeks.

Note: We recommend using Microsoft Intune. Using Microsoft Configuration Manager requires IT to continuously re-package and install updates to ensure users are running an up-to-date version.

To install using Microsoft Intune:

  1. Add Whiteboard as an available app using the steps in this article: 

    Add Microsoft Store apps to Microsoft Intune

  2. Assign the app to a group using the steps in this article: 

    Assign apps to groups with Microsoft Intune

To install using Microsoft Configuration Manager:

  1. Using a global administrator account, sign in to the Microsoft Store for Business.

  2. In the header, select Manage.

  3. In the right-hand navigation pane, select Settings, and then turn on Show offline apps.

  4. Wait 10-15 minutes for propagation.

  5. Next, go to the Whiteboard app.

  6. Click or tap the Get the app button and accept the license terms.

  7. Go back to the application page.

  8. In the license type drop-down, select Offline.

  9. Click or tap the Manage button.

    This takes you to the inventory management page, which will now offer the option to Download package for offline use.

  10. Choose the architecture version and then download it.

As soon as you have downloaded the app, you can deploy it through Configuration Manager. To create an update package, follow steps 7-10 to download a newer version and package it for Configuration Manager.

For more information, see Install applications for a device.

Does Whiteboard support transferring ownership of whiteboards?

Yes, but only for global tenant administrators. Administrators can use the PSH cmdlets to list whiteboards for a user and transfer one or all whiteboards to another user.

This can be used to satisfy data subject requests (DSRs) for GDPR or in the case of accounts being removed. We recommend that during your account removal process, you use the PSH cmdlets to transfer a departing user’s boards to their manager or to another user.

What auditing, logging or activity is available?

There is no auditing, logging or other activity such as analytics available at this time, but these capabilities are on the roadmap.

How do subscriptions and licensing work in Whiteboard? Can I license it per user?

A Whiteboard license is assigned to users in your organization (Whiteboard plan 1, 2, and so on.) Licenses do not currently have any feature differences, but they will in the future.

See Also

Microsoft Whiteboard Help

Privacy settings in Microsoft Whiteboard

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