This guidance only applies to GCC customers. Enterprise and Education customers looking for guidance about Whiteboard on Azure or interested in Whiteboard’s move to ODB should review this article.

Manage Whiteboard Access

Whiteboard on ODB is enabled by default for applicable Microsoft 365 tenants. It can be enabled or disabled at a tenant-wide level. You should also ensure that “Microsoft Whiteboard Services” is set to enabled in the Azure Active Directory Admin Center > Enterprise Applications.

Controlling access to Whiteboard can be done in the following ways:

  1. Enable or disable Whiteboard for your entire tenant using the SharePoint Admin PSH module

  2. Show or hide Whiteboard for specific users in meetings using a Teams meeting policy – it’s still visible via web, native clients and Teams tab app

  3. Require conditional access policies for accessing Whiteboard using Azure Active Directory Admin Center

Note: Whiteboard on ODB does not appear in the Microsoft 365 Admin Center. Methods 2 and 3 listed above only hide Whiteboard entry points, they do not prevent the users from using Whiteboard.

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

  1. You will need the SharePoint Online PowerShell module to enable or disable all Fluid Experiences across your Office 365 tenant.

  2. Connect to SharePoint Online PowerShell.

  3. Enable Fluid using the Set-SPOTenant cmdlet

  4. Set-SPOTenant -IsWBFluidEnabled $true

The change should take approximately 60 minutes to apply across your tenancy. If you do not see this option, please update the module.

Note: Microsoft Whiteboard and Microsoft Fluid Framework preview are both enabled by default. If these have been disabled in the Azure Active Directory enterprise applications, then Whiteboard on OneDrive for Business will not work.

To show or hide Whiteboard for meetings: 

Use meeting policy settings.

Manage Whiteboard Data 

Data is stored as .whiteboard files in ODB. An average whiteboard may be anywhere from 50KB to 1MB in size and located wherever your ODB content resides. To check where new data is created, see Where your Microsoft 365 customer data is stored and look at the location for ODB. All properties that apply to general files in ODB also apply to Whiteboard, with the exception of external sharing.

Managing Whiteboard data can can be done using existing ODB controls, see the OneDrive guide for enterprises.

You can use existing ODB tooling to satisfy data subject requests (DSRs) for GDPR. Whiteboard files can be moved in the same way as other content in ODB. However, share links and permissions may not move.

Data controls supported today:

  • Retention policies

  • Quota

  • DLP

  • eDiscovery

  • Legal hold

Data controls coming in future:

  • Sensitivity labels

  • Auditing

  • Analytics

  • Storing whiteboards in SharePoint sites.

Manage Whiteboard Clients

Whiteboard clients are currently being updated to support ODB.

Clients supported today:

  • Stand-alone Whiteboard web application at https://whiteboard.office.com.

  • Microsoft Teams meetings, chats and channels using Teams desktop and web.

  • Stand-alone Whiteboard application for Android.

Clients coming in future:

  • Stand-alone Whiteboard applications for Windows 10, iOS and Surface Hub.

  • Whiteboard in the Office.com app launcher.

  • Whiteboard in Teams mobile clients.

Note: While users can install the Windows and iOS clients, they will not be able to sign in until those clients are updated this year.

Manage Whiteboard Sharing

Sharing whiteboards in web or native clients allow sharing with specific people or your entire organization. Sharing whiteboards in Teams meetings shares with everyone in the meeting using a link that is accessible to your entire organization.

Support for sharing only with specific people during a Teams meeting is on the roadmap.

External access is not yet supported, but will be made available in multiple stages:

  • Stage 1 - External access for the duration a Teams meeting. During the meeting, users in your organization can initiate sharing a whiteboard. Anyone outside your organization will be able to view and edit the whiteboard. When the meeting ends, they will no longer have access. This stage will have a setting for enabling or disabling it.

  • Stage 2 - External access for more long-term sharing. Users in your organization will be able to share whiteboards similar to other content in ODB. This stage will be controlled using the existing sharing controls in ODB.

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