Where Microsoft Whiteboard Content Is Stored
Microsoft Whiteboard content is stored in two locations, depending on how and where the board was created:
OneDrive for Business (Default Storage)
All new whiteboards are stored in the creator’s OneDrive by default.
Applies to whiteboards created using:
Whiteboard web or desktop apps
Microsoft Teams meetings, chats, and channels
Files are saved as .whiteboard files in a dedicated Whiteboards folder.
Azure Storage (Legacy & Device-Based)
Some whiteboards are stored in Azure
Whiteboards created before OneDrive became the default
Boards initiated from:
Surface Hub devices
Microsoft Teams Rooms devices
Prerequisite: Enable Whiteboard in Your Organization
Before managing any Whiteboard data, ensure that Whiteboard is enabled for your Microsoft 365 tenant. Administrators can control access using Microsoft 365 admin settings and PowerShell. If Whiteboard is disabled, users won’t be able to create or access boards—even if storage exists.
Security and Location
Data is stored securely in Azure. Storage location depends on:
Your tenant’s region
When Whiteboard introduced regional storage
You can verify data residency using Microsoft’s customer data location documentation.
Limitations of Azure-Stored Whiteboards
Azure-stored Whiteboards do not support: Data Loss Prevention (DLP)
eDiscovery Retention or deletion policies
Legal holds
These boards can only be managed using Whiteboard PowerShell cmdlets, making them harder to govern at scale.
What Happens When a User Account Is Deleted (Azure Whiteboards)
Microsoft changed Azure Whiteboard behavior on June 1, 2022:
How to Retain Whiteboards
If you want to preserve a user’s Azure whiteboards:
Transfer ownership before deleting the account
You can:
Transfer a single whiteboard
Transfer all whiteboards to another user
If your offboarding process doesn’t require retention, no action is needed—but your scripts and workflows should account for this change.
Exceptions
eDiscovery Note:
Whiteboard files are searchable by keyword and file type, but cannot be previewed during an investigation. To view content, admins must export and upload the file back into OneDrive.
Microsoft’s move to OneDrive-first storage for Whiteboard significantly improves:
Data is stored securely in Azure. Storage location depends on:
Your tenant’s region
When Whiteboard introduced regional storage
You can verify data residency using Microsoft’s customer data location documentation.
Limitations of Azure-Stored Whiteboards
Azure-stored Whiteboards do not support: Data Loss Prevention (DLP)
eDiscovery Retention or deletion policies
Legal holds
These boards can only be managed using Whiteboard PowerShell cmdlets, making them harder to govern at scale.
What Happens When a User Account Is Deleted (Azure Whiteboards)
Microsoft changed Azure Whiteboard behavior on June 1, 2022:
Current Behavior
When a user account is deleted:
All Azure-stored whiteboards owned by the user are deleted
Even whiteboards shared with others are deleted
All Azure-stored whiteboards owned by the user are deleted
Even whiteboards shared with others are deleted
How to Retain Whiteboards
If you want to preserve a user’s Azure whiteboards:
Transfer ownership before deleting the account
You can:
Transfer a single whiteboard
Transfer all whiteboards to another user
If your offboarding process doesn’t require retention, no action is needed—but your scripts and workflows should account for this change.
Note: Whiteboards stored in OneDrive are not affected by this behavior.
OneDrive Storage Overview
OneDrive is now the preferred and fully supported storage location for Microsoft Whiteboard.
Key Characteristics
Boards are stored in the creator’s OneDrive
SharePoint libraries are not yet supported Applies to:
Whiteboard apps
Microsoft Teams meetings, chats, and channels
OneDrive is now the preferred and fully supported storage location for Microsoft Whiteboard.
Key Characteristics
Boards are stored in the creator’s OneDrive
SharePoint libraries are not yet supported Applies to:
Whiteboard apps
Microsoft Teams meetings, chats, and channels
Exceptions
Whiteboards created on Surface Hub devices initially go to Azure
These will be migrated to OneDrive in future updates Users Without OneDrive
Cannot create new whiteboards Can still:
Edit existing boards Collaborate on boards shared by others
Storage Size and Data Location
Average whiteboard size: 50 KB to 1 MB Stored in the same geographic location as the user’s OneDrive Data residency follows your Microsoft 365 tenant configuration
Managing Whiteboards Using OneDrive Controls OneDrive storage unlocks enterprise-grade data governance for Whiteboard content.
These will be migrated to OneDrive in future updates Users Without OneDrive
Cannot create new whiteboards Can still:
Edit existing boards Collaborate on boards shared by others
Storage Size and Data Location
Average whiteboard size: 50 KB to 1 MB Stored in the same geographic location as the user’s OneDrive Data residency follows your Microsoft 365 tenant configuration
Managing Whiteboards Using OneDrive Controls OneDrive storage unlocks enterprise-grade data governance for Whiteboard content.
Supported Today
Whiteboard files fully participate in:
Whiteboard files fully participate in:
Retention policies
Legal hold
OneDrive storage quotas
Data Loss Prevention (DLP)
Audit logging
Basic eDiscovery
Legal hold
OneDrive storage quotas
Data Loss Prevention (DLP)
Audit logging
Basic eDiscovery
eDiscovery Note:
Whiteboard files are searchable by keyword and file type, but cannot be previewed during an investigation. To view content, admins must export and upload the file back into OneDrive.
Planned for the Future
Microsoft plans to add: Sensitivity labels Analytics Enhanced eDiscovery preview and review Handling Whiteboards When an Employee Leaves To preserve a former employee’s whiteboards, follow standard OneDrive offboarding procedures. Step-by-Step: Preserve Whiteboards Go to Microsoft 365 admin center Navigate to Users → Active users Select the user Open the OneDrive tab Select Create link to files Open the OneDrive location Move the Whiteboards folder (or specific files) to another user’s OneDrive Once moved, the new owner can fully manage the boards. Managing Moved Whiteboards After transfer: Open office.com Go to OneDrive Select My Files Open the Whiteboards folder Rename, edit, share, or delete files as needed Permissions and sharing behavior follow standard OneDrive rules. Auditing and Compliance Whiteboard files stored in OneDrive generate audit logs just like any other file. Tracked activities include: File creation Modifications Sharing Deletions These logs are accessible via Microsoft Purview Audit, enabling compliance monitoring and investigation. Final Thoughts
Microsoft plans to add: Sensitivity labels Analytics Enhanced eDiscovery preview and review Handling Whiteboards When an Employee Leaves To preserve a former employee’s whiteboards, follow standard OneDrive offboarding procedures. Step-by-Step: Preserve Whiteboards Go to Microsoft 365 admin center Navigate to Users → Active users Select the user Open the OneDrive tab Select Create link to files Open the OneDrive location Move the Whiteboards folder (or specific files) to another user’s OneDrive Once moved, the new owner can fully manage the boards. Managing Moved Whiteboards After transfer: Open office.com Go to OneDrive Select My Files Open the Whiteboards folder Rename, edit, share, or delete files as needed Permissions and sharing behavior follow standard OneDrive rules. Auditing and Compliance Whiteboard files stored in OneDrive generate audit logs just like any other file. Tracked activities include: File creation Modifications Sharing Deletions These logs are accessible via Microsoft Purview Audit, enabling compliance monitoring and investigation. Final Thoughts
Microsoft’s move to OneDrive-first storage for Whiteboard significantly improves:
Data governance
Compliance
Security
Administrative control
Plan migrations
By aligning Whiteboard storage with OneDrive, admins gain full visibility and control—making Whiteboard a collaboration tool that’s not just powerful, but also compliant.
Compliance
Security
Administrative control
Plan migrations
By aligning Whiteboard storage with OneDrive, admins gain full visibility and control—making Whiteboard a collaboration tool that’s not just powerful, but also compliant.
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