Retirement of Insert Document and Insert PPT feature in Microsoft Whiteboard [MC1189912]

Message ID: MC1189912

[Introduction]

Starting January 2026, Microsoft Whiteboard will begin retiring the Insert Document feature. This change removes the ability to insert PDFs and PowerPoint files from OneDrive for Business & SharePoint into Whiteboard. The feature is being retired because of low usage and ongoing maintenance requirements.

[When this will happen:]

• General Availability (Worldwide): We will begin retiring this feature starting in early January 2026 and expect to complete retirement in early February 2026.

[How this will affect your organization:]

Who is affected: All users of Whiteboard on Windows and Mac desktops

What’s changing?

• The option to insert PDFs and PowerPoint files from OneDrive for Business & SharePoint into Whiteboard will no longer be available.
• No admin controls are available to retain or re-enable the feature.

What remains?

• Users can continue to insert PDFs from their local PC using the Whiteboard Windows Native app.
• The Insert Picture feature will remain unaffected.
• Already inserted PDFs and PPTs will remain unaffected and can be seen on existing boards.

Details

Previously, the Insert Document feature allowed users to:

• Add PDFs and PowerPoint files via OneDrive for Business & SharePoint or Local PC on both Whiteboard Windows Native and Web.
• Select specific pages/slides, which were then converted to images and inserted into the Whiteboard canvas.

With this retirement:

• The ability to insert PDFs and PowerPoint files from OneDrive for Business & SharePoint will be removed.
• Local PDF insertion on Windows Native will continue to be supported.

Recommended Alternatives

• Convert files to images before upload: Use PowerPoint or PDF export options to save slides/pages as images and then insert them using the Insert Picture feature.
• Use local PDF insertion: Users can insert PDFs from their local PC via the Whiteboard Windows Native app.
• Leverage OneDrive sharing links: Share the document link in Whiteboard notes or sticky notes for quick access.
• Consider Microsoft Teams integration: Attach documents directly in Teams chats or meetings for collaborative review alongside Whiteboard.

[What you can do to prepare:]

• Inform users about this change and share recommended alternatives to minimize workflow disruption.
• Update internal documentation and training materials to reflect the removal of OneDrive-based document insertion.
• Prepare helpdesk teams to guide users on alternative methods and address questions related to this feature change.
• No immediate action is required. However, if your workflows depend on inserting documents from OneDrive & SharePoint, plan to use the alternatives above before February 2026.

[Compliance considerations:]

No compliance considerations are identified; review as appropriate for your organization.

Source: Microsoft

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