Improved whiteboard saving behavior on Teams Rooms on Android with licensed user accounts [MC1293481]

Message ID: MC1293481

[Introduction]

Whiteboards initiated from Teams Rooms on Android devices signed in with a licensed user account will now be automatically saved to that user’s OneDrive. This preventive fix improves reliability by ensuring whiteboards are saved without requiring another participant or an active meeting, reducing scenarios where content could otherwise be lost.

[When this will happen:]

General Availability (Worldwide, GCC, GCC High): We will begin rolling out in late April 2026 and expect to complete by mid-May 2026.

[How this affects your organization:]

Who is affected:

• Teams Rooms on Android devices signed in with a licensed user account that has:
  • A valid Microsoft Teams Rooms license, and
  • A user license that includes OneDrive (such as Microsoft 365 E3 or E5)

What will happen:

• When a Teams Rooms on Android device is signed in with a licensed user account, whiteboards started from the device will be automatically saved to that user’s OneDrive. 
• Signing in with a licensed user account is an exception scenario. For more information about assigning additional licenses to Teams Rooms devices and supported scenarios, refer to: Assigning additional licenses | Microsoft Learn.
• This prevent/fix removes the need to invite another participant or start a meeting to save the whiteboard.
• Devices signed in with a standard resource account continue to follow existing behavior, where saving requires a non‑room participant with OneDrive.

Known limitations:

• Signing in with a user account on a Teams Rooms device is an exception scenario and should be evaluated by administrators based on organizational policies and security requirements.  
• No board picker or home navigation: Microsoft Whiteboard on Teams Rooms devices does not display the signed‑in user’s existing whiteboards, preventing unauthorized browsing of stored content.
• Restricted toolbar: The whiteboard toolbar on Teams Rooms devices is optimized for shared‑device use; export vectors and advanced capabilities are disabled.
• Fail‑closed behavior: If the Teams Rooms device cannot acquire a valid sign‑in token, auto‑saving to the signed‑in user’s OneDrive is not enabled. The experience falls back to the existing behavior where the whiteboard is not saved.

[What you can do to prepare:]

• No additional configuration is required. The feature will be available automatically to Teams Rooms on Android devices signed in with eligible licensed user accounts as it rolls out.
• Do not assign OneDrive licenses to resource accounts: As documented in existing Teams Rooms guidance, resource accounts should not have OneDrive licenses.  

[Compliance considerations:]

Area	Explanation
Storage of customer data	Whiteboards are saved to the signed‑in licensed user’s OneDrive.
Processing or access to existing customer data	The default save behavior for whiteboards changes when a licensed user account is used.
Purview policies	Saved whiteboards are governed by existing OneDrive Purview policies.

Source: Microsoft

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