Manage sharing for Microsoft Whiteboard in GCC environments

Note

This guidance applies to US Government Community Cloud (GCC) environments. The sharing experience differs based on the device and and what tenant-level sharing settings are enabled.

Share in Teams meetings

When you share a whiteboard in a Teams meeting, Whiteboard creates a sharing link. This link is accessible by anyone within the organization. The whiteboard is also shared with any in-tenant users in the meeting. Whiteboards are shared using company-shareable links, regardless of the default setting. Support for the default sharing link type is planned.

During a Teams meeting, external and shared device accounts (typically used in Surface Hubs and Teams Rooms devices) have more capability for temporary collaboration. Users can temporarily view and collaborate on whiteboards that are shared in a meeting, in a similar way to PowerPoint Live sharing.

In this case, Whiteboard provides temporary viewing and collaboration on the whiteboard during the Teams meeting only. A share link isn't created and Whiteboard doesn't grant access to the file.

To enable this behavior, follow these steps:

  1. Ensure that Whiteboard is enabled for your organization. For more information, see Manage access to Whiteboard in GCC environments.

  2. Using PowerShell, connect to your tenant and ensure the SharePoint Online module is updated by running the following command:

    Update-Module -Name Microsoft.Online.SharePoint.PowerShell
    
  3. Then run the following Set-SPOTenant command:

    Set-SPOTenant -AllowAnonymousMeetingParticipantsToAccessWhiteboards On
    

This setting applies only to whiteboards and replaces the previously shared settings: OneDriveLoopSharingCapability and CoreLoopSharingCapability. Those settings are no longer applicable and can be disregarded.

Note

By default, the Teams meeting setting Anonymous users can interact with apps in meetings is enabled by default. If you have disabled it, any anonymous user (as opposed to guests or federated users) will not have access to the whiteboard during the meeting

Note

If you would like shared device accounts to have access to Whiteboard in Teams meetings but not anonymous users, you can disable Anonymous users can interact with apps in meetings while having AllowAnonymousMeetingParticipantsToAccessWhiteboards enabled

These changes should take approximately 60 minutes to apply across your tenancy.

Scenario Storage and ownership Sharing settings Sharing experience
Start the whiteboard from a desktop or mobile device Storage: OneDrive for Business

Owner: User who creates the whiteboard
Enabled In-tenant users: Can create, view, and collaborate

External users (coming soon): Can view and collaborate during the meeting only

Shared device accounts (coming soon): Can view and collaborate during the meeting only
Start the whiteboard from a desktop or mobile device Storage: OneDrive for Business

Owner: User who creates the whiteboard
Disabled In-tenant users: Can initiate, view and collaborate

External users: Can't view or collaborate

Shared device accounts: Can't view or collaborate
Start the whiteboard from a Surface Hub or Microsoft Teams Rooms Not yet available

Add as a tab in Teams channels and chats

When you add a whiteboard as a tab in a Teams channel or chat, Whiteboard will create a sharing link that's accessible by anyone in the organization.

Scenario Storage and ownership Sharing settings Sharing experience
Add the whiteboard to a channel or chat from a desktop or mobile device Storage: OneDrive for Business

Owner: User who creates the whiteboard
Not applicable (only applies to meetings) In-tenant users: Can initiate, view, and collaborate

External users: Not supported

Teams guests: Can view and collaborate

Shared device accounts: Not applicable

Create and share in Whiteboard native clients

When you share a whiteboard from the web, desktop, or mobile clients, you can choose specific people. You can also create a sharing link that's accessible by anyone in the organization. Share links for external users outside of the organization are not yet available.

Scenario Storage and ownership Sharing settings Sharing experience
Create the whiteboard from a desktop or mobile device Storage: OneDrive for Business

Owner: User who creates the whiteboard
Not applicable (only applies to meetings) In-tenant users: Can share within their organization

External users: Sharing with external users isn't supported at this time
Create the whiteboard from a Surface Hub Storage: Local

Owner: None
Not applicable (only applies to meetings) In-tenant users (coming soon): User will be able to sign in to save and share the board

External users: Sharing with external users isn't supported at this time outside of a Teams meeting
Create the whiteboard from Microsoft Teams Rooms Not yet available

See also

Manage access to Whiteboard - GCC

Manage data for Whiteboard - GCC

Manage clients for Whiteboard - GCC