Table of Contents
Summary
- Microsoft Whiteboard will retire the Insert Document feature, removing the ability to insert PDFs and PowerPoint files from OneDrive for Business and SharePoint.
- The feature is being retired due to low usage and maintenance requirements.
- Users can still insert local PDFs via the Whiteboard Windows Native app, and the Insert Picture feature will remain unaffected.
- Recommended alternatives include converting files to images, using local PDF insertion, sharing document links, and utilizing Microsoft Teams for document attachment.
- Organizations should inform users, update documentation, and prepare helpdesk teams for this change.
Admin Impact: Low
User Impact: Medium
Release Start: 01 Jan 2026
Release End: 01 Feb 2026
Services: M365, M365 Apps
Category: Plan for change
Tags: User Adoption, Retirement
History
11/25/2025 Item Added to Message Center
Microsoft Message
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.