MC1189912 – Retirement of Insert Document and Insert PPT feature in Microsoft Whiteboard

Product:

Microsoft 365 Apps, Microsoft 365 for the web, Microsoft 365 suite, OneDrive, SharePoint, Teams, Whiteboard, Windows

Platform:

Mac, Online, Web, World tenant

Status:

Change type:

User impact, Retirement

Links:

Details:

Summary:
Starting January 2026, Microsoft Whiteboard will retire the Insert Document feature that allows inserting PDFs and PowerPoint files from OneDrive for Business and SharePoint. Local PDF insertion on Windows Native app remains. Users should use alternatives like converting files to images or sharing links.

Details:
[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.

Change Category:
XXXXXXX ... free basic plan only

Scope:
XXXXXXX ... free basic plan only

Release Phase:

Created:
2025-11-26

updated:
2025-11-26

Task Type

XXXXXXX ... free basic plan only

Docu to Check

XXXXXXX ... free basic plan only

MS How does it affect me

XXXXXXX ... free basic plan only

MS Preperations

XXXXXXX ... free basic plan only

MS Urgency

XXXXXXX ... free basic plan only

MS workload name

XXXXXXX ... free basic plan only

summary for non-techies**

XXXXXXX ... free basic plan only

Direct effects for Operations**

Loss of Document Insertion Feature
Users will no longer be able to insert PDFs and PowerPoint files from OneDrive for Business and SharePoint into Whiteboard, impacting collaborative workflows.
   - roles: End Users, Team Leaders
   - references: https://techcommunity.microsoft.com/t5/microsoft-whiteboard-blog/announcing-the-retirement-of-insert-document-in-microsoft/ba-p/3851230

Increased Workload for Users
Users will need to convert files to images or use local PDF insertion, increasing the time and effort required to prepare materials for Whiteboard sessions.
   - roles: End Users, Content Creators
   - references: https://techcommunity.microsoft.com/t5/microsoft-whiteboard-blog/announcing-the-retirement-of-insert-document-in-microsoft/ba-p/3851230

Disruption in Collaborative Sessions
The removal of the feature may disrupt ongoing collaborative sessions where users relied on inserting documents directly into Whiteboard.
   - roles: Facilitators, Project Managers
   - references: https://techcommunity.microsoft.com/t5/microsoft-whiteboard-blog/announcing-the-retirement-of-insert-document-in-microsoft/ba-p/3851230

Need for User Training
Internal documentation and training materials will need to be updated, requiring additional resources to train users on new workflows.
   - roles: Training Coordinators, IT Support
   - references: https://techcommunity.microsoft.com/t5/microsoft-whiteboard-blog/announcing-the-retirement-of-insert-document-in-microsoft/ba-p/3851230

Increased Helpdesk Queries
Helpdesk teams will likely see an increase in queries related to the change, as users seek assistance with alternative methods for document insertion.
   - roles: Helpdesk Staff, IT Support
   - references: https://techcommunity.microsoft.com/t5/microsoft-whiteboard-blog/announcing-the-retirement-of-insert-document-in-microsoft/ba-p/3851230

Configutation Options**

XXXXXXX ... paid membership only

Potentional Risks**

XXXXXXX ... paid membership only

IT Security**

XXXXXXX ... paid membership only

explanation for non-techies**

XXXXXXX ... free basic plan only