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How to Allow External Users to Access Microsoft Whiteboard in Teams Meetings
Question details
The user wants to know if external meeting participants without Microsoft accounts can view and collaborate on a Microsoft Whiteboard during a Microsoft Teams meeting.
- Product
- Microsoft Whiteboard
- Device & OS
- not provided
- Scenario
- Hosting a Microsoft Teams meeting with external participants who do not have Microsoft accounts.
- Observed behavior
- External users need to be granted access to interact with the Whiteboard during the ongoing Teams session.
Verify that you have Microsoft 365 or Microsoft Teams administrator privileges, as enabling external access to Whiteboard requires modifying organizational policies.
Configure Microsoft Teams and Microsoft 365 Admin Settings
This solution explains how a Microsoft 365 administrator can adjust organizational sharing settings to permit external users to collaborate on Whiteboard during a Teams meeting.
By default, external participants or anonymous users without Microsoft accounts may be blocked from interacting with apps like Whiteboard in Teams meetings. To allow them to view and collaborate, your organization's administrator must enable specific app interaction and external sharing policies.
Log in to the Microsoft Teams Admin Center. Navigate to 'Meetings', then select 'Meeting settings'. Find the setting for 'Anonymous users can interact with apps in meetings' and toggle it on.
Open the Microsoft 365 Admin Center. Go to 'Settings', select 'Org settings', and then click on 'Whiteboard'. Ensure that the option to share whiteboards with external users is checked and saved.
Start your Teams meeting, click the 'Share' button, and select 'Microsoft Whiteboard'. External users will now be able to collaborate on the canvas temporarily for the duration of the meeting.
Simplify Document Collaboration with WPS Office
While Microsoft Teams and Whiteboard are excellent for real-time brainstorming, collaborating on standard documents with external users can sometimes involve complex permission hurdles. WPS Office offers a free, lightweight alternative that allows you to easily create, edit, and share documents with anyone, regardless of whether they have a specific account.
- 1. Download and install WPS Office: Get the free WPS Office suite from the official website and install it on your device.
- 2. Create or open a document: Open your Word, Excel, or PowerPoint file directly within WPS Office.
- 3. Share with external users: Use the built-in share feature to generate a link or send the file directly to external collaborators.
Frequently Asked Questions
Can external users access the Microsoft Whiteboard after the Teams meeting ends?
Generally, no. Access for external or anonymous users without Microsoft accounts is temporary and typically expires once the Teams meeting has ended.
Why are external users unable to see the Whiteboard when I share it in Teams?
This usually happens because the organization's administrator has not enabled the 'Anonymous users can interact with apps in meetings' setting in the Teams Admin Center, or external sharing is disabled in the Microsoft 365 Whiteboard settings.
Do external participants need to download the Microsoft Whiteboard app to collaborate?
No. When shared during a Teams meeting, external participants can view and draw on the Whiteboard directly within the Teams meeting window or via their web browser.
