Unable to initiate/share Whiteboard on Teams Room in a channel meeting when Teams Room account is not a member of the Team/Channel

Hi @Randolph Cheng, 

Welcome to Microsoft Q&A forum. 

Thank you for your detailed explanation and for outlining the scenarios you have tested. Based on Microsoft’s current design and official documentation, the behavior you are observing is expected. 

A Microsoft Teams Rooms device uses a resource account, which is handled differently from a standard user account. Microsoft explicitly documents that Teams Rooms resource accounts do not have OneDrive for Business and therefore create temporary Whiteboard sessions: 

“Since resource accounts don’t have OneDrive, starting a whiteboard from Teams Rooms creates a temporary session.” Microsoft Learn – Using Microsoft Whiteboard on Microsoft Teams Rooms 

Because of this design, Whiteboard sharing from a Teams Room relies on meeting-scoped permissions rather than persistent file ownership. 

In a standard (non-channel) meeting, this temporary permission model works as expected, which explains why the Teams Room account can share and edit Whiteboard successfully in that scenario. 

Channel meetings behave differently. Channel meetings are tied to the underlying Team and Channel membership context. Collaboration apps, including Microsoft Whiteboard, inherit permissions from the Team/Channel. If the Teams Room resource account is not a member of the Team or Channel, it does not fully inherit that context, which can prevent Whiteboard sharing or editing. Assigning the Teams Room account as a meeting co-organizer does not override Team or Channel membership requirements. 

Microsoft documentation confirms that Teams Rooms can share Whiteboards in meetings, but it does not provide any supported configuration that allows a non-member resource account to fully participate in Whiteboard collaboration within a channel meeting. 

Relevant Microsoft documentation for reference: 

• Using Microsoft Whiteboard on Microsoft Teams Rooms 
• Share a whiteboard in Microsoft Teams 
• Manage sharing for Microsoft Whiteboard 

Regarding the behavior where multiple Teams Rooms are invited to a channel meeting when they are members of the same Team, this is also expected. Channel meetings are visible to all Team members, and Teams Rooms resource accounts may automatically process these meetings via their calendars. Microsoft has not documented this behavior as a defect, and there is currently no supported method to selectively suppress channel meeting visibility for individual room accounts. 

We understand how important this functionality is for your workflow. I recommend submitting feedback directly to Microsoft via the Feedback Portal to help prioritize this feature in future updates. 

Sharing your experience through this channel is the most impactful way to advocate for a change that would benefit you and other users.     

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