Microsoft Teams Whiteboard vs. Miro

Which one should you choose?

If your organization already works in Microsoft 365 and mostly needs quick sketching, brainstorming and note capture during Teams meetings, Microsoft Whiteboard in Teams is usually the simpler choice. It opens inside the meeting, uses the same work accounts and keeps boards in your Microsoft environment.

If whiteboarding is a core part of your work, such as facilitated workshops, long-running planning boards, detailed diagrams or collaboration with people outside your company, Miro is usually the stronger fit. It is a dedicated visual collaboration platform with a broader template and integration ecosystem. The trade-off is a separate service, separate accounts or licenses, and data handled by another vendor.

How each tool works

Microsoft Whiteboard is a Microsoft 365 app that is built into Teams meetings and is also available outside Teams on supported platforms. In a meeting, participants can open a shared board from the sharing options and draw, type, add sticky notes, use templates and react to content. Because it is tied to Microsoft 365 accounts, sign-in, sharing and retention generally follow your organization's tenant settings.

Miro is a standalone online whiteboard with an infinite canvas, a large template library, diagramming tools and facilitation features for workshops. It works in a browser and in its own apps, and it offers an app for Teams so a Miro board can be used in a meeting or channel. Access depends on Miro accounts and the plan your team holds, not on your Microsoft 365 licenses alone.

Features, plan limits and integrations in both products change over time and can differ by license, admin policy and app version. Treat any feature list, including this one, as a starting point and confirm details in the current product documentation and in your own admin settings.

Matching the tool to the task

• Quick ideas during a Teams call: Whiteboard is already in the meeting, so there is nothing extra to install or invite people to.
• Recurring retrospectives or planning sessions: Miro's templates and persistent boards suit work that is revisited over weeks.
• Workshops with external clients or partners: Miro is often easier when participants are outside your tenant, while guest and external access in Whiteboard depends on your organization's policies.
• Process maps, architecture sketches or user flows: Miro's diagramming tools are generally more extensive.
• Strict data governance: Whiteboard keeps content within Microsoft 365 controls your admins already manage; Miro requires a separate security and compliance review.
• Tight budget for occasional use: Whiteboard comes with eligible Microsoft 365 plans; Miro's free tier has limits on boards and features, so check current plan terms.

A practical way to decide is to run the same real session in both tools with the people who will actually use them. Note where participants got stuck, whether everyone could join and edit, and whether the finished board was easy to find and share afterwards.

Limits and related questions

Where are the boards stored? Whiteboard content is tied to Microsoft 365 storage and policies, while Miro stores boards in its own cloud. Do not assume either location meets your retention, export or residency requirements; verify with your administrator and the vendor's current documentation before putting sensitive material on a board.

Can you use Miro inside Teams? Yes, through the Miro app for Teams, if your admin allows third-party apps. Participants may still need Miro access to edit, so test the sign-in flow before an important meeting.

What about drawing on a physical whiteboard during a call? Neither digital board replaces a camera pointed at a real board. If you do this, grant camera permission to Teams or your browser, confirm the selected camera is the one facing the board, and use even lighting without glare. Higher resolution helps handwriting stay readable, while frame rate matters less for a mostly static board.

Can you move work between the two? Both tools offer export options such as images or documents, but formats and fidelity vary. Plan for a one-time export rather than ongoing synchronization, and check what is preserved before relying on it.