Sharing a collaborative canvas, exporting its contents, and restoring an earlier version are separate tasks—and the details vary by app, account type, workspace policy, and device. Before sending a link, check who can open it and whether they can edit. Before treating an export as a backup, check what it preserves. Before restoring history, find out whether the app replaces your working file or creates a separate copy.
How do sharing permissions work?
A link is not automatically an invitation for anyone to edit. Check the people or audience it covers, the permission attached to it, and any organization-wide rules. In Microsoft Whiteboard, Figma, and FigJam, the route used to share can change what recipients are able to do.
Microsoft Whiteboard: organization and external access
Microsoft’s getting-started guide describes inviting individuals or groups and choosing Can edit or Can view. The standard collaboration described there is with people in the same organization. Sharing with someone outside it has additional requirements: the external person needs an eligible account and guest relationship, and the organization must permit external file sharing. Microsoft says external participants must be invited with a Share with specific people link; an organization-wide link does not work for this case. See Microsoft’s Whiteboard sharing guide and external-sharing guidance.
There is no single external-sharing rule for every Whiteboard scenario. Microsoft’s administration documentation distinguishes Teams meetings and calls, native clients, and storage arrangements. Newer boards stored in OneDrive for Business can behave differently from older boards stored in Azure. For example, a Whiteboard added as a Teams channel or chat tab supports collaboration within the tenant but not external users or Teams guests in that scenario. Check the applicable row in Microsoft’s sharing and access scenarios and your organization’s settings rather than assuming Whiteboard either always allows or never allows outside collaborators.
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Figma and FigJam: live files versus a past version
Figma says file links are live by default: recipients open the current file, which can continue changing. A link to a specific previous version instead lets a collaborator view that iteration while work continues. The recipient needs edit access to view a previous-version link, according to Figma’s version-history guidance.
FigJam also documents view-only exploration and temporary open sessions that can allow editing for up to 24 hours. That is a distinct access mode, not the same thing as an ongoing file link or a link to a historical version. Details are in Figma’s FigJam file-exploration guide.
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Can you export a board to PDF or CSV?
Usually, but formats and fidelity differ. A PDF or image is useful for viewing or distributing a snapshot; CSV can preserve selected structured information. Neither should be assumed to recreate a fully editable canvas. Availability may also depend on plan, board permissions, browser, device, and content settings.
| App | Documented export options | Important limits |
|---|---|---|
| Miro | JPG, PDF, SVG, and CSV | PDF exports frames as separate pages. CSV includes board text and selected fields, but ordinarily does not retain board structure or relationships. Comments are omitted; frame titles appear only if represented as text widgets; voting results cannot be exported through the documented flow. CSV-exported tables retain their structure. |
| FigJam | PNG, JPG, PDF, and CSV for sticky notes and FigJam tables; board contents can also be copied into a Figma Design file. | Image formats provide a visual output, while CSV supports sticky notes and tables. These options do not mean the entire board becomes an editable native file in another app. |
Miro export choices and restrictions
Miro documents JPG, PDF, and SVG for visual exports, plus CSV for board text and selected metadata. Its export guide says frames in a PDF are exported as separate pages. It also states that high-resolution export without a watermark is unavailable on the Free plan, and its documented matrix does not support mobile board export. Check the guide for current plan, browser, device, permissions, and content-setting requirements.
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Miro explicitly warns that CSV export does not keep board structure and relationships. It is therefore a way to carry certain text and data—not a portable copy of the canvas layout. The export guide also says comments are not included in exported documents, frame titles are not shown unless they exist as text widgets, and voting results cannot be exported through the documented flow. Tables exported as CSV retain their structure.
FigJam exports and moving content to Figma Design
FigJam’s documented options include PNG, JPG, and PDF image exports, as well as CSV export for sticky notes and FigJam tables. You can also copy board contents into a Figma Design file. These are different outcomes: a raster or PDF export is a visual record, CSV carries supported structured content, and copying into a design file moves board contents into another workspace format. Consult Figma’s import and export guide for the supported routes.
The same guide describes imports from common image formats, CSV data as tables, PDF, and certain video formats; imported GIFs are static. Those import capabilities do not make an export a complete restoration or backup of the original board’s editable objects and relationships.
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How does version history and recovery work?
History can help inspect changes and recover a prior state, but retention, eligibility, and the result of a restore differ by product. In particular, a restore may create a separate board or alter the file’s current state; know which before proceeding.
Miro: restore creates another board
Miro says boards are backed up every hour when a change has been made and at the end of each collaborative session. Saved board-history versions are retained for 90 days. The owner, co-owner, and eligible editors can use history; editor eligibility depends on team membership and whether copying board content is allowed. Miro also cautions that unforeseen network issues can prevent a backup. See Miro’s board-history documentation.
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Restoring a Miro version does not overwrite the original board. Miro creates a separate board with a dated default title, leaving the current board intact. Review the restored copy and decide how to continue working from it. Because a backup can occasionally fail, history should not be treated as an infallible substitute for a separate backup or export.
Figma: view, duplicate, share, or restore a version
Figma’s version history supports viewing snapshots, creating and naming versions, duplicating a past version into a new file, sharing a specific version, and restoring. Anyone with Can view access may browse history, while only people with Can edit access can create, name, remove, or restore versions. The documented history window is 30 days for Starter-team members; Professional and Education teams or organizations can access the entire file history. Figma’s version-history guide explains the controls and access rules.
Figma describes restoring as non-destructive and adds autosave checkpoints around the restore. Comments from later versions remain, but comments that were deleted are not recovered. If you need to preserve the current state independently before restoring, duplicate a historical version into a new file or create a checkpoint first.
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What should you check before sharing or recovering a board?
- Recipient and scope: Identify whether access is for named people, your organization, or another audience. For external Microsoft Whiteboard collaborators, confirm the guest and tenant requirements and use the specific-people route where required.
- Permission: Verify view versus edit access; do not infer editing rights from the existence of a link.
- Export purpose: Choose PDF or an image for a visual snapshot, and CSV only when the fields and structure it carries are sufficient.
- Portability: Check whether comments, layout, relationships, frames, or editable objects survive the export. A visual or CSV export is not necessarily a restorable native board.
- Recovery outcome: Confirm whether restore changes the existing file or makes a separate copy, and whether your role is allowed to use history.
- Independent copy: For important work, keep a separate backup or export as well as relying on version history.
Microsoft Whiteboard availability for personal accounts
Microsoft says standalone Whiteboard apps used with personal Microsoft accounts are scheduled to retire on October 16, 2026. As of October 5, 2026, that date is still upcoming. The notice says work or school users can continue through the listed web, Teams, and OneDrive entry points. Personal-account users should consult Microsoft’s retirement notice for current transition details.
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