Onenote Shared Notebook



From to-do lists and recipes, to vacation plans and important contact info, the family notebook from OneNote is one convenient destination for your family's information. Everyone on the same page Automatically shared with everyone associated with your Microsoft family account. In Microsoft OneNote 2010, you can share a notebook so that you can access it on other computers or on the Web, or so that you can work in it together with other people. Taking notes as a group is a collaborative process. As a collaborative tool, OneNote offers far more than the ability to send static notebook pages via e-mail. Do the following: In OneNote for Windows 10, open the notebook you want to share. In the upper right corner of the app window, click or tap Share. Note: If you don’t see the Share button, you might be. In the drop-down box on the Share task pane that opens, select This notebook.

  1. Open Shared Notebook Onenote 2016
  2. Onenote Shared Notebook Synchronization
  3. Onenote Shared Notebook Notifications
  1. Collaborate in Real-Time in Microsoft OneNote. Real-time collaboration means more than one.
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If you’ve adopted OneNote as your note-taking program of choice, you’ll probably want to share or send a Notebook at some point. Luckily, OneNote makes this quite easy. I’ll note that the instructions below also apply to individual Sections in Notebooks! There is also a difference between sharing and sending–when you share a Notebook, you’re sharing a ‘living’ document that will always be up-to-date, while sending a notebook just sends a copy of a specific file.

Share a Notebook

Sharing a Notebook (or Section) allows you to share a ‘living’ document with people– depending on the permissions you set, users can either view or edit the document. To share a Notebook:
Right-click the Notebook and select “Share This Notebook”:
On the next screen, enter the name or address of the people you’d like to share the document with. You can set their permissions to either “Can edit” or “Can view” (this is easy to change later). Click Share when finished:

Send a Notebook (or Section, or Page)

To email a copy of a Notebook, we actually need to export it first. Select the Notebook you need (same as above), but this time, click on File:
Select Page, Section, or Notebook depending on your needs. I recommend choosing OneNote Package as the file type unless you know it won’t be used in OneNote:
Include it as an attachment in an email, and that’s it!

This sharing Onenote notebooks tutorial is suitable for users of OneNote Desktop

OBJECTIVE

Share OneNote pages or notebooks in OneNote through email, permissions, and links.

SHARING NOTEBOOKS EXPLAINED

OneNote is Microsoft’s feature-rich, digital note-taking app, regarded by some as the best online note-taking app available. Much like a paper notebook, you can organize text-based notes, images, tables, screen clippings, audio and video recordings, maps, and more into sections and pages.

Like it’s competition, OneNote allows you to share OneNote pages and notebooks through email, permissions, and links. You can control how much access you give to recipients and decide if they can view or edit the content.

HOW TO SHARE NOTES IN ONENOTE

Note pages and notebooks can be shared in numerous different ways. You can upload the notebook to OneDrive, invite people to the notebook via email, or create a sharing link for OneNote to email or message to others.

It’s worth noting that you can only share notebooks stored in OneDrive. If you have a locally saved notebook, you will need to move it to OneDrive before sharing.

UPLOAD THE NOTEBOOK TO ONEDRIVE

Locally stored notebooks need to be uploaded to OneDrive before you can share them with others. If you created your notebook in OneDrive, then you can skip this step.

  1. Open the OneNote notebook that you wish to share on OneDrive.
  1. Click File.
  1. Select Share from the list on the left.
  1. Select your OneDrive account in the Share Notebook pane.

NOTE: If you haven’t signed in yet, click Add a Place to sign in to OneDrive.

  1. Navigate to the destination in OneDrive.
  1. Enter the same name or a new name for the notebook.
SharedOnenote Shared Notebook
  1. Click Move Notebook.

SHARING ONENOTE NOTEBOOKS WITH OTHERS

Once the notebook has been uploaded to OneDrive, you can then share it with others.

There are 4 sharing options: Share with People, Get a Sharing Link, Share with Meeting, and Move Notebook.

SHARE WITH PEOPLE

You can invite people via email to share your notebook with.

  1. Click File in the navigation ribbon
  1. Select Share.
  1. Select Share with People.
  1. Enter names or email addresses of invitees in the Share with People window.
  1. Click on the drop-down box on the right.
  1. Choose if each recipient can edit or view the notebook.
  1. Modify the outgoing message if necessary.
  1. Click Share.

The names of the recipients will show underneath the Shared With section.

HOW TO REVOKE OR CHANGE SHARING PERMISSIONS FOR YOUR ONENOTE NOTEBOOK

You may decide to change permissions or revoke access to the notebook entirely for one or more users.

  1. Select the File tab in the navigation ribbon.
  1. Select Share.
Shared
  1. Select Share with People.

Open Shared Notebook Onenote 2016

  1. Move to the Shared with section and view the invited individuals.
  1. Right-click the name of a user.
  1. Choose Remove User from the drop-down to revoke access.
  1. Choose Change Permission to in order to switch between Edit or View.

HOW TO CREATE A SHARING LINK

If you want to share your notebook with your entire team or organization, sometimes it’s easier to copy and paste a link to the notebook into an email and use a group distribution list to send out. In OneNote, you can choose to create a view link or an edit link.

  1. Click File.
  1. Click Share from the left pane.
  1. Choose Get a Sharing Link.
  1. Click Create a view link to generate a view-only link.
  1. Click Create an edit link to generate a view and edit link.
  1. To disable these links, you only need to navigate back to the Get a Sharing Link screen and click on Disable view link or Disable Edit link.

SHARE A ONENOTE NOTEBOOK WITH MEETING

Notebooks are great for taking notes during an online meeting, but sometimes it’s hard for one person to keep up with all the exchanged information. You can share your notebook with others during an online meeting so multiple people can help keep the notes up to date.

Onenote Shared Notebook Synchronization

  1. Click File.
  1. Click Share from the left pane.
  1. Choose Share with Meeting.
  1. Click Share with Meeting.

A link to the notes is shared with everyone in the online meeting, and the meeting details are added to the notes page.

HOW TO SHARE A PAGE FROM YOUR NOTEBOOK

Onenote shared notebook permissions

It’s not necessary to share the entire notebook. If you prefer, you can share a single page from the notebook only.

  1. Click on the page that you wish to share.
  1. Click the Home tab in the navigation ribbon.
  1. Select Email Page in the Email group.
  1. The page contents will be populated in an Outlook New Message email body.
  1. Enter a recipient in the To: field
  1. Enter text in the Subject field
  1. Add any additional text in the message body.
  1. Click Send.

SYNC A ONENOTE NOTEBOOK IN ONENOTE DESKTOP

OneNote notebooks are stored in OneDrive and there could be multiple people accessing and editing a notebook at any given time. Due to this, it’s important that your notebook is synchronized to ensure data is updated immediately.

Synchronization is automatically turned on in OneNote 2016 as it’s a key feature, but you do have the option to change this and sync manually if you prefer.

MANUALLY SYNC NOTEBOOKS

  1. Click File in the navigation ribbon.
  1. Click Info.
  1. Click View Sync Status.
  1. Choose Sync All to sync all shared notebooks simultaneously.
  1. Choose Sync Now next to notebooks to sync manually.

Onenote Shared Notebook Notifications

PASSWORD PROTECT SECTIONS OF A ONENOTE NOTEBOOK

OneNote 2016 includes basic security options that will prevent unauthorized access to specific sections of your notebook.

HOW TO APPLY A PASSWORD TO SECTIONSIN ONENOTE

Onenote open shared notebook
  1. Navigate to the row of section tabs.
  1. Right-click on the section you wish to secure.
  1. Select Password Protect This Section from the down-drown list.
  1. Navigate to the Password Protection pane that appears on the on the right side of the OneNote Window.
  1. Click Set Password under the Current Section listing.
  1. Enter a password in the Password Protection dialog box.
  1. Re-enter the password to confirm.
  1. Click OK.

The password will activate on the section after 5 minutes of inactivity. After that, the section tab will remain visible, but the contents will be hidden behind the message ‘This section is password protected’.

REMOVE A PASSWORD FROM A PROTECTED SECTION

  1. Right-click on the tab of the protected section.
  1. Select Password Protect this Section from the drop-down list.
  1. Select Remove Password from the Password Protection pane.
  1. Enter the current password in the Remove Password dialog box.
  1. Click Ok to complete the password removal.

This is just one example of how to use the Solver add-in to solve problems and achieve the optimum result. For more information, please check out the following links:

Simon Sez IT offers full training courses on OneNote. Take a look at other, free Microsoft Office training resources.

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