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

1. Onenote Notebook Template
2. Location Of Onenote Notebooks
3. Onenote Notebook Disappeared
4. Onenote Notebook Location

• Open Closed Notebook. You can close a notebook in OneNote to declutter the interface.
• OneNote doesn’t recognize the notebook I’m trying to import. If OneNote rejects a notebook file that you’re trying to import, it’s likely that you’re trying to upload the original Zip file that was created when you previously downloaded the notebook.

OneNote is a digital notebook that automatically saves and syncs your notes as you work. Type information in your notebook or insert it from other apps and web pages. Take handwritten notes or draw your ideas. Use highlighting and tags for easy follow-up. Share notebooks to collaborate with others. Access your notebooks from any device.

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.

2. Click File.

3. Select Share from the list on the left.

4. 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.

5. Navigate to the destination in OneDrive.

6. Enter the same name or a new name for the notebook.

7. 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

2. Select Share.

3. Select Share with People.

4. Enter names or email addresses of invitees in the Share with People window.

5. Click on the drop-down box on the right.

6. Choose if each recipient can edit or view the notebook.

7. Modify the outgoing message if necessary.

8. 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.

2. Select Share.

3. Select Share with People.

4. Move to the Shared with section and view the invited individuals.

5. Right-click the name of a user.

6. Choose Remove User from the drop-down to revoke access.

7. 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.

2. Click Share from the left pane.

3. Choose Get a Sharing Link.

4. Click Create a view link to generate a view-only link.

5. Click Create an edit link to generate a view and edit link.

6. 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.

1. Click File.

2. Click Share from the left pane.

3. Choose Share with Meeting.

4. 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

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.

2. Click the Home tab in the navigation ribbon.

3. Select Email Page in the Email group.

4. The page contents will be populated in an Outlook New Message email body.

5. Enter a recipient in the To: field

6. Enter text in the Subject field

7. Add any additional text in the message body.

8. 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.

2. Click Info.

3. Click View Sync Status.

4. Choose Sync All to sync all shared notebooks simultaneously.

5. Choose Sync Now next to notebooks to sync manually.

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

1. Navigate to the row of section tabs.

2. Right-click on the section you wish to secure.

3. Select Password Protect This Section from the down-drown list.

4. Navigate to the Password Protection pane that appears on the on the right side of the OneNote Window.

5. Click Set Password under the Current Section listing.

6. Enter a password in the Password Protection dialog box.

7. Re-enter the password to confirm.

8. 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.

2. Select Password Protect this Section from the drop-down list.

3. Select Remove Password from the Password Protection pane.

4. Enter the current password in the Remove Password dialog box.

5. 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.

Similar Posts

This article will let you know how to export your OneNote Notebook and Classroom Notebooks so that you are able to transfer them to another user. The current transferring method for OneNote Notebook and OneNote Classroom Notebooks will only export in the Windows operating system using the OneNote 2016 application. The person who the Notebook is transferred to can use Mac or PC to receive the file.

Note: You must use the OneNote 2016 application. The OneNote tablet application does not have the same features.

Exporting Your Notebook

1. Open the Notebook you wish to export and transfer to a new user in your OneNote 2016 Application.
   • If your OneNote is saved locally on the computer open it as you usually do.
   • If the OneNote is saved only online click Open in OneNote (Figure 1)
   • If it doesn’t already say Open in OneNote 2016 and asks you to choose an application, choose OneNote 2016.

Figure 1:

Note: If OneNote 2016 is not downloaded on your PC please look at Installing Microsoft Office from Office 365

2. Once in the OneNote 2016 application click File (Figure 2)

Figure 2:

3. Click Export (Figure 3)

Figure 3:

4. Under Export Current: click Notebook
5. Under Select Format: click OneNote 2010-2015 Section (*.one)
6. Click Export (See Figure 4 for all three steps)

Figure 4:

Onenote Notebook Template

7. Choose a local location to save the Notebook, then change the file name to whatever you would like.
8. Click Save See (Figure 5)

Figure 5:

Your Notebook has now been exported and is ready for transfer to another user via email. Once confirmed that the user is able to open the Notebook, you may delete it.

Importing a Notebook Transferred to You

1. Download and save the file locally to your computer
2. Drag the file into your OneDrive using your OneDrive folder on your computer or in the Web Browser
3. Open the file in the Web version of OneNote by double clicking the file in your OneDrive
4. If you wish to use the OneNote Application from the Web Browser click Open in OneNote

Location Of Onenote Notebooks

For more information on moving files into your OneDrive look at Uploading Files to OneDrive

Need Technical Assistance?

Onenote Notebook Disappeared

Please contact the Technology Support Center at (309) 438-4357 or by email at SupportCenter@ilstu.edu

Onenote Notebook Location

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