Microsoft OneNote - Sharing and Collaboration with others

Overview

Notebooks can be shared by others for collaboration. The online version of Microsoft OneNote allows real-time collaboration so multiple users can edit a notebook at the same time.

Procedures

Share with People

Using this option allows you to enter the names or e-mail addresses of those who you would like to share the current notebook with, as well as the type of access that the recipients can have to this notebook. A message can be included, as well as see who this notebook has already been shared with.

1. Click File in the upper left corner, and then click Share.
2. Choose Share with People and the Share screen for that notebook appears.
3. Begin typing the name(s) or e-mail addresses(s).
4. Choose what access this person or group will have (Can edit or view)

[Can edit and Can view access highlighted from the drop-down menu under Share]

5. A message can be added letting the person or group know the name and details about the notebook, etc.

6. Share link with – The default is set to People in your organization with the link can edit, however this can be changed. Click this default to see sharing settings.

a. You can now change the Share the link with and once you click Apply this new option becomes the default.

[Share settings dialog box showing: Share the link with, anyone, people in RPI, People with existing access or people you choose, along with More settings to change sharing access]

7. Click the More options (three dots) and then choose Share in Outlook and Outlook opens to a new email.

[More options showing Share in Outlook option highlighted]

8. You can also just copy the link to the clip board by choosing the Copy link button or click Send.

Share using the Share button in a Notebook

1. With a notebook open, click the Share button in the upper right corner.
2. Choose Share Entire Notebook or Copy Link to Notebook

[Share options, Share Entire Notebook and Copy Link to Notebook highlighted]

• • • Share Entire Notebook: If you wish to share your entire notebook with a specific person, you must first obtain that person's email address. Then, you can easily grant the receiver editing or viewing permissions.
      
      
    • Copy Link to Notebook: If you want to share your notebook with many people in your organization, you can send them a link exclusive to your notebook. https://www.makeuseof.com/tag/use-microsoft-onenote-work/

The Share window appears.

3. Add a name, group, or email address.

4. Type a message below.

[Share window highlighting the name, group or email address field, message and what group will have access to the notebook, i.e. People in your organization with the link can edit]

5. Choose Anyone, People in your organization (RPI) with the link can edit, People with existing access, or People you choose.

6. Choose under More settings what access this person/group should have. Then click Apply.

[Share settings showing an arrow to a More settings box to the right]

Another way to Share a notebook

1. File -> Share ->Share with People and the Share window appears.

References/Links

Sharing OneNote: How to Share OneNote Notebooks

Last Reviewed:  16-Nov-2023