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In OneNote 2010 Essential Training, instructor David Rivers demonstrates how OneNote can be used to take notes, organize thoughts, do research, and collaborate with others on projects. This course shows how to quickly add rich content to notebooks, format the content with OneNote's new formatting and styles capabilities, organize information to suit individual needs, and retrieve information effectively. It also shows how to take advantage of the robust OneNote 2010 sharing and collaboration features like Outlook integration, change highlighting and page versioning, wiki-style linking, and the OneNote web applications. Exercise files accompany the course.
By now you know that OneNote 2010 is an excellent tool for organizing content, making it easily accessible and easy to find, but the big advantage to using a program like OneNote is the ability to share your content. So many people can be accessing the same notebook, even updating that notebook at the same time, everything saved automatically for you. But first you need to be able to know how to share a notebook and that's we are going to do right now. We are going to share a new notebook and an existing notebook. So let's start with the new one. We will go up to the File tab to access Backstage View and click New.
Now as soon as you click New, you have got some options for storing your notebook and choosing where. One option is the Web. If you got a Windows Live account, you will see down below for the Web location Windows Live. And if you don't have a Live account you can sign up for Windows Live. And there is something called SkyDrive there where you'll be able to upload anything you need, including a OneNote notebook, and be able to access it from any computer thatt's connected to the internet, or even use a browser with the OneNote Web App. Another popular option is to use a network.
If you're connected to a network, all you have to do is type in the name. Let's use Trade Shows 2010 and then type in the network location. Or you can use a Browse button to browse your network. What you'll see in the left hand side of this Select Folder dialog box is a list of networks you're connected to. You simply select it and the location, and I am going to go to Public, Documents, that's the folder name, click Select, and Trade Shows 2010 will then be created in that location.
Anyone who is connected to this network will have access to the notebook that I am creating. So let's click Create Notebook. Now as soon as you do that, you can see the notebook is being created here but there is a dialog box that the notebook is created. It's accessible to anyone with permissions for that network location. Do you want to e-mail someone about the notebook? So at this point, if you were to choose E-mail a Link, you'll be able to access your default mail application. In this case, Microsoft Outlook for me. And e-mail out the link to that location, to that notebook, to anyone who has permission to access it.
So let's click No, Thanks and we can do that ourselves. Notice that Trade Shows 2010 now shows up as one of our open notebooks and it looks different than our TwoTrees notebook that we've been using in this chapter. It's got this little icon indicating that it is shared. This is something that is shared and will be synchronized. So if many people are accessing it at the same time, even the same page at the same time, those changes will all be synchronized and you'll never have to update or save those yourself. So you got a new blank section and you are ready to go.
What about an existing notebook though? Like our TwoTrees notebook. We will switch back to that one by clicking it. Notice the book is open now and the Trade Shows book appears closed, if we look at the icon. But we don't see that Sync icon there so we need to share this. And to do that we go to Backstage View again by clicking the File tab. This time though we are going to click Share. Now from here you'll see the name of your current notebook and if you want to change it you could. Any open notebooks appear on this list, but we are going to leave it at TwoTrees11. Where do you want to share it? Again, you can go to the Web using your Windows Live account or choose a network location and when you do that, you can type in the location or click the Browse button to browse to the appropriate network.
So let's go to the same location and you can choose your own location as well. Once you have got the folder, click Select and then click Share Notebook. Again, you're going to see the same message appear. If you needed to e-mail anyone to tell them about this, you could use E-mail a Link or choose No, Thanks if you want to do it yourself. You can see what's happening now. This little icon appears next to the name of the notebook. So all of that information that appears in the various sections of your notebook is being uploaded to that location and it will be accessible to anyone who has access to that area of the network.
Eventually it will be done syncing and you see little checkmark indicating that it has been synced and it's ready to be accessed by anyone who can connect to that network location. So taking a new notebook and sharing it very simply you do it along the way, as you're creating it or you can take any notebook you have and simply share it by going to Backstage View and using the Share option.
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