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Creating a shared notebook

From: OneNote 2010 Essential Training

Video: Creating a shared notebook

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.

Creating a shared notebook

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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This video is part of

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OneNote 2010 Essential Training

64 video lessons · 24412 viewers

David Rivers
Author

 
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  1. 2m 26s
    1. Welcome
      1m 21s
    2. Using the exercise files
      1m 5s
  2. 30m 27s
    1. What is OneNote?
      6m 20s
    2. Launching OneNote and touring the interface
      6m 55s
    3. Opening, closing, and saving notebooks
      4m 29s
    4. Creating new notebooks
      2m 4s
    5. Creating, moving, and deleting sections and pages
      4m 47s
    6. Working with sub-pages
      3m 51s
    7. Creating a note on a page
      2m 1s
  3. 34m 10s
    1. Working with unfiled notes
      4m 12s
    2. Copying and pasting content
      4m 14s
    3. Adding screen clippings
      2m 34s
    4. Adding audio and video files
      5m 24s
    5. Adding pictures
      3m 1s
    6. Recording audio and video
      4m 25s
    7. Adding files
      1m 45s
    8. Adding math equations to notes
      4m 14s
    9. Sending to OneNote
      4m 21s
  4. 17m 17s
    1. Formatting text
      3m 49s
    2. Using styles from the quick gallery
      2m 14s
    3. Using bullets and numbering
      4m 8s
    4. Checking spelling
      7m 6s
  5. 29m 51s
    1. Organizing the user interface
      5m 20s
    2. Creating new windows
      2m 33s
    3. Searching a notebook
      3m 39s
    4. Creating links to pages with wiki linking
      2m 42s
    5. Tagging notes
      7m 40s
    6. Working with sections
      4m 26s
    7. Using section groups
      3m 31s
  6. 8m 14s
    1. Inserting Outlook meetings
      2m 38s
    2. Sending page information by email
      1m 39s
    3. Working with Outlook tasks
      3m 57s
  7. 15m 19s
    1. Creating a table
      3m 47s
    2. Working with rows and columns
      3m 21s
    3. Formatting tables and data
      5m 45s
    4. Moving tables and data
      2m 26s
  8. 11m 53s
    1. Working in Pen mode
      5m 29s
    2. Manipulating written notes and drawings
      4m 39s
    3. Converting handwriting to type
      1m 45s
  9. 12m 18s
    1. Using templates
      5m 44s
    2. Saving as a template
      2m 52s
    3. Choosing a default template
      3m 42s
  10. 10m 47s
    1. Setting paper size and margins
      4m 46s
    2. Changing page background options
      2m 53s
    3. Adding a background graphic
      3m 8s
  11. 8m 15s
    1. Printing notes and selections
      4m 57s
    2. Modifying print options
      3m 18s
  12. 27m 48s
    1. Saving to other formats
      4m 20s
    2. Saving OneNote content to PDF or XPS
      4m 19s
    3. Creating a shared notebook
      4m 24s
    4. Inviting others and syncing notebooks
      4m 18s
    5. Sending pages in various formats
      3m 1s
    6. Sharing notebooks on the web
      7m 26s
  13. 10m 5s
    1. Knowing who wrote what with author indicators
      3m 27s
    2. Locating newly added content with highlighting
      3m 2s
    3. Seeing past versions quickly with versioning
      3m 36s
  14. 13m 8s
    1. Automatically linking your notes to what you're viewing
      6m 22s
    2. Using the Research pane
      3m 54s
    3. Translating text with the Mini Translator
      2m 52s
  15. 18m 2s
    1. Setting display options
      6m 27s
    2. Changing email options
      4m 37s
    3. Protecting passwords
      4m 1s
    4. Setting backup options
      2m 57s
  16. 18s
    1. Goodbye
      18s

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