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When you decide you're going to share a notebook here in OneNote 2010, you have the opportunity to invite people to share the notebook, a link is sent out via email, but at anytime you can go back and send out those email links as needed and we're going to talk about synchronization as well. As changes are made to a notebook, no matter how many people are accessing it, those changes are saved and synchronized automatically. So we're going to look at the settings and how we can adjust them. Let's start by working with a notebook that's already shared, in this case, our TwoTrees11 notebook, and if you've been following along you may have shared this notebook already.
If you're jumping to this lesson, you'll need to go through the process from Backstage View of sharing this notebook, either by placing it on the network or using a Windows Live account for example. You know it's shared when you see this little icon for synchronization. This icon is very useful and I'm going to talk about it in a moment, but right now, let's say there are others out there who need to have access to this notebook and they're just not aware of the location and even that they have access to it. We're going to send out email invitations by going to Backstage View, so you can click the File tab. With Info selected, you're going to see each of the notebooks that you have open listed here and you'll also see a link to invite people to the notebook.
So let's click that. It takes us to the Share section now, for that particular notebook and down below, click the E-mail others about the notebook link and it's going to launch your default mail application. In my case, Microsoft Outlook. I've got a brand-new message here. So I've already got the subject, Invitation to OneNote notebook called TwoTrees11, and this is a link that they'll actually be able to click to access the notebook. Who? Well, whoever we type in the To field. So you can use your To button to go to your contacts or just type in some addresses here. I'm going to type in a dummy address and click the Send button.
So it sends out the message. You may have to login, if you haven't already, and the message is sent out with the link and the person receiving that message will be able to click the link to access the notebook, in this case, on the network. Of course they'll need access to that network, but if they've got permission, they'll have no problem opening it up. Now let's just talk about synchronization. As I mentioned the default is as changes are made they're automatically saved. Notebooks are synchronized.
So if multiple people are accessing a notebook at one time, all of those changes are updated on the fly. Well, we already saw when we went to Backstage View by clicking the File tab that for any of our notebooks we can view the Sync Status over here on the right. When you click View Sync Status, you're going to see there's dialog box open up. Notice that the default, Sync automatically whenever there are changes. That's the default. There's a Sync Now button, so you can synchronize notebooks immediately.
And then down below you're also going to see Sync Progress for any of your notebook locations. I'll just click Close for a second because there's a faster way to get there. Each notebook has its own icon and as you hover over the synchronization icon, you'll see the status. In this case our notebook is up to date, and we can click it to view the sync status and those settings. So click this and it'll open up the exact same dialog box we just saw. Now, if you prefer to do the synchronization yourself, you can choose to work offline. By clicking Work offline you'll see the No sign appear over those icons and at any time you can click the Sync Now button to create the synchronization.
And of course anytime you can switch back to have those synchronizations done automatically. Down here on the list, you might see flashing green bars as synchronization takes place, and you can click any of these to sync them as well. Sync the Selected notebook, and if you wanted to go to any of these notebooks to sync them up automatically. Now the Sync Now button will automatically sync all of your shared notebooks. This is the way that you go to select a specific notebook to be synchronized.
So with automatic synchronization on, we can click Close and just know that no matter how many people are sharing our notebook, working on it at the very same time, even the same page, those changes will be synchronized automatically on the fly for us.
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