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Inviting others and syncing notebooks

From: OneNote 2010 Essential Training

Video: Inviting others and syncing notebooks

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.

Inviting others and syncing notebooks

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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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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