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One of the best new ways of sharing a notebook in OneNote 2010 is to make use of the Web. If you have Windows Live account, you can use your SkyDrive to store the Shared notebook, allowing you to access it from any computer that's connected to the Internet. You don't even need OneNote installed. You can use your web browser. Let's take a look at all of these using our TwoTrees 12 notebook. If you've even following along with me in this chapter, you can close up any shared notebooks, and open this one up. It's not shared, but we're going to share it.
You can create a new shared notebook using your Windows Live account, or you can share an existing notebook, like we're going to do with our TwoTrees12 notebook here. Just click the Share tab. You'll notice the button for creating a new shared notebook. You'll just have to enter the name of your new notebook before choosing the Web. In this case, though we're going to share an existing notebook. So we're going to click the Share This Notebook button, which takes us to the Share section in Backstage view. We see the name of our existing notebook.
We don't have to type anything in. With Web selected, you'll see some options down below. Now if you're not already signed in to a Windows Live account, you have the opportunity to launch your browser and sign in using Windows Live SkyDrive, the link that you see at the top of this section. If you don't have a Windows Live account, you can create one by clicking Sign up for Windows Live SkyDrive. Then you'll have somewhere to store your shared notebook. If you already have your account, and you don't need to launch your browser and get into it, you can simply click the Sign In button. Let's do that.
Now of course, you will need a Windows Live account to be able to follow along with me here. You'll be prompted for the e-mail address and password you use to login to Windows Live. You'll need to enter those. When you click OK, you'll notice some changes here. With a Windows Live SkyDrive, you automatically get two folders. One called My Documents. That's shared just with yourself. So you have access to storing things on the Web, which means of course that no matter where you are in the world, if you're connected, you can get to those contents.
You also have a Public folder by default. That's shared with everyone. So anyone can get in there. You can share your contents with anyone you'd like using the Public folder. You also have the ability though to create a new shared folder. So when we click New Shared Folder, you will be taken over to your Windows Live account. You may have to sign in. Here we are in our default browser. Then you'll be prompted for the name of your new shared folder. So let's just type in TwoTrees here.
At this point, you can change, who the folder is shared with. We can see by default it's set to Just me. So you'll be able to share with yourself. But you can change that at any time and invite anyone you like to have access to this folder. But you can do that again at anytime, so let's just click Next for now. This will create the new folder. It's empty. That's what we're looking at right now. The contents of this new folder called TwoTrees. There it is. Again, the status, Shared with Just me, but we can click that link at any time if we want to change those permissions.
But for now, let's just go back to OneNote and see what's going on over there. Something has changed right now. Under Web Location, you can see something has happened. There is a message here. When we create a new folder on SkyDrive, we have to click this Refresh button to update the folder list. So let's do that. Now we see the Documents folder, the Public folder, and the new one that we just created. This is where we want to store our newly shared notebook called TwoTrees12. So we select that and then Share Notebook.
Now this is going to upload the notebook right to that new folder called TwoTrees in our SkyDrive on our Windows Live account. There is the same message we see when we share notebook, no matter where we share it. E-mail a link to people, we want to invite to access our notebook, or put it off by clicking No, Thanks. So we can do it manually, or at anytime we can send them an e-mail to give them access to the link. Notice what's going on here. Next to the name of our notebook now we see this little Sync icon, indicating that it is a Shared notebook.
You'll also see as you hover over the name, the full path that takes you to that location. Now in this case, we have OneNote open. We're working with the shared notebook. But you don't even have to have OneNote to access a shared notebook that's been stored on the Web. You can use the Web app. So let's just go over to our Windows Live account. We'll flip back to the web browser. Let's just go back a step here. When you look at the path for your TwoTrees folder, I'll just go back to the Office.
You'll notice your TwoTrees notebook in there. Anything else you might be sharing with people. Notice also to the right here, we've got icons for the Web versions. These are the Web apps for Word, Excel, PowerPoint, and there it is OneNote. Now these are not fully functional versions of these applications. There will be certain commands and functionality that's missing. But you really don't have to have anything installed. They're free applications. Meaning you can access your notebooks without even having OneNote installed on the computer that you're connected with.
Now over here where we see TwoTrees, as we hover over the name, you'll notice we can edit right in our browser. This will open up that Web app I was talking about, allowing us to make changes to our TwoTrees notebook without even using OneNote. We can also go to Share here to change who we are sharing this with. Notice it's a little drop-down. You can edit the permissions right from here, even send that link when you're ready to send it to anyone you want. With the More drop-down, you can Download.
So, additional contents, or access the properties for this notebook directly from here. Remember we're not even using OneNote to do all of this. We're using the Web app. So let's see what happens when we click Edit in browser. After a second, there it is. There is the page we were looking at in OneNote. There is our notebook called TwoTrees12. Notice it's on SkyDrive. We've got all of our sections down the left-hand side here, as well as the various pages in each section. So we can navigate through the entire notebook.
You'll notice that we've got a version of the Ribbon you might be used to using in your full OneNote application. With a Home tab, and Insert tab for inserting things like pages, sections, pictures and so on. We've also got a View tab for changing the various views. So many of the features and functionality you are used to using in the full OneNote application are available to you right here from the ribbon. We'll go back to the Home tab. Notice at the very end there is something here that you open this OneNote. This is actually going to launch the actual application, if you've got it installed, where you'll have full functionality and full access to all of the features you're used to using.
But here we are in the Web app working on our shared notebook. We don't even have to have OneNote installed. So if you do plan on sharing a notebook, and you want to be able to share it with anyone in any location, even with people who don't have OneNote, consider using a Windows Live account and SkyDrive.
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