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Synchronizing notes with Windows Live

From: OneNote 2010 New Features

Video: Synchronizing notes with Windows Live

One of the brightest new features in OneNote 2010 is the ability to share your notebooks over the web. If you have a Windows Live account, you can use SkyDrive now to store the notebook, share it with others who can access it from any computer connected to the Internet from anywhere, and in fact you don't even have to have OneNote installed to be able to view and edit the contents. We're going to start in this lesson by simply sharing a notebook. We're working with the TwoTrees notebook. With the User Conference tab selected, I'm looking at my Conference Overview.

Synchronizing notes with Windows Live

One of the brightest new features in OneNote 2010 is the ability to share your notebooks over the web. If you have a Windows Live account, you can use SkyDrive now to store the notebook, share it with others who can access it from any computer connected to the Internet from anywhere, and in fact you don't even have to have OneNote installed to be able to view and edit the contents. We're going to start in this lesson by simply sharing a notebook. We're working with the TwoTrees notebook. With the User Conference tab selected, I'm looking at my Conference Overview.

You could really have any notebook opened at this point though, looking at any of the sections and pages. Now if you wanted to create a brand-new notebook and share it using the web, you would go to Share tab and use the first button in the Shared Notebook group, which is to create a new Shared notebook. You'd have to provide a name for you notebook and then choose the web as the location. But if you already have the notebook, you would choose Share This Notebook. So let's click there. Now you don't have to provide the name. It's already provided. Share On with Web selected, you're going to see these options down below.

Now if you're not already logged in to your Windows Live account, you can do so by clicking the Windows Live SkyDrive link. This will launch your default browser and allow you to sign in. If you don't have a Windows Live account, you can use the link at the bottom, Sign up for Windows Live SkyDrive. And now you'll have that free space. Or if you already have your account and you don't need to launch the browser and go sign in, you can do it right from here in OneNote by clicking the Sign In button. As soon as you click there, you will see all of the options available to you. If you're already signed in, you won't be prompted for your username and password or your email address and password.

And if you are signed in, you'll just see what's available to you on your SkyDrive. In my case you're seeing the defaults. A folder called My Documents, which is automatically shared with just me. So it is a shared folder but I'm the only one with the access. There is also a Public folder that is shared with everyone. You would only put things in the Public folder that you would let anyone access. The other option is to create a new Shared Folder. Let's do that. We'll click New Shared Folder. It's going to flip you over to your Windows Live account. And if you're already logged in, you're going to see we're ready to create a new folder called New Folder, but we type right over that.

Let's type in Two Trees and click Next. Now by default, you're going to have an empty folder that's shared with just you. If you want to change permissions, click the Just me link and click Edit permissions. Here's where you can go to decide who has access to it. Now if you've got friends set up in Windows Live, you can go up a level to Some friends. Here you'll see those friends can add, edit details, and delete files. You can go up to Friends, which is a higher level, My friends and their friends, or Everyone, which is the same as a public folder.

So let's just go down to Some friends here. Click the drop-down. And let's say we only want them to be able to view not actually change those files. Now down below you can add specific people if you wanted to by entering an e-mail address. Go ahead and type one in if you've got one handy and click Save. Now you're going to see a list of who has access to it as soon as you send off your message. So you can see I'm sending a message. You can add a little bit of a blurb here if you wanted to, but let's just click Send and off it goes.

So we changed permissions for this folder. And down below you can see the status has changed to people I selected. And you can always go back there to see who that is. But let's switch back to OneNote now because all we've done is shared our current notebook. And you can see here after creating a new folder on Windows Live SkyDrive like we just did, we have to click Refresh to see the updated folder list, so the two default folders and our new one called Two Trees. We haven't shared the actual notebook. All we've done is created the folder that will be shared with people.

Now when we click Share Notebook, it's our current notebook that will be shared. You can see it's connecting to the notebook location and it will be uploaded there. And just like when we share a notebook using a network drive for example, you'll have the opportunity to send that e- mail to people telling them about this shared notebook, providing the link so they can go directly to it and access the information in the notebook. And there we go. There's that message. You may be prompted if you're not signed in to add your email address and password to create the actual shared notebook on the web, but you will eventually see this message allowing you to e-mail a link to the people that you want to share this with or simply click No, Thanks and just know that it has now been shared.

It's available to you over the web in your Windows Live SkyDrive. So in the next lesson we'll talk about how to access that using a browser and the Microsoft OneNote Web App.

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OneNote 2010 New Features

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David Rivers
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