Join David Rivers for an in-depth discussion in this video Sharing links and syncing notebooks, part of OneNote for Mac 2011 Essential Training.
- One of the biggest advantages to a digital notebook, like we create here in OneNote 2011, is the ability to share, but not only share, collaborate with others on its contents. So, for example, if we wanted to have multiple people working on the company bio, we could share this notebook and allow them to have access to editing. We could be editing the same document at the same time. Now, there are other options, as well. If we wanted people to see this page, we could share a link to the page, to the section, and of course, the entire notebook.
So let's talk about sharing now. If you don't have the company bio page, no problem, you can work with any page. Just go over to the right-hand side. When you right-click a page, you'll notice that you can copy a link to the page. Now, that link goes to your clipboard. So, for example, if you were creating an email, you could paste that link into the email, send it off to people, and they would just have to click the link to see the page. Now, this is just to view. Same thing for right-clicking a section. If I right-click the Company Info tab, I could go to Copy Link to Section, same thing.
People would have a link to view the contents of the entire section. So, every one of these pages. But, if we go up to File, come down to Share, you'll notice that we can get a sharing link to allow people to View or View and Edit, and in this case, it's the entire notebook. So, let's say someone is going to be working on this particular page in this notebook. We want them to have editing access, we would choose View and Edit, give it a click, and what it's actually doing is creating the link, but it's not just sending it to the clipboard.
If we click Copy Link, yes, it will go to the clipboard. But directly from here we can email this link out to people inviting them to have access to our notebook. Let's click email link. So it'll open your default mail application, there it is. You can see the email message is already started for you. The subject is, "David is sharing a notebook". Down below is the link to the notebook. So let's send this off to somebody, maybe someone who's in a Windows environment even, and see what it's like to receive this invitation.
I'm going to type in Karen Leslie at Outlook, there we go. I could add additional information to this email if I wanted to, but for the sake of time, I'm going to click Send to send it off. And away it goes, there we go. All right now, if I was to switch over to that Windows environment where Karen Leslie is working away, you'll notice there in her Outlook.com inbox is a message from David Rivers sharing a notebook with you.
Clicking this to open it up, shows the message that we just sent and there's that link. So clicking this link now, is going to open up another tab. This is important because OneNote Online is opening up. You can see, there's the User Conference tab, Product Info. It may take a little bit of time to switch between sections and to see all of that information but there it is. If we went over to Company Info, we'll open up that section and within Company Info we see the pages and there's that Company Bio.
Now, if Karen were to try and get in here and make some changes, you can see there's nothing happening unless we go up to Edit the Notebook. With the Edit Notebook dropdown, you can see we can edit it right in Microsoft OneNote. So, if Karen happens to have OneNote installed, excellent, she can go right into OneNote to work on this. If not, no problem, you can edit in OneNote Online. That's the same as clicking Edit in Browser. So, we'll give it a click. You may need to confirm the account that you want to access.
I'm going to use this one, outlook.com. I'm going to click Continue. And now, when I go into this particular page and try to make changes, it'll just take a moment to refresh. Let's go back to Company Info. And the first page in this section should be our bio. Within the company bio now, as you can see when I move my mouse around, I see the container, I can come in here, if I wanted to, and make changes. Maybe our return policy is going to change from 60 to 90 days.
I'm going to take out the 60, type in 90. Meanwhile, the person who sent this has access to the same content and can be working away on it. I'm going to click outside the container. If I wanted to start a new note, I could say something like, "Changed... return policy... to 90 from 60," there we go. Now, I don't have to do that because when we switch back to the other environment, here I am in OneNote, this is me now, and if a synchronization has happened, I can scroll down and see, look at this, something's changed over here and you can see it's KL.
As I hover over that, that's Karen Leslie, I can see when she modified it and at what time. I can even see that she added this note and that's how we distinguish what we've changed versus what other people have changed who have access to it. Now you might be thinking, "How do I stop sharing this now?" Well, we don't do it from OneNote. Keeping in mind that everything we create here in OneNote goes to OneDrive. So we need to go to our OneDrive to make changes. We can also share from there as well. So I'm going to switch over to OneDrive now.
And when I go to My Documents here under Files, you can see I have my Business notebook, and if I wanted to, I can click the checkbox right from here and go to Share. Now this is one way to share and I can aslo see who I'm sharing with already. Notice that Karen Leslie can edit. So if I go to Karen Leslie and click, and then click the dropdown for Can Edit, I can change it to View Only or stop sharing altogether.
When I click Stop Sharing and close this up, Karen will no longer have access to the notebook. So keep ini mind when sharing in OneNote 2011 on the Mac, you need to work in conjunction with OneDrive if you want to stop sharing. But that is the beauty of a digital notebook, the ability to share and collaborate with others, having multiple people working on the same content at the same time.
- Creating and deleting notebooks
- Copying and pasting content
- Adding pictures, audio and video, attachments, and more to notes
- Formatting text
- Viewing and organizing notes
- Creating tables
- Sharing and syncing notebooks