Join David Rivers for an in-depth discussion in this video Sharing a link and syncing notebooks, part of OneNote for Mac 2016 Essential Training.
- One of the most powerful features of OneNote 2016 here on the Mac is your ability only to share content with others but collaborate on that content. You can provide links to people that give them access to your notebooks, and you could have multiple people working on the same content at the same time. As the owner you can see who's doing what and in this movie we're going to look at different ways to share your content. So we left off looking at our schedule, if we go over to the right-hand side in any notebook in any section just right-click any page and you'll notice that you can copy a link to this page, and if you do that your link is copied to the clipboard, you can start up your email program, create an email message to somebody or multiple people and paste the link right in there, they'll be able to click the link and view your page.
Same thing, if you right-click any section by right-clicking the tab at the top you can copy a link to the section. Or if you want them to have access to make changes to your notebook you can do that by going to the File menu and you'll notice under Share there's some options: you can "Copy a view-only link" that allows them to see the entire notebook, or if you want them to make changes "Copy a view and edit link" that you paste into that email message, they'll click the link and be able to come in here and make changes.
Keeping in mind that all of your OneNote content is stored in the cloud on OneDrive it makes it easy for people to access that, they don't even have to have OneNote, they'll use an online version of OneNote if they don't. But you can also skip the step of launching your own email program, creating the message and pasting the link by going to "Invite people". I can click in here or here's where I like to go, just click in the background and go up to the top-right corner, the Share button allows you to share, all of the options we've been looking at, for example copying the link if you click the arrow, you can copy a view-only link or a view and edit link, but there again you need to open up your email program and paste the link in there.
A better option is to choose "Invite people", click that arrow and it opens up a window where you can type in the names of your contacts or your email addresses that people you want to share with, I'm going to type one in here, "karenleslie" is "@gmail", and I can add an optional message down below. So I don't need my email program, this is going to be an email that's sent out to this person. I'm going to type in "Please add any additional equipment "you may think is required to the appropriate page".
There we go, and notice by default when I send this off she's going to have a link that allows her to go in and edit this particular notebook, and we are sharing the entire notebook when we do it from there. So I click Share and when we do it's now being shared with the person we invited or people, if you had multiple email addresses in there. Let's go and see what it's like to be Karen Leslie who is actually in a Windows environment receiving the email. I'm going to click Send and Receive here so things are sped up a little bit.
And sure enough there is one new message showing up in the Inbox for Karen Leslie, see it right there, "David Rivers has shared a notebook with you". And over here on the right previewing this message I can see what I typed in, "Please add any additional equipment", okay. There's a link to the "Business" notebook, clicking this is going to launch her default browser and take her to OneNote Online. Now, she's already signed in, which she is, I can see up here Karen Leslie and Sign out, that means that when she first sees this there's nothing she can do to it, clicking anywhere inside the table, for example, does nothing here in our User Conference section looking at the first page, "Schedule".
She wants to go down to "Required Equipment" and start adding things here or changing what already appears here, she can't, not until she decides how she's going to edit the notebook, and because she's already signed in, and if you're experimenting with this and the person is not signed in just sign them in, you'll see "Edit Notebook", and if they're not signed in just "Edit in Browser", and this will launch OneNote Online and allow access to edit. Notice if I click the dropdown for "Edit Notebook", if Karen has OneNote installed, well she can edit right in Microsoft OneNote, it's going to launch the program on her computer and allow her to make the changes there.
Otherwise you're working on a scaled-down version of OneNote called OneNote Online, there's the option there, "Edit in OneNote Online", same as "Edit in Browser". I'm going to choose "Edit in OneNote Online". So you might see a message to continue with how you're signed in but you can see what's happening up here, OneNote Online is relaunching but it's going to be in Edit mode now, that means as Karen hovers over things you can see the container show up. Once she clicks "Required Equipment" to switch over to that page she's going to be able to go in and make changes now.
So I'll give it a moment to load, maybe next to "Wireless Mic" she wants to make sure is the Lapel version, so she adds in brackets "lapel version" of the wireless mic, there we go. So she's made a minor adjustment to that content. So if I switch over to me, I'm here busy working way in my notebook and all the sudden things start to show up, and you can see, okay, "V-E-R-S", what's that supposed to mean? We switch over to Karen, you can see she's typed in "version". Okay, now it's looking the way it should, so it just takes a moment sometimes to sync, and if you want to you can come up here to the notebook itself, go to the arrow if you want to sync it up yourself manually and not wait for that sync to happen.
So "lapel version", okay, and I can see her initials right there, "KL", when it was last modified, the date and time, as you hover over those initials, and here's a neat thing, as she's working way on this you decide, "Okay, I no longer want to share "this notebook with people", you can go up to the Share icon, give it a click, and may take a moment but you're going to see who you're sharing with, and you can see Karen Leslie is actually showing up a couple of different ways because we first sent it to her, viewed it online, and then in Edit mode. You can see it's the same person who can edit but we can change that, we can right-click anybody we're sharing with to change it so they can only view or stop sharing altogether.
And when we click "Stop sharing" they'll disappear from the list. Now I need to do it twice here because of the way I sent this, "Stop sharing" there we go. If you have multiple people showing up that's all you do, right-click. "Stop sharing with", it's no longer a shared notebook, however we still see the edits that were made and we still see the initials, areas where those edits were made and hovering over them allows us to see the content. Now, sometimes you don't want to see that content, you just want to see the finished product, in the next movie will talk about some of the options for hiding author information and viewing versions.
Note: While the interface has changed, the features and functions described in the course are accurate. We're working to post a revised course soon.
- Creating, deleting, and sharing notebooks
- Adding pictures, audio, video, and file attachments to notes
- Formatting notes
- Linking notes
- Using tabs
- Creating tables
- Syncing notebooks
- Tracking authors and page versions