At the heart of shared notebooks is the ability for multiple users to collaborate in OneNote 2010. In support of the Microsoft Office Specialist exam for OneNote 2010 (77-853), we review collaboration options, including reviewing unread notes in a shared notebook, toggling page status between read and unread, and finding edits by author.
- [Instructor] Once a notebook has been shared to either SharePoint or OneDrive, multiple people can contribute and collaborate in the notebook. In this video, we'll look at what that collaboration looks like. So we'll view any unread notes that other authors may have added. We'll also take a look at any recent edits, and find edits by an author, and we'll wrap up by showing or hiding author initials.
I'm returning back to my OneNote notebook, and I notice, looking at the navigation pane on the left-hand side, that my notebook for holiday planning has bold text in it, and that's my indication that somebody else has edited this notebook. So let's go see what happened. I'll open my Holiday Planning notebook. I left my password protection open earlier, so I'm just going to close that pane. And let's go see how we can wander through a notebook.
On the Share ribbon, you'll find that there are options for moving through unread changes in a notebook. So I'm going to click on Next Unread. So on the Share ribbon, we can go from edit to edit to edit. I can see here in my January section that both my US Holidays and my UK Holidays page both are bold, indicating that there are unread edits in there.
Now, if I've run through the US holidays, and, say, this looks great, I can simply mark this edit as read. I can go back to my Share ribbon and choose Mark as Read, and you'll notice the keyboard shortcut of Control + Q. So my US Holidays page, I've read all of the edits. The Control + Q command is actually a toggle. If I press and hold down the Control key on my keyboard and type the letter Q again, it goes back to being an unread edit.
I'm okay, those all look good. So I'm going to simply Control + Q to mark those editing changes as read. And I'll go back to my Share ribbon and I'll choose Next Unread. It takes me to the UK holidays. I'll go back to Share, and just continue to move through my notebook by saying Next Unread. Now, the person who has made this change seems to know what she's talking about, so I'm going to simply quickly and easily mark this entire notebook as read.
All of the bold goes away, indicating that I am up to date on all of the changes that have been made. I also want to point out to you, to the right-hand side of the edited information, I see the initials of the person who's made the edits. If there's multiple people working in a notebook, I can both view any recent edits, as well as search a notebook by an author. Let's take a look at viewing the recent edits.
So, back on my Share ribbon, I have an option under Shared Notebook to look at recent edits. I can see recents edits today, since yesterday, last seven days. As I just made this notebook, I'm going to choose today. It opens up my Search Results pane, on the right-hand side. I can choose to search this section, this section group, this notebook, or all notebooks. Right now, I'm only worried about this notebook, so I'll leave that one selected.
I can also change the order that my information is presented by. When I'm searching recent edits, I can have it sorted by section, I can have it sorted by title, I can choose to sort by any date modified, or, nicely, I can select to have those edits appear by who actually made the edits. So I can see that CF is Cecilia Forteau. If you want to directly find information by an author, I'm going to just close my search pane, you can go back to Share, and you can select the option Find by Author.
Now, you'll notice the search results in here are very similar to when we looked at recent edits. I can, again, choose the scope of my notebook, but my sort options are quite different. Instead of having it sorted by section or so forth, the only choices I have here is to sort either by date modified or by who the author is. If you have a lot of people working in a notebook, you may wish to retain the author's initials that appear to the right of every edit.
But so far, in this notebook, it's mostly just Cecilia and I working on it. So, I'm going to go back to my Share ribbon, and I'm going to choose the option Hide Authors. And now, the initials for Cecilia simply disappear. I can turn them back on again at any time by going back to Share and reselecting Hide Authors. To recap, we've taken a look at some of the powerful collaboration features in OneNote 2010.
We took a look at viewing unread notes to find out what changes other people have made, and you can mark those as read or unread as you need to, and don't forget that keyboard shortcut of Control + Q to help you toggle read and unread off or on. Under recent edits, that opens the search pane, and you can set your search scope of section, section group, notebook, or all notebooks, as well as change how the information is presented to you when it's sorted, by section, by title, by date modified, or by author.
You can also specifically move through a notebook looking for edits by author. That command, again, opens your search pane, and you have similar search scope options that you did when you were looking at recent edits, but your sort options are much diminished, only sorting by date modified or by author. And finally, we took a look at the ability to hide author initials, and that just simply toggles it off or on. If you're only working with a couple of authors, you might like having them off.
Julie begins with an overview of the certification program and the exam preparation process, and then walks you through all of the certification objectives. Get hands-on experience with downloadable practice files and take the challenges exercises to practice for the exam. It also provides a review of each challenge to give you a chance to see where you may need more focus in preparation for the exam.
- Creating a OneNote notebook
- Managing the OneNote environment
- Creating links within OneNote
- Managing OneNote history and backups
- Collaborating in OneNote
- Working with OneDrive
- Sharing notebooks