Join David Rivers for an in-depth discussion in this video Inviting others and syncing notebooks, part of OneNote Essential Training (Office 365).
- Once you saved your Notebook to a shared location, you're now able to invite people to access your Notebook. You may want them to view the contents. You may want them to be able to go in and edit contents. That's up to you. Let's see how it's done. Now to follow along with me, you'll have to make sure you completed the previous movie where we stored our Notebook, Landon Hotel1003 if you were catching up, to OneDrive. With it there, we can tell that it's online. Thanks to that little sync icon that appears over the Notebook itself.
When we go up to the File tab now, you'll notice we have the ability to invite people to this Notebook. That's the link that appears underneath our online Notebook. We can also click the dropdown and go to Share or Move from here. That's the same as clicking Share over here on the left. And because it's already in a location that is shareable, we see the Share options, Share with People. With this selected, we type in the names of people. Maybe they're in our contact list. We can access it from here, clicking the Address Book button or maybe they're not and you can simply type in email addresses.
I'm going to type in email address here, firstname.lastname@example.org. I'm going to hit the Tab key now to move in to another field like, the Message field where I can add an additional message. "Please add where you see fit." Nice and short. Now to be able to add things, they'll have to be able to edit. And notice the dropdown defaults to edit over here on the right hand side. Click the dropdown if you only want them to be able to view contents. But with edit abilities, they'll be able to go in and add things.
So I want to make sure it's the right person who's accessing this. I can require them to sign in before accessing the document. Nice, it will secure the feature. And when I'm ready, click Share. And that's going to send an email out to them with a link directly to the Notebook. Now the other option is to get a sharing link. By clicking Get Sharing Link, we can get a link to view or edit the Notebook just by clicking the Create Link. Clicking Create Link next to Edit will show me the link that I would now click inside here.
I would copy this. Maybe use Control C, the keyboard shortcut or right click and copy and then go to my own mail program and paste it in there and send it off to somebody. Notice now that there is a link created. It's there and it shows up down below. We'll keep that in mind. Another option is to Share with Meeting so you can create meetings. We talked about Outlook meetings and how they sync up with OneNote. You can even choose to move the Notebook to a different folder. And if it's a shared Notebook, you want to make sure that you're not going to be moving it to a location where sync issues could happen.
Let's go back up to Share with People because it is the most popular. We'll refill in the name or email address here. All right, the message is there. I'm requiring her to sign in. When I click Share, an email is sent out and a link to this Notebook will be in that email. So I'm doing it all right from here. Also you'll notice down below, information is updated and shared with, of course, me, the owner but also there's Karen Leslie over there who can edit. Down below even further as I scroll down, there's that Sharing link I created for editing.
I haven't sent it to anybody but it is there. All right, let's flip over to Karen Leslie's Gmail account. There it is, in the inbox. Looks like it came from Outlook even though I was in OneNote when I sent it. "I shared 'Landon Hotel1003' with you in OneDrive." Clicking this to open it up. You can see creates a link to the Notebook. So clicking here allows her to get access to the Notebook or view it in OneDrive. Two options and I know that she'll have access to edit because I chose that permission.
I'm going to flip back now to OneNote. Now, when we go back and start working on our Notebook, we need to keep in mind that other people could be working on this as well at the same time if we shared and chose to allow them to edit. If you change your mind down the road, of course you can do that. You can go up to the File tab again down to Share to see the current settings. And as we scroll down towards the bottom, there's Karen Leslie. I can right click and maybe I want to change permission so that she can only view the contents and not make changes.
Just a simple matter of making that my selection. Now down below, I can see she can view or maybe I don't want to share at all anymore. I can right click the name and remove the user. So she's no longer able to access my Notebook. And don't forget that Sharing Link. When you create Sharing Links, whether it's to view or edit, they're there. And if people have them, they'll be able to use the link until you right click down here to disable the link. Go ahead and it's no longer being shared with anyone but yourself, the owner.
Click the Back button to return to the Notebook. So when you want to share with people especially when you want them to be able to collaborate on your Notebooks, remember from the Sharing options, after you've shared your Notebook by storing it in a shareable location such as OneDrive or SharePoint site for example, you need to invite those people and choose their permissions knowing that you can always go back and change any of those options down the road.
- Sending content and screen clippings to OneNote
- Copying and pasting content
- Recording audio and video notes
- Attaching files
- Formatting text
- Linking and tagging notes
- Searching a notebook
- Using templates
- Creating tables
- Converting handwriting to type
- Interacting with Outlook
- Sharing and syncing notebooks
- Collaborating on notebooks