Join Nick Brazzi for an in-depth discussion in this video Set up the interface on OneNote for Mac and Windows, part of OneNote for Team Collaboration.
- [Instructor] When working with OneNote for a collaboration, I expect your main tool will either be the OneNote desktop application on Mac or Windows, or the web-based version of OneNote. In this movie I want to focus on getting the desktop application setup for the features that we'll use in this course. Let's start here on Windows, and of course I want to launch the desktop application, so I'll go into the Start menu, scroll through and find OneNote. But you'll see in my case I have two applications called OneNote currently installed.
In this course, I want to focus on OneNote 2016, the full desktop application that comes with Office 365. The other one that you see here on my computer, which is simply called OneNote is actually the mobile app for tablets. The functionality is similar but it's not completely the same. So I want to launch OneNote 2016. And here's our first setup issue. The first time you launch this application, it will prompt you to sign in to a Microsoft Online account. On Windows you can skip this step but on a Mac you cannot.
But this is our first look at something that is core to this course. For team collaboration, you should sign in to a Microsoft account. We will need to work with notebooks that are stored on an online account, and signing into an account is required for that. If you have notebooks stored on your local hard drive, that's just not going to be useful for sharing, which is what this course is all about. So I do want to sign in and make sure I'm working with notebooks stored in my online Microsoft account. So I'll click Sign In.
From here you can sign in with a free outlook.com account, an Office 365 Home account that you bought yourself, or an Office 365 Business account assigned to you by your employer. Any one of those will work, but you need one of them. Now there's also a button here to create a new account if you do not already have one. But I do have an account so I'll sign in. I'm going to type in my email address for this account. I'll click Next and then type in my password.
And hit Sign In. After a moment I'll be all signed in. I can hit Accept here and it will load my notebooks that are stored in the OneDrive on this Microsoft account. And I can flip through these different tabs and I can look at the various notebooks that I have in this account. Now if you were not prompted to sign in, then that just means that you already had the application setup before starting this course. If that's the case, I just want you to make sure that you are signed in. So here on Windows to make sure that you're signed in, we'll need to go into the backstage view.
You can do that by clicking on the File button up here near the top left. Then go to Account, and I can see of course that I am currently signed in to my account. This works a little bit different on Mac, so let's jump over to a Mac computer to see that. To check this on the Mac version, just go to your menus up at the top of the screen. We'll go into the main application menu, the one that is simply labeled OneNote, and you can see I have an option to sign out. So if you are currently signed in, you'll have the option to sign out.
If you're not signed in, then you'll see the option to sign in. So I can see that I am already signed in here. All right let's jump back over to Windows. As always you can refer to OneNote Essential Training to learn all about the interface, but I do want to setup a few things that will be important for this course, so I want to get out of the backstage view. So I'll click on this arrow in the top left corner, and I'm back to the regular interface. So the next thing I want to do is take a look at my notebook menu. I can see that up here near the top.
Mine says Nick's Notebook, that's the notebook that I currently have selected, but if I click on this little triangle here, it opens up the menu where I can see all of the notebooks that I currently have open. This is another thing that looks a little bit different on the Mac, so let's jump back over to my Mac computer. Here I can see the notebook that I currently have selected, and I can see the sections in that notebook, but if I hit this arrow pointing to the left, I can see a list of all of the notebooks that I currently have open. I can select the one that I want, and I can continue working with that.
Just a little bit different from the notebook menu that we see over on Windows. Okay let's jump back to the Windows computer, and here I am in that notebooks menu. Now for the rest of this course it's going to be easier if we keep this menu open, so there's this little thumbtack icon. If you click on that it will pin that menu open. You're not able to do that on the Mac, but here on Windows I do want to leave this pinned open so that we can see that. So I see the two notebooks that are stored in my online account, and that's what we need for this course.
If you see notebooks listed here and you're not sure whether these notebooks are stored on your online account, all you need to do is right-click on them, go to Properties, and in this case I can see that it is stored on my OneDrive. The OneDrive is the online storage section of my Microsoft account. Now this option is only available on the Windows version, because the Mac version cannot store notebooks locally, and that's good, so if you're using the Mac version you know that you are working with notebooks stored in your online account.
Now if your notebooks are stored in a folder on your local hard drive instead of on OneDrive, then you're not going to be able to share those files. So clearly it's going to be important that you have your notebooks open from OneDrive. If you do need to open notebooks from OneDrive that are not already on this list, just go back to the backstage view. We'll go to File to go to backstage. I know I'm already signed in to my account so if I go to Open, you should see an option here to open notebooks from OneDrive. Now I already have all of the notebooks that are stored on OneDrive open here on my computer, so I don't see any option to open any others.
So I'm all set here, but if you do have something on OneDrive that's not already open you'll see it listed here. Okay so I'm going to hit the arrow up here in the top left to go back to the main interface again. And of course if you have any notebooks open here in this list that you do not want to have open, you can just right-click on it and you can choose Close This Notebook. But I'm not going to close that for now, I'm just going to select the notebook that I do want to work with. So having our interface setup like this will be much more convenient for this course. So now our interface is all setup for the desktop application, and there we go.
If you're using the OneNote desktop application, you can confirm that you're signed in, that you're working with notebooks that are stored online, and your interface should now be setup for this course.
LinkedIn Learning (Lynda.com) is a PMI Registered Education Provider. This course qualifies for professional development units (PDUs). To view the activity and PDU details for this course, click here.
The PMI Registered Education Provider logo is a registered mark of the Project Management Institute, Inc.
- Setting up the interface on OneNote for Mac and Windows
- Storing notebooks in a shareable location
- Using a notebook stored on SharePoint
- Creating and managing multiple notebooks
- Sharing and coauthoring notebooks
- Coauthoring notebooks with collaborators
- Managing shared notebooks