Sharing in OneNote 2013

Sharing in OneNote 2013

  • Comments 35

This post was authored by Nicole Steinbok, Senior PM  on OneNote


I love using OneNote to keep track of stuff that I need to do and have it available on my laptop, iPad, Windows Phone and PCs at work. What I love even more is using OneNote to add to the list of things I want my husband to do in our shared home notebook.

 In Office 2013 we have simplified the sharing experience for OneNote: you can share directly from OneNote 2013, to any email address, your friend doesn't need to sign-in to view it and they don't even need to install OneNote to edit it. You can also get a Sharing Link and share anyway you want to: email, blog, your favorite social network, etc.

 Bonus: this also all works for Word, PowerPoint, Excel, and Visio.

  

Sharing a Notebook

 I will pretend I don't have a notebook shared with my husband and show you how easy it is.

1.Create the notebook on SkyDrive

File -> New -> Enter a notebook name -> Click Create notebook button

 

2.   Share the notebook

File -> Share -> enter an email address

Optional: add a message

Click Share button, SkyDrive will then send a sharing notification email to my husband

 

 

Now I will pretend I am my husband…. (good thing I am typing this and I don't have to lower my voice ;)

 

1. Receive a Sharing notification email, click on the notebook link

 

2. See the notebook

 

3. Get to work on that to do list!

 And that is all you need to know to share a notebook. I have included a FAQ  but if you have more questions or feedback please post them below.

 

FAQ

I have written all my recipes in a notebook and want to share it with all my Facebook friends, how do I do that?

Easy as pie!

  1. File ->Share -> Get a Link -> Select the type of Sharing Link you want and click the Create Link button.
  2. Right click on the link and Copy it
  3. Go to Facebook and paste it, post it
  4. Watch the likes come in :)

 

I have a local notebook, that I would like to get on SkyDrive, how can I do that?

  1. File -> Share
  2. Select a folder for the notebook
  3. Give it a name
  4. Click Move

 

Yikes! I shared a notebook with someone and now I don't want them to have access, what do I do?

  1. File -> Share
  2. Right click on the person (or Sharing Link), Remove User

Note: You know that thing that wipes people's mind in Men in Black? Yeah well we don't have one of those. If the person has opened the notebook we don't close it on them but they will not see any new updates and will not be able to edit your notebook.

 

 

I have another question. How can I ask it?
Please post it in the comments below. 

Nicole Steinbok,
Sr. Program Manager on OneNote

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  • @Nicole - What is the minimal unit of sharing in OneNote 2013? Is it possible to share just a Section Group, or a Section, or a Page?

  • Nicole, I am used to sharing my notebooks on my own network and nowhere else. I do not want to share my notebooks anywhere else. I do not want to use SkyDrive, nor do any of my customers. (I am a Microsoft Partner). Now I cannot find a way to share my notebooks between two computers on my own network. Is there a work around for this or is MS forcing me to use their cloud services, which will not happen?

  • I would love to be able to share only at the page level. But, i understand it may be at the group or section level. Sharing the entire notebook is too much. Typically, the notebook for me is not based on project but topic.  So i may have multiple topics noted between clients. I would rather not create separate notebooks for each client. The note detail level is just not required.

    Any ideas to share a single page?

  • @Jon: Storing a notebook on your own computer or on a network share is still a supported scenario. If you go to File -> New and select 'Computer' in the list of options, you should be able to create one locally.

    @Kevin: Thanks for the feedback Kevin. Unfortunately, we only support sharing notebooks at the moment, though we are looking into how we can make this experience better.

  • In the past, we could share a notebook on a SharePoint Server with a group and keep those shared notebooks in sync with each OneNOte user's offline notebooks. But now in 2013, I do not see an option to sync with a SharePoint Server, Only Office 365 Skydrive. My company will not be adopting Skydrive for now. Is the option to sync shared notebooks with an on-premise SharePoint 2010 server now removed form OneNote 2013? If not, where do we go in OneNote 2013 to connect directly with our existing shared notebooks on our existing SharePOint servers?

  • @ChiTim - OneNote 2013 does sync SharePoint notebooks. Where do you not see that option? If it is the screen shot in the post - that is showing an example where someone doesn't have SharePoint. If they had SharePoint it would also be listed. Thanks!

  • @Nicole How does it know I have or do not have SharePoint? In 2010, you just give it your SP URL and sign in. There is no option in 2013 to do that. When we choose add, we get Skydrive personal and Office 365 SharePoint as options. We don't have Office 365, we use Office and SP server locally (SP 2010 Server). There is no longer an option to add a SP site in Onenote 2013 that we can see.

  • Can you create a to do list in OneNote using pen?

  • I created a onenote notebook on my skydrive.  I emailed others the ability to use it.  How do they open the notebook in their OneNote 2013 installation?

  • Never mind found it.  For some reason you must have the recipient open the link in IE then click edit.  Edit in OneNote... and that opens it.

  • can you share only an individual folder or page inside a notebook without allowing the person you are sharing it with to see the other pages in the notebook?

  • When sharing a OneNote on Skydrive I choose Can Edit and I do not tick the box Requiring users to Sign in before accessing the document. However, although they can access, they can't edit unless they sign in .... is this correct??

  • @thickernell It looks like you have to open an existing Notebook from SharePoint (in your browser and let it launch OneNote), before "Other Web Locations" becomes available as a new/open location.  From there you can browse to your SharePoint site to create/open a notebook stored on SharePoint.

    I've just done this on my Surface RT (running the 8.1 Preview).

    I haven't found a way to get the Metro (win 8) app to open a SharePoint location... it only seems to like SkyDrive and Office365.

    Hope that helps.

    Later'ish

    Craig

  • What exactly happens when you check the box: "Require users to sign in before using a document."? I can't find any reference to it in the help files. How does the person sign in? Do I need to send them some sing in information? Please explain a just what is meant by this check box item>

  • @BD - When you check the "Require users to sign in before using a document" - that means the users will need to sign in with a Microsoft Account before they see it. You do not need to send anything to them - they can use their existing Microsoft Account or they can create a new one. I hope this helps.

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