14. Different ways of sharing “Notebooks” in “OneNote”

When colleagues make notes in a group, it is a collaborative process. “OneNote” is a collaboration tool, wherein you can do much more than sending static notebook pages via e-mail. Depending on the nature of your work, you can use “OneNote” along with other individuals during brainstorming sessions. You can use “Notebook” pages and the virtual whiteboard. You can also set up shared “Notebooks” in which everyone can view, add and edit information.

 

In other programs, files are locked, so that only one person, can edit them at a time. But in “OneNote” 2010, shared “Notebooks” are accessible to multiple authors simultaneously. Whenever someone edits the “Pages” or “Sections” of a shared “Notebook”, the changes are automatically synchronized, so the “Notebook” is always up-to-date.

 

Furthermore, on each user’s PC, a separate offline copy of the notes is stored. In this way, participants can edit their notes locally, in the shared “Notebook”, even when they are temporarily unable to connect to the network. The next time they connect to the shared “Notebook”, the changes made by them are automatically merged with the changes made by all other participants.

 

14.1. Creating a new shared “Notebook”

Click on the “File” tab on and select “New”.

In the “Store Notebook on” tab you can choose an option depending on where you want to save your new “Notebook”:

Click on “Web” if you want to acces your “Notebook” from any computer via a web browser. You must log in or register to create an account, and then you can specify whether the “Notebook” can be accessed only by yourself, or by others also.
Click on “Network” if you want to share your “Notebook” with others on the same network or via a SharePoint site.
You can create a descriptive title for the subject of the new “Notebook” and enter it in the text field under “Name”.
You can specify one of the following in the “Network Location” text field:
If you are going to share your “Notebook” with others, select a shared folder, which is accessible to others.

You can also enter the full path of a shared network file or map the network drive address. You can specify the full address of a SharePoint document library, where you want to create the shared “Notebook”. If available you can also specify one of the recently used SharePoint locations. Remember that the “Notebook” is open to anyone who has permissions to access this network location or SharePoint site.

Click on the “Create Notebook” button to create the “Notebook”

The following message appears:

If you click on “Send a link via e-mail”, Outlook is opened.

 

14.2. Sharing an existing “Notebook”:

On the “File” menu, click “Share”.
Under the “Select Notebook” option you can specify an existing “Notebook” that you want to share with other people, or on the other computers you use.

Under the “Share on” tab, select an area where the “Notebook” is to be shared:

With a link to Outlook, you can send an email to people so that they can access the “Notebook”.
Note:
If it is indicated that the network location you want to use is unavailable, make sure you are connected to the network. And check if you have the required permissions before trying to store and use “Notebooks” at such locations.

Note: Recipients of the e-mail message who do not have permissions to access the shared “Notebook” location, can not use the shared “Notebook”. The link in the e-mail only refers to the location and does not provide automatic access.

If you do not want to share your “Notebook” with others, but want to use it on multiple computers, you can send a Web-based e-mail message to your own account. This way, you can easily open the shared “Notebook” from another computer.

 

 

 

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