Sharing OneNote Notebooks

Learn the steps necessary for Sharing OneNote Notebooks.

You can share your OneNote notebooks with other people, allowing for easy collaboration.  To share notebooks, they must be on OneDrive.  If your notebook is stored locally it must be moved to OneDrive to share it.  Sharing notebooks can be accomplished via invites.  You can also create a sharing link to your notebook so others can view or edit it.  Below are the step by step instructions for Sharing OneNote Notebooks via Invite, Removing Users from Shared Notebooks, Creating a Sharing Link and Removing Shared Access.

Sharing OneNote Notebooks via Invite

  1. Navigate to the notebook you wish to share.
  2. Click the File tab.
  3. Click the Share button.
  4. The Share Notebook dialog box will open. OneNote Sharing Notebooks Image 1
    • (a)  In the Share with People section, enter the names or email addresses of the people you wish to share the notebook with.
    • (b)  In the drop down box to the right, select the rights for the users – edit or view.
    • (c)  In the Include a personal message with the invitation box, you can type a message to the invitees. For example, “Please review and let me know your thoughts.”
    • (d)  To require invitees to sign in before accessing the document, check the Require user to sign in before accessing document
  5. Click the Share button.
  6. The Share Notebook dialog box will be updated, listing the invitees and their rights. OneNote Sharing Notebooks Image 2
  7. An email invitation is sent to the invitees to open the shared notebook. OneNote Sharing Notebooks Image 3

Removing Users from Shared OneNote Notebooks

You can remove people from share notebooks at any time.

  1. Navigate to the shared notebook.
  2. Click the File tab.
  3. Click the Share button.
  4. The Share Notebook dialog box will open.
  5. Move down to the Shared with area. OneNote Sharing Notebooks Image 4
  6. Right-click on the name of the person you wish to remove and select Remove User. You can also change their rights here.
  7. The notebook will be updated and the user will be removed.

Creating a Sharing Link to a OneNote Notebook

You can also create a sharing link to your notebook so others can view or edit it.  Keep in mind that anyone who has a copy of the link can access your notebook.  This means that is someone you sent the link to forwards it to another person, they can also access the linked notebook.

  1. Navigate to the notebook you wish to share.
  2. Click the File tab.
  3. Click the Share button.
  4. The Share Notebook dialog box will open. OneNote Sharing Notebooks Image 5
  5. Click the Get a Sharing Link button.
  6. To create a link with view rights only, click the Create Link button to the right of View Link.
  7. To create a link with edit rights, click the Create Link button to the right of Edit Link.

Note:  You can create both types of links if you will be giving view and edit access to different people.

  1. Once you click the Create Link button, a URL link to the notebook will be generated. Email this link to anyone you wish to have access to the notebook.

Removing Shared Access From a OneNote Notebook

You can disable links and rights from notebooks at any time.

  1. Navigate to the notebook with the links.
  2. Click the File tab.
  3. Click the Share button
  4. The Share Notebook dialog box will open. OneNote Sharing Notebooks Image 6
  5. Click the Get a Sharing Link button.
  6. Click Disable Link next to the type of link you wish to disable. OneNote Sharing Notebooks Image 7
  7. The notebook is updated and the link is removed.

 

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