How to Create a Shared OneNote

How to Create a Shared OneNote

OneNote is one of our favourite applications that comes with Office 365. It allows the way that you make notes and organise your work to become a really flexible experience. OneNote gives you the ability to have multiple notebooks that are organised through tabs, pages and subpages. You can drag and drop other documents from Word and Excel in for easy access and if you have a stylus you can handwrite your notes. The application is available across all your devices so it enables a fluid working experience.

One of things that we love about OneNote is that you can put it to different uses dependent upon what you want. You can use it as your personal filing system, you can use it just as a place to put your notes or you can use it as a collaboration tool. Our Marketing team use OneNote to be able to share ideas and access information that might be needed on a day-to-day basis. It’s an application to both store information and work in and collaborate at the same time. The Marketing team have a page for ideas, they keep clippings of screenshots and they store their Editorial Calendar for each month in OneNote. They can do this because they have a shared Marketing notebook across the team. If one person makes a change or an addition to something, it will automatically update that on another member of the team’s device.

Sharing notebooks is a really useful feature of OneNote in Office 365 because it means that everyone is able to access the same information, even things like quick notes that would usually end up on a scrap of paper that no one can read. The smallest thing can be filed easily. We thought we would make sure you know how to share notebooks to make sure you’re getting the most out of this useful tool.

Step 1 – Open the notebook you want to share

We would recommend that you have your own personal notebook for your own work, to-do lists and things you need. If you want a shared notebook, start afresh and create a departmental one that can be built for everyone’s use.

Step 2 – Choose the option to share

With the specific notebook open click on ‘File’ in the top left-hand corner of the screen. You should then choose ‘share’ from the list of options on the left-hand side of your screen. Once you have clicked this option you will be given a choice of how you want to share the notebook. You can share with a specific person, create a link that you can send to people or even share your notes with an online meeting. In this scenario, we would share with a specific person so you would choose the first option.

Step 3 – Choose who you want to share with

You need to invite someone to your shared notebook. You type their email address or their name into the search box and select them. They will then receive an email letting them know that you have shared the notebook with them. Here, you can set whether you want that person to only view the notebook or if you would like them to be able to edit. You can also make sure that they must sign-in before accessing the notebook. You will then get list of who has access below.

Step 4 – Collaborate and achieve more every day

You should be all set up to share your notebooks and collaborate. If you need any further help with this then please call 01675 469020 and we will see if we can help.

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