Taking notes on OneNote is a joy. Microsoft OneNote is divided into notebooks that have several sections that contain pages. One of the key features of any note-taking app is sharing and collaboration. So, how do you share OneNote notebooks on both desktop and mobile? That’s what this guide is all about. We will cover all versions of OneNote across all platforms.
Before we start sharing, we need to clarify some information around the different versions of OneNote.
So there are two versions of OneNote, in typical Microsoft style. There’s OneNote (formerly OneNote 2016) and OneNote for Windows 10. OneNote is now part of the Microsoft 365 plan and is automatically installed when you install the Microsoft 365 suite, which includes other apps like Word, Excel, and PowerPoint .
OneNote for Windows 10 comes pre-installed on all Windows 10 computers. Both versions of OneNote can be run concurrently but are slightly different in functionality.
Notably, two separate versions exist only on Windows, while all other platforms have only one.
Note: You cannot share individual pages of a OneNote notebook. Recently, that feature has been deprecated for OneNote and OneNote for Windows 10. You can only share notebooks in OneNote.
Let’s find out together.
We’ll start with OneNote first.
Step 1: Open OneNote and right-click on the notebook you want to share and select Share This Notebook.
Step 2: In the Share with People tab, you can enter the names or email ids of the people you want to share the notebook with. Right next to it, from the drop-down menu, choose whether the people you’re sharing the OneNote notebook with can only view or also edit the notebook. Finally, there is an option to add a personal note right below. Once done, click the Share button below.
In the above method, only people invited via email can view or edit the OneNote notebook.
There is another way you can invite to view/edit the notebook via the link. Anyone with access to that link can view/edit the notebook, whether invited or not.
Step 1: Right-click the notebook and select Share this notebook.
Step 2: Under the ‘Get Share Link’ tab, click ‘Create View Link’ or ‘Create Edit Link’ to grant view-only or edit permission to the OneNote notebook, respectively.
Now, let’s take a look at the OneNote for Windows app. You will find the Share button in the upper right corner of the app. Enter the email ids of the people you want to invite and below, select Editable or Viewable to grant edit or view only permissions. Click the Share button to send the invitation.
Now you can’t share single pages in OneNote for Windows, but what you can do is send a snapshot or screenshot of the open page. Here’s how to do it.
Step 1: Open the page where you want to send the screenshot. Click the Share button and then select Send a copy.
Step 2: In the next pop-up window, click the Mail app to send an email with a screenshot attached.
There is no way to create and send shareable links in OneNote for Windows like in OneNote.
You can only do this in OneNote, not the Windows version of OneNote.
Just go to the History tab and click the Hide Author button.
There’s only one version of OneNote for Mac users, making things even easier.
Step 1: Click the Share button in the upper right corner.
Step 2: You will see Sharing Options. Click ‘Invite people to Notebook’ to send an email invitation.
Step 3: Enter the email ids of the people you want to invite to view/edit the notebook. Check the Can Edit button to allow editing, or uncheck it if you only want them to see the notebook.
If you want to share a link to the notebook, you can do that too, but as noted earlier, anyone with access to the link can edit/view the notebook.
Step 1: Click the Share button again.
Step 2: Click ‘Copy Link to Notebook.’
Step 3: Click View Only or View and Edit to create a shareable link to the respective notebook.
Finally, there’s no way to share a page in OneNote on a Mac, but you can send a PDF of the open page. To do that:
Click the Share button but select ‘Send a Copy of Page’. You can now attach a PDF of your page to an email and send it to anyone.
Sharing on the OneNote web app works pretty much the same as the Windows and macOS versions. However, there are a few notable differences.
Clicking the Share button opens the familiar share menu with options to copy the link or send an email invitation with view-only or edit-only permissions.
Click the drop-down menu to select Link settings.
You can set an expiration date, after which the link will stop working, and set a password to add an extra layer of protection. So only people with the password can access the notebook.
So why the special treatment given to the OneNote web app? This is not a OneNote feature but a OneDrive feature. OneDrive allows users to share any file with a temporary link and password, and since OneNote files are saved in OneDrive, it also works there. If you’re saving them locally, it won’t work.
Unfortunately, there’s no way to share notes or notebooks on OneNote’s Android or iOS apps. This is a serious shortcoming when comparing OneNote with other popular note-taking apps like Notion, Evernote, and Apple Notes.
Hopefully Microsoft will fix this drawback in a future update. Until then, you have no choice but to share it using your desktop or web app.
Sharing is easy on OneNote as long as you’re using a desktop or web app. OneDrive integration brings some additional and useful features like the ability to create temporary links and protect them with a password. Alas, mobile apps have been blown dry by the wind. People who travel a lot and need to collaborate on the go will do better on another note-taking app.
Next: Looking for a better way to organize your notes in OneNote? Here’s a compilation of the best ways to organize OneNote notes.
Categories: How to
Source: thpttranhungdao.edu.vn/en/
