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Using Office applications with SharePoint 2013 : Integrating OneNote with SharePoint

4/20/2014 3:23:08 AM
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OneNote and SharePoint enable users to share their notebooks with multiple users within SharePoint, where they can update a notebook’s data in a secure and collaborative environment. From SharePoint, the OneNote notebook owner can specify the permission level for the notebook, allowing specific users to view the notebook and giving other users rights to contribute to the notes. Version history can also be enabled to track the changes that have occurred to the notebook’s individual pages. Users can set up alerts and even receive Really Simple Syndication (RSS) feeds about the notebook.

When a notebook is shared, those with the appropriate permissions can contribute. Each coauthor selects whether his or her changes are manually or automatically synchronized in SharePoint. OneNote also places an offline copy of the notes on each user’s computer to allow for offline editing. Changes can be synchronized when users go back online.

Note

A notebook’s permission level is set through the SharePoint library security settings.

After integrating Office Web Apps Server with SharePoint Server, a OneNote shared notebook will be created automatically upon creation of a Team Site. We can use this notebook to collect and share information.

Users can create a shared notebook within a SharePoint library easily. When the notebook is shared within the library, it becomes a folder, and each of the sections of the notebook is stored as a file.

To create a new shared OneNote notebook for a SharePoint library, complete the following steps:

  1. From the New tab on the Backstage view, select SharePoint and either select a recently visited site or click Browse and specify a SharePoint site.

    Once the notebook is created, a Microsoft OneNote dialog box opens that allows you to invite other people, as shown here.

    A screenshot of the Microsoft OneNote dialog box.
  2. Click Invite People to display the Share tab on the Backstage view, which allows you to send email to the users you want to notify about the new shared notebook, as shown here.

    A screenshot of the Share tab on the Backstage view.

Users can upload an existing notebook to the SharePoint library by using the Share tab on the Backstage view.

OneNote allows users two synchronization options for notebooks maintained in SharePoint. The user can either automatically synchronize the file as changes are made or manually synchronize the file while working offline. Synchronization is set by each user for their local OneNote client; therefore, all open notebooks share the same synchronization settings. In a library where Check Out Required is enabled, automatic synchronization cannot be used because the notebook needs to be checked out before it can be synchronized.

To select a synchronization opinion for the OneNote client, perform the following steps:

  1. Navigate to the Info tab on the Backstage view and then click View Sync Status to open the Shared Notebook Synchronization box, shown in the following graphic.

    A OneNote user can share a notebook from the Share Notebook window.
  2. Complete one of the following actions:

    • For automatic synchronization, select Sync Automatically Whenever There Are Changes.

    • Select Sync Manually, if you plan to work offline and will manually synchronize by clicking Sync Now when you are connected to the network.

  3. Click Close.

 
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