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:
-
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.
-
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.
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:
-
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.
-
Complete one of the following actions:
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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.
-
Click Close.
