You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-421: OneNote 2013
Topics : Share and collaborate with other users (15–20%) : Share OneNote notebooks•Share notebooks on OneDrive, share notebooks on SharePoint, share notebooks on a network, synchronise shared notebooks across devices
Share notebooks on OneDrive,
share notebooks on SharePoint
OneNote distances itself from the whole concept of manually saving files in favor of syncing them. The following sections describe how to sync files either automatically or manually.
Syncing automatically: OneNote auto-saves your notes every time you make any change at all to a notebook, section, or page; it also syncs when you close a file or the OneNote app.
Syncing manually: once Although by default OneNote syncs notebooks not stored on your local device automatically, you can sync them manually at any time or configure the app to not sync automatically at all so that you have no choice but to sync manually.
Follow these steps to configure OneNote so that it will not sync automatically:
- Right-click or press and hold on the notebook name in the upper-left corner of the OneNote window and choose Notebook Sync Status. The Shared Notebook Synchronization window appears
- Select the Sync Manually radio button at the top of the page.
- Click or tap the Close button.
Managing Notebooks on SkyDrive : Unlocking the power of OneNote mobile apps involves using SkyDrive. In particular, you must use SkyDrive to manage your notes when OneNote doesn’t have the required features available, as is the case with the Android version of OneNote Mobile. Familiarizing yourself with the various interfaces of SkyDrive, then, helps you make the most of OneNote. The following sections describe how to manage your notes via SkyDrive on the major platforms that the service is on.
Here’s how to manage files and folders with the app:
Click or tap a folder tile of skydrive to open it and view its contents.
Click or tap a file to open it in its default app or viewer.
Select the Back button at the upper left of the screen to go back a screen, which equates to going up one folder. If you don’t see a Back button, you’re in the top SkyDrive folder.
Select the down-pointing arrow next to the heading YourName’s SkyDrive at the top of the screen in your root folder to drop down a menu via which you can access files in Recent Documents or Shared folders.
Right-click or press and hold on a file or folder to summon a bar at the bottom of the screen with options on it. The following list shows the possible options; the first four will be visible at the left side of the bar if a file is selected;
Because SkyDrive is cloud-accessible, even if you don’t have a SkyDrive app installed on the device, you can access the service from whatever device you’re using as long as it supports a functional web browser.
Here’s how to access SkyDrive using a web browser:
- Fire up your favorite web browser and navigate to www.skydrive.com. The SkyDrive log in page appears.
- Input your username and password and select Sign In. Your SkyDrive interface appears
The OneNote Web App gives you quite a few options for sharing notes, including sharing via e-mail; via social networks such as Facebook, Twitter, and LinkedIn; and via links that you can post or share anywhere you want to.
Linking to a Note You can copy a link to a note so that you can share it with others and they can view it in their web browsers. To do so, right-click or press and hold on the name of a page in the bar at the left, choose Copy a Link to This Page, and copy the link that appears. You can then paste the link into an e-mail or anywhere you want, and anyone viewing it can access your page.
Sharing via OneNote 2013 To set up a notebook for use by multiple people and to invite them to it using OneNote 2013, follow these steps:
- Open the notebook you want to share with OneNote 2013. The notebook you’re sharing can’t be a local computer that other users don’t have access to. Advanced options such as SharePoint work much the same as SkyDrive, but the configuration options are outside the scope of this book.
- Select the File tab and choose Share. The Share Notebook pane appears at the right,
- Choose from the following options:
- Invite People: Click this link to invite people by e-mail. You can allow recipients to view or view and edit the note via the drop-down box to the right of the field where you input e-mail addresses or names, but you must choose the same option for all of them. Lastly, you can add a personal message and select a check box if you want to require users to log in with a Microsoft account. (See the "Be kind: Warn people they’ll need a Microsoft account" sidebar for more information on requiring log in.) If you want to allow some people to edit and some people to just view a file, share first with one group and then share again with the other using the appropriate permission in the drop-down menu.
- Get a Sharing Link: Choose this option to get a link that you can share with others via whatever method you choose, be it by posting to a web page, using a social media network such as Facebook, using instant messaging, or posting a link on a web page. If you want to enable editing only for certain participants and not others, share the Edit link with those you want to be able to edit the document and share the View link with those you don’t want to be able to edit it. One significant item that’s present in OneNote Web App that isn’t present here is the Share Via Facebook, LinkedIn, or Twitter item. You can still share via these networks by grabbing a link here and sharing it on the desired network.
- Share with Meeting: Select this option to share with an Outlook meeting. The meeting must be in process and must have note-sharing enabled. For more information, see Outlook 2013 For Dummies by Bill Dyszel.
- Move Notebook: This option leads only to a link that explains the logistics of moving notebooks that are already shared and how this can cause problems with syncing.
Sharing via OneNote Web App OneNote Web App is the most functional version of OneNote aside from the desktop version, and sharing notebooks via OneNote Web App is similar, but not identical, to doing so via OneNote 2013. Some options in OneNote Web App just aren’t in the desktop version of OneNote, as you’ll see if you get familiar with both interfaces. Follow these steps to share a note via OneNote Web App:
- Open the notebook you want to share with OneNote 2013. The notebook appears in your browser.
- Select the File tab and choose Share. A nondescript white pane appears showing a solitary button named Share with People. When considering why Microsoft devoted an entire pane for a single button, your writer’s first thought was that perhaps Microsoft was leaving the option open to add "Share with Cats" or "Share with Alien Beings" buttons in the future. His second thought, which perhaps makes more sense, is that for technical reasons, Microsoft didn’t want to put the pop-up window’s options on the pane and instead put the button on the pane to trigger the window. He still hopes his first thought is correct and that you will be able to share notes with cats or alien beings in the future.
- Click or tap the Share with People button. A pop-up window appears with multiple options for sharing.
- Send E-Mail: Select this option to send a link to the note via e-mail. You can enter recipients in the To box and type a message, and you can choose to give editing access to recipients and require them to log in when accessing the note by selecting the appropriate check boxes.
- Post To: After you click the Post To item in the menu at left, you’ll see a different set of options above the text box at right. Use this option to post the note to Facebook, Twitter, LinkedIn, or any combination of the three using the check boxes next to each network’s icon. You can type a message to post with the link in the large text field below the symbols for the networks — if you’ve linked any networks (see the following Tip if you haven’t). To allow those who click the link on your post to edit the file, select the Recipients Can Edit check box before posting. Select Add Services to add services that aren’t shown here. A drop-down menu will appear with other available networks listed and Find More Services and Manage Services links below. At the time of this writing, the only other service listed on the drop-down menu or at the Find More Services page is the Chinese Twitter-like network Sina Weibo. The Manage Services page lets you configure your current
- Get a Link: This option lets you choose one of three options: View Only, View and Edit, and Public. Click Create below the first two options to make read-only or editable links. Choose the Make Public button instead to make the file or folder searchable on the Internet and accessible to everyone. This is the only place in the OneNote family of apps where you can see Microsoft’s link shortener in action. When you click or tap one of the Create buttons, you’ll see a Shorten item on the pop-up window that appears; click or tap that button to get a much shorter link to share. The Public option isn’t available in OneNote 2013 — perhaps because it involves sharing publicly from SkyDrive specifically and OneNote Web App is part of SkyDrive. Whatever the reason, this is the only place you’ll see it.
- Help Me Choose: This option links to a website describing the preceding options in this list
Sharing via OneNote for Windows
- Open the notebook to share in OneNote for Windows . This version of OneNote can be opened only from the Start screen and can be used only with Windows
- Access the Share charm. The Share pane slides in from the right.
- Choose one of the following two options:
- Mail: If you choose Mail, a pane appears showing a new e-mail in the Windows 8 Mail app already including the notebook as an attachment, If you haven’t set up your Mail account yet, you’ll first see a pane requesting your Microsoft account information.
- OneNote: Choose this item to send the current page to the same notebook and section as a new page. A pane slides in from the right with which you can rename the new page if you like as well as a text field that you can use to add a note to the new page.
Sharing via mobile devices
As of this writing, sharing using OneNote apps for Android isn’t possible. Sharing via iOS devices amounts to having a single e-mail button when you’re viewing a page, which you can use to send the note to others. Otherwise, sharing via mobile devices is something you can do only with OneNote Web App
One of the simpler methods of sharing a note is by sending it as a file to an e-mail recipient or even to Microsoft Word or your blog. To send the current note as a file, follow these steps:
- Open the note you want to share in OneNote 2013 and select the File tab.
- Click or tap Send and choose one of the following options:
- E-Mail Page: Choosing this item opens a new e-mail in your default desktop e-mail application with the current note page in web formatting either in the body of the e-mail or as a .mht attachment, depending on your e-mail program. The file won’t be editable.
- Send as Attachment: Select this option to attach a .one file (a OneNote 2013-2013 section file) to a new e-mail and to send the file in web formatting in the body of the e-mail and as a .mht attachment, depending on your e-mail program. The .one file is editable by recipients via whatever version of OneNote they have access to (at the very least OneNote Web App).
- Send as PDF: Choose this item to send a PDF version of the currently open note page via e-mail. To send multiple pages, you must send each one as an individual PDF. If you want to do so, send each one to your e-mail address, save and name the PDF files as necessary, and then ZIP and send them all together, rather than bombarding recipients with a slew of individual PDF files.
- Send to Word: Word has a lot more formatting capabilities than OneNote, and if you want to start a Word document from the currently open note page, choose this item. You can always send the file back to Word after you format it so that it looks nicer in OneNote.
- Send to Blog: Selecting this item allows you to open the current page in Word’s Web view so that you can format and post the current page using web formatting and then post it to your blog. Word will prompt you to register your blog, which you can either do immediately or the first time you post. The formatting is compatible with major blog formats such as Blogger, WordPress, and more.
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