To share a notebook, use “Share” and choose who can view or edit it. To share just one page without opening the notebook to others, send a static copy or put the page in a separate shared notebook.
One of the most useful features of OneNote is the ability to share notebooks and pages with others, making collaboration easy and efficient. Sharing a OneNote notebook or page is a quick and easy process, and in this article, we will provide you with a step-by-step guide on how to do it.
Whether you’re collaborating on a project with colleagues or sharing notes with classmates, this quick guide will help you get started with sharing OneNote pages and notebooks.
Contents
Sharing an Entire Notebook in OneNote
It’s pretty easy to share an Entire Notebook in OneNote. Here is how to do so:
Use the current OneNote app on Windows for these steps. OneNote for Windows 10 reached end of support and is moving to read-only mode, so it is no longer the app to use for editing or syncing shared notes.
Open the OneNote application on your device and navigate to the notebook you want to share. It must be stored on OneDrive or SharePoint. If OneNote asks you to upload a local notebook before sharing, choose the account where you want to store it.
In OneNote for Windows, click the “Share” button in the screen’s top right-hand corner. On Mac, you can also use File > Share > Invite People to Notebook. In the browser, use Share to invite people or get a link.
Step 3: Choose the sharing method
A window will appear asking you how you want to share the notebook. Select “Share Entire Notebook” or “Copy Link to Notebook”. For an invitation, enter the recipients, choose view or edit permission, then select Send. For a link, check Link settings before copying it.
Bear in mind that sharing options can vary between platforms and OneNote versions, so it pays to know which build you are actually working with. A page or section link does not limit someone to that part of a shared notebook. Check the rest of the notebook before granting access.
Sharing a Single Page in OneNote
Unfortunately, Microsoft has dropped the option to share a single page of notes from personal notebooks held on OneDrive. The good news is that you can still pass along a static copy of any page in your notebook.
Two useful ways to create a static copy of a page are taking a screenshot and saving the page as a PDF. The copy will not update when you change the original notes.
To take a screenshot of the page on Windows, press the “Windows key” + “Shift” + “S” on your keyboard. This will bring up a tool that allows you to select the portion of the page you want to capture. After selecting the area, save the screenshot to your computer for later use.
To export the page as a PDF in OneNote for Windows, go to “File” > “Export”. Under “Export Current”, select “Page”, choose “PDF”, then select “Export” and save the file. This will create a static copy of the page that you can share with others.
On Mac, open the page and choose File > Save as PDF. In OneNote for the web on Windows, use File > Print, then Print again, and choose Microsoft Print to PDF. If you need others to edit just one page, copy it into a new notebook and share that notebook.
Conclusion
Sharing an entire notebook or just one page in OneNote takes only a few clicks once you know where to look. Walk through the steps above and you will be able to pass notebooks and pages to colleagues or classmates without friction, which makes joint work and quick handovers much smoother.
