If you’ve ever tried to share electronic documents with a group of people, you probably know that lots of things can go wrong. Changes get lost, files get corrupted, and users get frustrated. A shared notebook in OneNote can solve many of the problems associated with shared files. OneNote is easy for users to learn, can store a variety of content, and will automatically save and merge changes from multiple users.
Setting up a shared notebook in OneNote is a simple process. Let’s walk through the steps:
Open OneNote and go to the File menu.
Choose “New” and then “Notebook” from the menu options, as shown below:
Specify the notebook name in the pop-up window that appears. You can also choose a template for your project from this screen if you don’t want a blank project, which is the option chosen by default.
Click the “Next” button at the bottom of the pop-up window.
The next screen will ask you whether this is a shared notebook. Make sure to choose the “Multiple people will share this notebook” option as shown in the screenshot below:
When you click the “Next” button, you’ll be asked to specify the location where you want to store the notebook. After you specify the path, you’re ready to click the “Create” button to finish the process. By default, OneNote will create an email that you can send to help other users find the notebook.
Once you complete these steps, your shared notebook will be created and ready to use.
Letting others know about your shared notebook – When you first create a shared notebook, OneNote will create an email that you can send to users notifying them of the shared space. If you want to add additional users to your shared notebook later, just click the “Share” menu and choose the “Send Shared Notebook Link to Others” option. This will open an email with links to the shared notebook that you can send to new users. You don’t need to do any setup of new users, just let them know where your notebook is and they can get started.
Dealing with Conflicts in Data – OneNote will keep the changes from all users synced and updated, but occasionally multiple users will update the same part of the notebook at the same time. When this happens, OneNote will create a special page that shows up just below the page with the conflict. This page will have a special yellow icon to alert you to the problem:
Navigate to the page and you’ll notice a yellow bar at the top with instructions on how to resolve the conflicts on the page. Once you resolve the conflict, you can delete this special page from your notebook.
That covers the basic information you need to start using shared notebooks in OneNote. They can be a great solution for quick, simple collaboration between multiple users.