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How to Share Your OneNote Files

written by: Tricia Goss • edited by: Michele McDonough • updated: 3/31/2011

Need an easy way to share a wide variety of types of information? Learn some ways that you can share your OneNote files, which can include text, pictures, audio, video and more, using OneNote 2007 or 2010.

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    Create a New Shared Notebook

    If you are starting from scratch, you can create a shared notebook from the get-go so that you and your colleagues can share your Microsoft OneNote files from the beginning.

    In OneNote 2007, go to the File menu, point to New and click on Notebook. Type a name for the notebook in the Name box and click Next. Select Multiple People Will Share the Notebook and choose On a Server or In a Shared Folder on This Computer. Click Next again.

    Create a Shared OneNote Folder 

    Choose the location where you want to save the notebook. Select the Create an Email With a Link to This Notebook check box if you want to send other users an email with the location of the OneNote files you are sharing. You can do this at a later point, if you choose. Click the Create button.

    In OneNote 2010, go to the File tab and click New. Choose My Computer if you want to share the files with other users on your computer. Choose Network to share the files on a server, or select Web to upload the files to your website. Enter a name for the notebook, select a location and click the Create button.

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    Share an Existing Notebook

    Even if you already have a notebook, you can share your OneNote files.

    In OneNote 2007, close the notebook and then close OneNote. Right-click the Start button and select Windows Explorer. Navigate to the folder where your notebook is saved; by default, this will be the Documents or My Documents folder. Click on the folder you want to share and press Ctrl+X to cut the folder. Navigate to the shared drive or folder where you are able to share the OneNote files with others. Right-click a blank area of that folder and select Paste.

    Share an Existing OneNote Folder 

    Once you have moved the notebook, you will need to open it in its new location so that OneNote can find it. Open OneNote. Go to the File menu, point to Open and select Notebook. Browse to the location where you pasted the notebook. Double-click to open the file.

    To share an existing notebook in OneNote 2010, go to the File tab and click Share. Choose the notebook that you want to share. Choose Network to share the files on a server, or select Web to upload the files to your website. Select a location and click the Share Notebook button.

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    Share Your OneNote Files Via Sky Drive

    Share OneNote Files Via SkyDrive A final method that you can use to share your OneNote files is with Microsoft Sky Drive. This option enables you to share a notebook even if the others with whom you want to share it are not on your local network. You will need a Windows Live ID and password to use Sky Drive, but you can easily upload files including OneNote notes and share them securely with only those to whom you give access.

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    Microsoft Online: Use a Notebook on Multiple Computers

    Author's own experience


    Screenshots provided by author.

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