HelpDesk – OneNote Sharing Options

UPDATED: 5/9/24 – See KA 3650 for publishing Onenote to Sharepoint.

Problem

User wants to share a OneNote notebook and is unsure about how to do it for their situation.

Options are:  

1. Create a link that can be used by anyone who has access to the link
2. Send e-mail to many people about the notebook at the same time (creates a new Outlook e-mail)
3. Share with specific people (SharePoint only)

Things to Keep in Mind

• Dartmouth Health does not use Office 365, a cloud-based version of Office that allows cloud-based storage which can make sharing files easier.  

Instead DH uses Office 2021 through a license with Microsoft.

See What's the difference between Microsoft 365 and Office 2021? – Microsoft Support for more information. 

• Users probably cannot share from their H: drives.  It is better to share OneNote notebooks from department-shared drives, typically referred to as “I: drives”.

Solution

NOTE: If the notebook needs to be migrated to a new shared drive first (not SharePoint) see KA 4834.

1. Create a link that can be used by anyone who has access:

1. Click File > Share
2. Highlight the file path and copy/paste it to share with others.

   

2. Send an e-mail to many people with notebook path at the same time:

1. Click File > Share
2. Click Email Others About the Notebook.  A new Outlook e-mail will open similar to this:
3. Adjust the e-mail accordingly.

   

3.  Share the notebook with only specific people (SharePoint only)

NOTE: The notebook must be located on SharePoint.  If the notebook is not already on SharePoint then contact the IS Program Management Office for assistance:

Link: SharePoint Help (hitchcock.org)

E-mail:  IS-PMOTeam@Hitchcock.org

CI = MS Office Standard (ok to just type OneNote)

Service Catalog Values = Help Desk > Software > Submit Request

Escalation Tree:

Tier 1: IS – Support – Help Desk

Tier 2: IS – Support – LEB Software (Or Regional Support)

Tier 3: N/A