Set: Create a Shared Notebook
Let's see OneNote's sharing features in action as we follow along in a real-world scenario with Tara and Jen. Tara and Jen are collaborating on their first screenplay. They work together but are located in different cities.
They have decided to use OneNote to collaborate on their script and organize all the related information. Writing a script requires a lot of activities related to writing the script itself, so OneNote is a good tool for the job.
They'll want to track historical research, interviews, and other information in addition to writing the script. In this scenario, Tara and Jen will create a shared notebook on their network. This means they can both access the notebook from any computer connected to the network.
The first step for Tara and Jen is to create a shared notebook that Jen will do by using the following procedure. (This procedure assumes that you have created a folder on the network and that all the users who need to access the notebook have access to the folder.)
- Open OneNote and click the Share tab.
- Click New Shared Notebook on the Ribbon. The New Notebook screen appears.
- Under Store Notebook On, select Network.
- In the Name field, enter a name for the notebook. In our scenario, we'll call it "Screenplay."
- Under Network Location, enter the full path and file name of the notebook stored on your network. Click Browse to browse to the file location. You can point to a mapped network drive such as z:\foldername\notebook.one or a UNC location such as \\servername\foldername\notebook.one.
- Click Create Notebook.
- After the shared notebook is created, a dialog appears that gives you the option to e-mail a link to the notebook. Jen clicks the E-mail a Link button. This opens a new Outlook message with the link to the new notebook. She enters in Tara's e-mail address and sends her the e-mail.
When Tara opens the notebook, she'll see all the new information that Jen has added, as shown in Figure 1.
She can also search for all changes made within a particular timeframe by clicking Recent Edits on the Share tab. In general, you'll find most of the sharing features on the Share tab. Because both Tara and Jen will be doing research and writing in this notebook, one of the handiest features for them is the ability to search for changes made by a particular user. You can do this by clicking Find by Author on the Share tab.
Anyone who has access to the network location where the notebook is stored will be able to open and edit the notebook. If their writing team expands, Tara and Jen can invite others to share a notebook by clicking File > Share > E-mail Others About the Notebook.