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Go: Collaborate with a Shared Notebook

Go: Collaborate with a Shared Notebook

Now that their shared notebook is set up, Tara and Jen can start working. OneNote 2010 includes many great sharing tools that make this application more effective for research. It also includes the ability to e-mail OneNote pages, support for multiple authors sharing notebooks, page versioning, and so on.

To give you an idea of how all these different sharing features work together, let's take a look at how Tara uses OneNote and other Office applications to conduct an interview with an expert as part of her research. To begin, she uses the calendaring functions in Outlook to set up a meeting with her interviewee.

The interviewee has accepted the meeting invitation, and it's now the day of the interview. Tara wants to keep all her interview notes in OneNote, so at the time of the interview, she sends the meeting details to OneNote like this:

  1. Open Outlook, navigate to the Calendar, and open the meeting invitation by double-clicking it.
  2. On the Meeting tab, click OneNote in the Ribbon to send the meeting details to OneNote. Depending on how you have configured the Send to OneNote options in OneNote, this behavior will vary. By default, Outlook will prompt you to specify where in the current notebook you want the meeting details to go.
  3. The Select Location in OneNote dialog appears. She selects the Interviews section. This creates a new page in the Interviews section in OneNote and prepopulates the meeting details such as date, location, attendees, and so on, along with a link to the Outlook item. The name of the page is the text from the Subject line of the meeting request.

Now Tara can take notes right within OneNote during the interview. After the interview is over, she can make any necessary edits to her notes and then send them to the interviewee for approval right from within OneNote by following this process:

  1. Open OneNote, navigate to the Interviews section and then to the page with the interview notes.
  2. Click E-mail Page from the Share tab.
  3. In the To field, enter the e-mail address of the interviewee and click Send.

Tara's interview notes can now be seen immediately by Jen. If the interviewee makes changes to the notes and sends them back to Tara, she can update them in OneNote. Jen can use the Next Unread button on the Share tab to scroll through any new information that has been entered in the notebook. She can also use the Mark as Read button to be sure that she sees only new changes to the notebook.

Page versioning is another helpful sharing feature in OneNote. As users update a page, OneNote tracks the various versions of a page. This means you can see a history of the page as it has changed. The page version functionality is available only for pages that have been edited by more than one user.

To see all the versions of a page, follow these steps:

  1. Navigate to the page and click Page Versions on the Share tab.
  2. Select Page Versions from the dropdown.

On the right side of the screen, you'll see each version of the page listed below the original page. The versioned pages will have the date and username of the user who made the changes to the page. If you click on one of the versioned pages, you have the option to restore this version to the original or to delete this version. Use this feature with caution because you can easily overwrite data that you may not intend to.

Another way you can share notebook information is by sending a page. The options for sending a notebook page are the following:

  • E-mail the page
  • E-mail the page as an attachment
  • E-mail the page as a PDF
  • Send the page to Word
  • Send the page to a blog

The send options are accessed by clicking File > Send. On the flip side, you can also send information to OneNote. OneNote is designed to integrate seamlessly with Outlook and other applications, so, for example, you can quickly send meeting notes from Outlook to OneNote (as you saw previously).

OneNote allows you to set the default behavior for the way it interacts with other applications. To access these options, click File > Options > Send to OneNote, as shown in Figure 2.

The following table provides a summary of how the Microsoft Office applications support integration with OneNote.

Product

OneNote Integration

Outlook

Sends e-mail, contacts, calendar items, and tasks to OneNote.

Word

Links a Word document with a OneNote page using the Linked Notes feature.

PowerPoint

Links a presentation with a OneNote page using the Linked Notes feature.

Internet Explorer

Links a Web page with a OneNote page using the Linked Notes feature.

Sends a Web page to OneNote.

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