The latest version of Mac OneNote appears to have a subset of the sharing. Sections (group of pages) can be sent or exported the same way as pages. Section Groups allow you to group your sections (pretty intuitive, huh?) in a OneNote notebook. Let’s start with the following OneNote notebook: I right-click on one of the section tabs and select New Section Group.
Unlike what you've been told at school, notes are often intended to be shared. OneNote 2016 offers a few ways to share the contents of your notes with friends and colleagues. It also helps you maintain control of the data by enabling you to secure it. Here's how you can share, sync and secure your notes.
How to share notes in OneNote 2016
OneNote 2016 allows you to share note pages and notebooks through email, permissions, and links. You can control if the recipients can edit the content, or view it without any other permissions
How to share a locally saved notebook to OneDrive
- Open the OneNote notebook that you wish to share on OneDrive.
- Click File.
- Select Share from the list on the left.
- Select your OneDrive account in the Share Notebook pane. If you haven't signed in yet, click Add a Place to sign in.
- Navigate to the destination in OneDrive.
- Enter the same name or a new name for the notebook.
- Click Move Notebook.
How to invite people through email to share your notebook
- Click File in the navigation ribbon
- Select Share.
- Select Share with People.
- Enter names or email addresses of invitees in the Share with People window.
- Click on the drop-down box on the right.
- Choose if each recipient can edit or view the notebook.
- Modify the outgoing message if necessary.
- Click Share.
How to revoke or change sharing permissions for your notebook
- Select the File tab in the navigation ribbon.
- Select Share.
- Select Share with People.
- Move to the Shared with section and view the invited individuals.
- Right-click the name of a user.
- Choose Remove User from the drop-down to revoke access.
- Choose Change Permission to in order to switch between Edit or View.
How to create a sharing link
- Click File.
- Click Share from the left pane.
- Choose Get a Sharing Link.
- Click Create a view link to generate a view-only link.
- Click Create an edit link to generate a view and edit link.
To disable these links, you only need to navigate back to the Get a Sharing Link screen and click Disable view link or Disable Edit link.
How to Share a page from your notebook
- Click on the page that you wish to share.
- Click the Home tab in the navigation ribbon.
- Select Email Page in the Email group. The page contents will be populated in an Outlook New Message email body.
- Enter a recipient in the To: field
- Enter text in the Subject field
- Add any additional text in the message body.
- Click Send.
How to sync a notebook in OneNote 2016
Automatic synchronization is a key feature of OneNote 2016 but users do have the option to prompt the option on their own. Since the automated feature is done at regular intervals, the manual sync is helpful to ensure data is updated immediately.
How to manually sync notebooks
- Click File in the navigation ribbon.
- Click Info.
- Click View Sync Status.
- Choose to Sync All to sync all shared notebooks simultaneously.
- Choose Sync Now next to notebooks to sync manually.
How to manage security options in OneNote 2016
OneNote 2016 includes basic security options that will prevent unauthorized access to specific sections of your notebook.
How to apply a password to sections
- Navigate to the row of section tabs.
- Right-click on the section you wish to secure.
- Select Password Protect This Section from the down-drown list.
- Navigate to the Password Protection pane that appears on the on the right side of the OneNote Window.
- Click Set Password under the Current Section listing.
- Enter a password in the Password Protection dialog box.
- Re-enter the password to confirm.
- Click OK.
Keep in mind that the password will not be applied to the section immediately. By default, it will activate after five minutes of inactivity. Your tabs will still be visible but the contents of the page are hidden behind the message 'This section is password protected'. You will have to click on the page space to display the Protected Section dialog box where you will have to enter the password to gain access.You can manually bypass the lock-out timer and lock all protected sections by selecting Lock All in the Password Protection pane, or by pressing CTRL + ALT + L.
How to remove a password from a protected section
- Right-click on the tab of the protected section.
- Select Password Protect this Section from the drop-down list.
- Select Remove Password from the Password Protection pane.
- Enter the current password in the Remove Password dialog box.
- Click Ok to complete the password removal.
How to change the password for a protected section
- Right-click on the section tab that you want to change the password for.
- Select Password Protect this Section.
- Click Change Password in the Password Protection pane.
- Enter your current password into the Old Password field of the Change Password dialog box.
- Enter the new password in the Enter New Password field.
- Enter the new password again into the Confirm Password box to verify.
- Click Ok.
How to access Password options
- Click on the File tab in the navigation ribbon.
- Click Options in the left pane.
- Click Advanced in the menu of the OneNote Options dialog box.
- Scroll down to the Passwords section in the list on the right side of the dialog box.
In this section, you can alter the protection delay from the default 5 minutes. Eleven periods are available with 1 minute being the shortest amount of time and 1 day is the longest. You can also uncheck the box for the time-day option to remove the timer altogether.You can also choose to automatically lock your password protected sections immediately after navigating away from them. Even if you click on another section tab, the protected section will be promptly secured.
If you rely on OneNote search options to filter through your content, password protection will prevent locked sections from being included in your search results. The same can be said for note tags as they will not be included in note tag summaries.
Be sure that you use a password that you can remember. If you forget your password, you will not have access to any recovery options, nor will Microsoft Tech Support be able to unlock them for you.
Wrapping Up
Being able to share content, and ensure the details are synced, from OneNote 2016 is incredibly efficient. This promotes easy-to-access updates and collaboration. How often do you share your notes from OneNote 2016? Let us know in the comments.
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Looking backMy top 15 best Xbox and Windows PC games of the decade (2010 onwards)
2010 feels like only yesterday, and what a magical time it was. The Xbox 360 was really hitting its stride, NVIDIA launched its GeForce 580 with a whopping 512 CUDA cores, and we still didn't get Half Life 3. We also got tons of amazing games, and here are some of my favorites.
Sections appear along the top of the page and look similar in shape to the tabs you find on the yellow manila folders:
Sections belong inside of notebooks. So when you switch to another notebook, you'll see the section tabs associated with that notebook change to display all the sections contained within it. Some people like to name their section tabs by topic, such as what the example picture shows above. In this example, each tab contains notes about a given subject in school.
Some people like to name their section after a customer's name or a client. Then they store notes relating to that customer in the section. They can add new notes about the customer during meetings, or perhaps refer to notes they've previously taken about them.
Some might name their section after the name of a particular task they have at work. Or they might name it after a weekly meeting. Others like to name them after a topic or a particular subject. There are no right or wrong section names, just use names that appeal to you and help you to more easily organize your stuff. Since a section represents a single file at the Windows level, there are certain characters that cannot be used in the section name. These include all of the following characters: / : * ? ' < > |
Sections can also be stored inside of Section Groups. Section groups give you an extra layer of organization. Like sections, they are contained in notebooks and appear along the top of the page, next to the section tabs.
To create a section group, click File -> New (or right-click the empty area immediately to the right of the section tabs) -> Section Group. You can also use the New button dropdown on the Standard toolbar.
Tips:
- If you find yourself wishing you would have named your notebooks or sections with a different name, don't worry, it's easy to rename them. Just right-click on the notebook or section tab -> and select Rename.
- The section tab and notebook colors are determined randomly by an internal algorithm. If you don't like the color OneNote has chosen for your section, you can change it by simply right-clicking the section tab -> choosing Section Color -> and then selecting one of the available color options.
- Similarly with notebooks, you right-click the notebook -> select Properties and select one of the available colors under the Color dropdown.
- Unlike notebooks, you can't simply close a section, unless your section is currently opened from outside the current notebook. If you want to get rid of a section, you can either move it into another notebook, or you can delete it.
- To move a section into a different notebook, click and drag the section over the NavBar and hover the mouse over the notebook. After about a second, a flyout will appear revealing all the sections in that notebook. Simply drop the section wherever you like amongst the existing sections in that notebook.
- You can also right-click the section tab ->select Move -> select the notebook in which you would like to move the section into -> and then click Move Into.
- To delete a section, right-click the section tab -> then choose Delete. The section is automatically sent to the Windows Recycle Bin.
- To move a section into a different notebook, click and drag the section over the NavBar and hover the mouse over the notebook. After about a second, a flyout will appear revealing all the sections in that notebook. Simply drop the section wherever you like amongst the existing sections in that notebook.
- Did you know that you can easily password protect a section in OneNote? It's easy to do. Just click File (or right-click the section tab) -> Password Protect this Section -> after the Password Protection task pane appears, click Set Password -> enter the desired password and you're done. After a password protected section becomes inactive for 10 minutes or more, it'll be locked automatically. If you prefer to lock the section manually, on your own schedule, just click Lock on the Password Protection task pane.
- You can also adjust the number of minutes of inactivity before OneNote will automatically lock the section. This is done by clicking Tools -> Options -> Passwords -> then select the desired time.
- You can also force OneNote to automatically lock the section each time you navigate away from the section in the same Tools -> Options dialog.