Lesson 4: Sharing and Collaborating

Lesson Objectives sharing content items sharing notebooks sharing content via email synchronizing notebooks inviting others to view a notebook marking edits marking notes viewing recent edits finding notes by author hiding author initials Pg 105 © CCI Learning Solutions Inc.

Sharing Notebooks Three different locations for information-sharing: OneDrive SharePoint Network drive Share notebooks at any time by clicking File and clicking Share Biggest advantage of sharing notebook is changes synchronized regardless of who or when changes made to shared notebook Reviewer’s initials or name appear to indicate who made the change Pg 105-106 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks Using OneDrive Online cloud service provided by Microsoft which allocates storage area connected to Microsoft Account Log into www.outlook.com, www.hotmail.com or www.office.live.com Shared notebooks saved to OneDrive People you want to share notebook with receive email containing link to file Can have OneDrive for Business folder and one or more SharePoint folders accessible through SharePoint Online or Office 365 Pg 106 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks 1. Start OneNote and open notebook to share. Then click File and click Share. Pg 106 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks 2. Ensure notebook to share is shown at top of screen; if not, exit Backstage and open appropriate notebook. 3. Ensure OneDrive is selected in list of locations. 4. Click Sign In to log into personal Microsoft Account; otherwise, click Sign up to create new account. OneNote automatically updates location to show OneDrive as well as name of shared notebook Pg 107 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks Type name of notebook and then click Move Notebook. 6. Click OK. Pg 107 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks No one can see contents of anything stored on OneDrive without your permission You can invite people to share notebook, either to view only or edit Can share notebook during meeting only so attendees can add notes to shared notebook during meeting 7. Enter name of person or people with whom you want to share this notebook. Can use to check names in contact list correct; or use to view global address book Pg 108 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks 8. Click arrow at right of email address field to specify whether people can edit or only view contents of notebook. 9. Enter brief note regarding purpose of notebook and why you want to share it. 10. Turn on or off option to Require user to sign in before accessing document. In some cases, this option may be required by your organization. 11. Click Share. Pg 108 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks If this is first time you are sharing a notebook, will see: Microsoft requires you provide credentials for authentication purposes 12. Click Click here for the additional authentication step. Pg 109 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks 13. Sign in with Microsoft Account information. 14. Click link to verify email address and then click OK. If creating Microsoft Account, need to enter security code displayed to verify account, identifying you as individual and not mass mailing program. 15. Exit Outlook.com web site. 16. Click Proceed. Microsoft sends invitation to recipients entered in Type names or email addresses field. Pg 109 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks Receiving an Invitation to Share When someone sends an invitation to share a notebook (or other file) via OneDrive, open message and click link with person’s name to view file contents Pg 110 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks 1. Click link for name of notebook to open file on your screen. 2. To make changes as required, click Edit in Browser. Pg 110 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks Can navigate, manipulate or maneuver items as if notebook were created by you Some differences between online and local version (in general, these affect only the display) Can access other Office Online apps on OneDrive Commands vary slightly between online and installed versions of Office applications Display of notebook elements may also be slightly different When changes are made to shared notebook, each author’s changes appear in notebook, marked with initials, so others can easily see what changed and who made changes When finished making changes to shared notebook, close browser window If working in OneDrive account, click OneDrive link at right of OneNote Online button to return to shared documents screen Pg 111 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks Using SharePoint Web application platform that can be installed on company network to provide file storage and access to anyone with a valid account on company network Organization may run SharePoint on own servers, or use SharePoint Online as part of Office 365 subscription Documents stored on SharePoint are located in document libraries Need authorized access to SharePoint and sufficient rights to access particular library where document is stored Can create or add OneNote notebook in any SharePoint library where you have access SharePoint administrator might create centralized library specifically for shared notebooks Pg 111 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks Store files to promote team collaboration on special projects so team members can see latest information To share notebook on SharePoint within OneNote: If new notebook, click File, click New, click SharePoint location and select folder from SharePoint Team sites or click Browse to go to folder on SharePoint Team sites area. Type name for new workbook and click Create If existing notebook, click File, click Share, click SharePoint location in first panel and then select folder from SharePoint Team sites, or click Browse to navigate to specific folder on SharePoint Team sites area. Type name for new workbook and then click Save Another advantage is to use shared notebook when you participate in online meetings with other people on network using Lync To take shared notes during meeting, open notebook, click File, click Share, and click Share with Meeting. Select online meeting to share notebook and Lync then displays notes as shared desktop for all participants to view; can also share online meeting using Meeting Details from Tags group on Home tab Pg 112 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks Using a Network Can share notebook on company network Procedure same as on SharePoint or OneDrive Share file in specified location and send message containing link to share notebook To share new notebook to network, click File, click New, click Computer, then click Create in a different folder. In Create New Notebook dialog box, navigate to network drive where to save file, enter name for notebook and click Create To move existing notebook to network drive, click File, and click Share Pg 112-113 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks If location not available, click Move into a different folder for OneNote to display dialog box to find network drive and folder, then click Move As people begin making changes to shared notebook, OneNote displays author’s initials When sharing notebook via OneNote Online, you will see reviewer’s full name, whereas local drive copy shows only reviewer’s initials Point at initials to see full name of the reviewer along with date and time of change Pg 113 Objective 2.1 © CCI Learning Solutions Inc.

Sharing Notebooks Sharing Content via Email To send an item, click File and then click Send. Current page Displays name of currently selected page when command activated. Email Page Sends page as email body text; receiver can then copy and paste selection from body of message to page in notebook or into new document. Send as Attachment Send page as attachment in email; receiver can save or open attachment. Send as PDF Save page as PDF file, which enables receiver to view but not modify page. Send to Word Send contents of page to blank document in Microsoft Word. Send to Blog Send contents of page to blog site; you must be registered or have logon access to blog site before you can enter or modify any content. Pg 114 Objective 2.2 © CCI Learning Solutions Inc.

Collaborating with Others Shared notebook becomes central repository of information where everyone can insert notes and review notes made by others OneNote captures edits from multiple authors and displays in different colors to quickly identify who made which changes Each author’s entries marked with vertical line that runs for length of entry, along with initials Point at initials to see pop-up giving full name of author and date and time changes were made Pg 119 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Synchronizing Changes Changes sync to shared notebook automatically By default, the entire notebook synced on regular basis, while changes to individual pages or sections synced within 5-30 seconds, depending on size of notebook and connection speed If you make changes to notebook or if notebook currently being synced, will see If there is an error with synchronization, will see To check on synchronization for notebook, click File and with Info selected, click View Sync Status Pg 119 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Sync Progress tab displays status of any shared notebooks currently open, along with details for that notebook Pg 119 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others When being synched, notebook appears as: Can work offline if you have several changes to make and do not want notebook to be synchronized until done, or if you have only limited Internet access When ready to sync notebook: Right-click notebook tab and click Sync This Notebook Now; or press SHIFT+F9, or click File, and with the Info category selected, click View Sync Status and click Sync Now Pg 121 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Finding Notes by Author When several people share notebook, may be difficult and confusing to make sense of all notes Can help to quickly organize changes by author If working in OneNote Online, click View tab and click Show Authors Pg 119 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others If using installed version of OneNote, click History tab and, in Authors group, click Find by Author Can also sort changes in notebook by date instead of author Click button at right to choose Ascending (A–Z, 0–9) or Descending (Z–A, 9–0) sort order Use arrows to expand or collapse list of edits, and click each entry in list to move to that edit Pg 122 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Viewing Recent Edits Can display edits made over specific period of time If using installed version of OneNote, click History tab and, in Authors group, click Recent Edits Pg 119 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Can use Page Versions to see edits made to notebook that may not be marked with author initials If using OneNote Online, click View tab and click Page Versions If using OneNote on computer, click History tab and, in History group, click Page Versions Can also elect to delete various versions, or disable history completely for notebook Pg 123 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Marking Items When reviewing changes in a shared notebook, you can mark them as read Helps identify which items have changed since last time you synced notebook and reduces the amount of time you spend reviewing changes To review and mark unread changes only, use Unread group on History tab Next Unread Go to next unread change. Mark as Read Mark this item as read, or choose to mark entire notebook as read. Pg 124 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Hiding Authors Can hide authors’ initials any time during review Ensures you are reviewing changes objectively To hide author initials, click History tab and, in Authors group, click Hide Authors Pg 124 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Unsharing a Notebook When project over you no longer need to share notebook, unshare it by deleting from its shared location Only shared notebook is deleted Still have copy of notebook if you saved it on your computer Inform everyone who previously had access to the notebook that it will no longer be shared as of specific date To stop sharing with only specific individuals at any time during a project, you can break the share Log into OneDrive, go to file, right-click and click Share, then click person who will no longer have permission to view and/or edit shared file Pg 124 Objective 2.3 © CCI Learning Solutions Inc.

Collaborating with Others Once Stop sharing is activated, that person will no longer be able to access file All changes made prior to date remain in notebook Can unshare notebook from local copy of OneNote Ensure shared notebook open on screen, click File, click Share and in Shared with area, right-click name of person you no longer want to share with, and click Remove user Can also change permissions to view only Pg 125 Objective 2.3 © CCI Learning Solutions Inc.

Lesson Summary sharing content items sharing notebooks sharing content via email synchronizing notebooks inviting others to view a notebook marking edits marking notes viewing recent edits finding notes by author hiding author initials Pg 127 © CCI Learning Solutions Inc.

Review Questions 1. What is OneDrive and why would you use it? 2. What is SharePoint and why may it be advantageous to store your notebooks in SharePoint? 3. When you share a notebook with others, how can you tell who made which changes? 4. When you are sharing a notebook, how does OneNote update the changes so that everyone can see them? Pg 127 © CCI Learning Solutions Inc.

Review Questions Why might you send a page to someone as a PDF attachment? 6. What are the two different ways you can show edits made in the notebook? 7. What can you do if you want to view all changes made in the last week? 8. How can you unshare a notebook? Pg 127 © CCI Learning Solutions Inc.