Creating a Notebook for Use on Multiple Computers

If you work on more than one computer (such as a desktop computer and a mobile computer) and have read/write access from both computers to a shared location, you can create a notebook that you can access from more than one computer. An appropriate shared location might be any of the following:

  • A shared folder on your primary computer

  • A network drive or file share

  • A Microsoft Windows SharePoint Services document library

  • A Web site

  • A removable storage drive

If you store the notebook in a shared folder on your primary computer, you can open it from any other computer for which you have the same login credentials. Choose a storage location that will be available when you need it; for example, if you turn off your desktop computer while traveling with your mobile computer, a notebook stored on the desktop computer might not be accessible when you need it.

OneNote creates an offline copy of the notebook on each secondary computer you access the notebook from. OneNote synchronizes the offline copy with the original notebook when the secondary computer is connected to the shared location and OneNote is running.

Sharing an Existing Notebook

If you create a notebook for use on only one computer and later decide you want to access the notebook from multiple computers, you can easily do so.

  • If your primary computer can be accessed through a network or workgroup, you can share the notebook from its original location.

  • If your primary computer cannot be accessed through a network or workgroup, or if you do not log in to your primary and secondary computers with the same credentials, you can move the notebook to a shared location.

To share a notebook from its original location (on a computer running Windows Vista):

  1. Close the notebook. Then in Windows Explorer, open the folder that contains the notebook folder (by default, your DocumentsOneNote Notebooks folder).

  2. Click the notebook folder, and then on the toolbar, click Share.

  3. In the File Sharing window, click the user list arrow, click Everyone, and then click Add.

  4. In the Everyone row of the user list, click the Permission Level arrow, and then click Contributor.

  5. In the File Sharing window, click Share.

To move a notebook to a shared location:

  1. Close the notebook. Then in Windows Explorer, open the folder that contains the notebook folder (by default, your DocumentsOneNote Notebooks folder).

  2. In a second instance of Windows Explorer, navigate to the shared location.

  3. Point to the notebook folder, hold down the right mouse button, and drag the folder from its original location to the shared location. When you release the mouse button, click Move.

After making the notebook accessible from a shared location, follow these steps to generate an e-mail message containing the connection information:

  1. In OneNote, on the File menu, point to Open, and then click Notebook.

  2. In the Open Notebook dialog box, browse to the shared location, click the notebook folder, and then click Open.

  3. On the Share menu, click Send Shared Notebook Link to Others.

In this exercise, you will create a notebook that you can access from multiple computers.

Note

BE SURE TO have access to a shared location before beginning this exercise.

  1. On the File menu, point to New, and then click Notebook.

    The New Notebook Wizard starts.

  2. In the Name box, enter SBS Customer Records.

  3. In the From Template list, click Clients Notebook.

  4. In the top row of the Color palette, click the Yellow box. Then click Next.

  5. On the Who will use this notebook page, click I will use it on multiple computers, and then click Next.

  6. On the Confirm notebook location page, enter the shared location in the Path box; or click the Browse button, navigate to the shared location where you want to store the notebook, and then click Select.

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  7. If Microsoft Office Outlook or another e-mail program is installed and configured on your computer, leave the Send me a link check box selected; otherwise, clear the check box. Then click Create.

    If you need to enter credentials to access the shared location, you will be prompted to do so.

    OneNote creates the notebook and, if the Send Me A Link check box was selected, creates an e-mail message containing information you can use to access the notebook from another computer. (If Outlook isn't already running, OneNote will start it for you.)

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  8. Address the e-mail message to yourself and send it.

    Tip

    You can open the notebook from another computer by clicking the link in the e-mail message or by browsing to the shared location from within OneNote.

  9. Now take a look at the SBS Customer Records notebook.

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On the Navigation Bar, the ActiveSync icon to the right of the notebook name indicates synchronization status of the shared notebook. When OneNote is not actively synchronizing the primary notebook with the copies on other computers, one of the following indicators appears on the icon:

  • A green check mark indicates a successful synchronization.

  • A yellow caution triangle indicates a synchronization error.

  • A red slashed circle indicates that the local copy of the notebook is offline.

You can view the synchronization status and settings by clicking the ActiveSync icon.

Stop Sharing a Notebook

If you no longer want to use a notebook on multiple computers, you can make it inaccessible by changing the sharing permissions. From OneNote, open the shared notebook. Then on the Share menu, click Stop Sharing Notebook, and click Yes in the confirmation dialog box that appears. Or from Windows, open the folder containing the notebook folder, click the notebook folder, and then on the toolbar, click Share. In the File Sharing window, click Stop sharing.

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