Microsoft 365 -...

OneNote - Collaboration and sharing

This page describes how you can share notebooks and pages in OneNote.

Norsk versjon — Samarbeid og deling

Microsft 365 Topic Page | OneNote Topic Page

OneNote allows you to share your notebooks with others and collaborate on content.

General info about sharing in OneNote

  • You can choose to give participants permission to edit, or just for reading.
  • It is possible to limit participants' access to specific sections with a password.
  • It is not possible to give others access to individual pages.
  • You can send a single page as a screenshot per mail, or download and share it as a pdf.

How to share a notebook

Whenever you share a notebook, the people you share it with automatically get access to all the sections and pages in the notebook (though it is possible to block access to sections with a password).

In general, you should therefore create a new notebook for every project, and have one for your personal use that you never share.

  1. Open the notebook. Click on Share in the top right corner of the OneNote window.

    Screenshot. The Share-icon.
  2. Choose those you wish to give access to the notebook. Click on People you specify can view to see the various access alternatives.
    • Anyone with the link: Anyone with the link can access the notebook.
    • People in NTNU with the link: Only people with an NTNU-user can access through the link.
    • People with existing access: Those who already have access are sent a copy of the access link.
    • Specific people: Only people you specify are given access (can be both NTNU-users as well as others).

      Screenshot. Shows the link settings.
  3. To give editing access, check the mark for Allow editing.
  4. Click Apply to confirm the settings.
  5. In the next window, you choose who you want to share the link with. If the person has an NTNU-user, you can find them by name. If not, you need to write their e-mail address. If you want to share the link in other ways, you can Copy link.

    Screenshot. Shows the Share-window.
  6. Click Send to share the link. An e-mail with the link is sent to the people you added.

How to share page

There is currently no way to share a singular page with editing access. It is however possible to share the content itself. There are two ways to do so:

  • Export the content as a PDF
  • E-mail the page as a screenshot

Export page as PDF

NB! Requires that you have Adobe installed.

  1. Choose Settings and more (...) in the top right corner of the OneNote window and select Print.
  2. Choose Adobe PDF in the Printer menu.
  3. Click Print and choose storage destination.

Send page content by mail

Note that the page content is added as text content in the mail, not as an attachment. Pictures are also not included.

  1. Find the page you want to share.
  2. Go to Share in the top right corner of the OneNote-window.
  3. Click Send copy of the page

    Screenshot. Shows the Send copy-button..
  4. Choose e-mail.

Change access settings of shared notebooks

You can change the access settings of shared notebooks at any time.

  1. Navigate to the notebook.
  2. Go to Share in the top right corner of the OneNote-window.
  3. Open More options (...) and choose Manage access.

    Screenshot. Shows the menu for more options.

    Her you can change link settings, delete links and retract access rights.

Add password protection to sections

It is possible to add password protection to sections. You will then be able to open and lock the section whenever you wish.

NB! It is not possible to recover forgotten passwords. We therefore recommend that you use this function carefully.

  1. Right click on the section you wish to protect, go to Password protection and select Add password.

    Screenshot. Shows the option menu for sections.
  2. When you have add a password, you will see a lock next to the section name. You open and lock the section by clicking on the lock.

    Screenshot. Shows the lock next to the section name.

See also


Orakel Support Service can help you if you have questions or if you encounter difficulties.