Share an existing notebook (Windows XP)

Shared notebooks let multiple users take and view notes together in one notebook. The New Notebook Wizard in Microsoft Office OneNote 2007 conveniently guides you through the creation of new shared notebooks. However, to share an existing notebook on your computer, you first need to connect your computer to a network and configure the security settings in Microsoft Windows XP.

OneNote notebooks appear as folders when you view them in Windows XP. To share a notebook folder with others, you must specify who will be able to access it. This article takes you through the required steps.

What do you want to do?

Share an existing notebook on your computer

Stop sharing a notebook on your computer

Share an existing notebook on your computer

For you to share a notebook that is located on your computer's hard disk drive, your computer must be connected to a network, such as a Local Area Network (LAN), in your home, at your workplace, or at your school.

Note   Your shared notebook will be available to others only when your computer is turned on. Therefore, we recommend that you avoid setting up a shared notebook on a computer that is frequently turned off.

Step 1: Locate the notebook folder

  1. In OneNote, open or navigate to the notebook that you want to share.

  2. On the File menu, click Notebook Properties.

  3. In the Notebook Properties dialog box, note the Path. This is the location of the notebook folder on your computer's hard disk drive. Memorize this location or write down the full path.

  4. Click Cancel to close the Notebook Properties dialog box.

  5. On the File menu, click Exit to exit OneNote.

  6. In Windows XP, click Start, and then click My Documents.

  7. In My Documents, open the OneNote Notebooks folder. This is where OneNote typically stores all of your notebook folders. If the folder of a particular notebook that you want to share is located elsewhere on your computer, navigate to its correct location.

  8. Right-click the folder of the notebook that you want to share, and then click Properties on the shortcut menu.

Important   When you share notebooks that are stored on your computer's hard drive, we do not recommend that you share the entire My Notebooks folder with others. You should set separate sharing permissions for each notebook folder.

Step 2: Set the network permissions for the notebook you want to share

The next steps for adding other computers or specific users to your permissions list depend on whether you are connected to a simple home or office network, or to a more complex business network that has a domain controller.

Note    If the suggested configuration steps in either of the following two sections do not match what you see on your computer, you may be on a different type of network or on a network with restricted permissions. In either case, contact your network or system administrator for assistance.

Choose one of the following:

Share your notebook on a simple home or office network

Share your notebook on a network that has a domain controller

Step 3: Notify users about your shared notebook

Share your notebook on a simple home or office network

Follow these steps if you are using OneNote on Windows XP and you want to share your notebook with other computers that are connected to a simple home or office network.

  1. In the folder Properties dialog box , under Network sharing and security, select the Share this folder on the network check box.

    Folder properties dialog box on a Windows XP home network

    Note   If you have never before shared a folder on your network, the Share this folder on the network check box may not appear until you acknowledge a security warning and select the option Just enable file sharing.

  2. In the Share Name box, verify the name of the notebook. It is not necessary to change the default name.

  3. Select the Allow network users to change my files check box only if you want other users to be able to add, edit, or remove information in your shared notebook.

  4. Click Apply to save the new security settings for the selected notebook, and then click OK.

Tip   To make sure that your notebook has been successfully shared, you can test the connection from another computer on your network.


Share your notebook on a network that has a domain controller

Follow these steps if you are using OneNote on Windows XP and you want to share your notebook with specific people who are connected to a large network, such as a business or school network, that is controlled by a domain.

  1. In the folder Properties dialog box, on the Sharing tab, click Share this folder.

    Folder properties dialog box on a Windows XP business network

  2. Click Permissions.

  3. In the Permissions dialog box, click Add.

  4. In the Select Users, Computers, or Groups dialog box, specify the people whom you want to be able to access your shared notebook. You can enter full names, user names, or e-mail addresses. The users you add to the list of permissions must be on the same network as your computer.

  5. Click Check Names to verify your entries on the network, and then click OK.

  6. In the Permissions dialog box, select a user name by clicking it in the list, and then specify the permissions for that user. For example, select the Full Control check box in the Allow column to let that person open and modify pages in your shared notebook.

  7. Click Apply to save the permissions for the selected user, before going on to the next user in the list.

  8. Repeat steps 6 and 7 for each user on the list.

  9. Click OK when you finish setting permissions for all users.

  10. If you see a Security tab in the Properties dialog box, your computer is connected to a network with a domain controller. To share a notebook folder on such networks, you must repeat steps 3-8 and set the same permissions on the Security tab that you previously set on the Sharing tab. If you do not see a Security tab in the Properties dialog box, click OK to close the folder Properties dialog box.

Tip   To make sure your notebook has been successfully shared, you can test the connection from the computer of someone on your permissions list.


Step 3: Notify users about your shared notebook

After you grant other users permission to view or edit your shared notebook, you can notify them about its availability by sending them a link to the notebook. OneNote can automatically create an e-mail message that points the recipients to the correct location.

  1. In OneNote, open the shared notebook. (On the File menu, point to Open, and then click Notebook.)

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

  3. In the e-mail message that OneNote creates, specify the recipients, add any additional information you want to include, and then send the message.

Top of Page

Stop sharing a notebook on your computer

  1. In Windows XP, open the My Documents folder (click Start, and then click My Documents).

  2. In My Documents, open the OneNote Notebooks folder. If the folder of a particular notebook that you want to stop sharing is located elsewhere on your computer, navigate to its correct location.

  3. Right-click the folder of the notebook you want to stop sharing, and then click Properties on the shortcut menu.

The next steps for removing other computers or specific users from your permissions list depend on whether you are connected to a simple home or office network, or to a more complex network that is controlled by a domain.

Note    If the suggested configuration steps in either of the following two sections do not match what you see on your computer, you may be on a different type of network or on a network with restricted permissions. In either case, contact your network or system administrator for assistance.

Choose one of the following:

Stop sharing your notebook on a simple home or office network

Stop sharing your notebook on a network that has a domain controller

Stop sharing your notebook on a simple home or office network

Follow these steps if you are using OneNote on Windows XP and you want to stop sharing your notebook with other computers on a simple home or office network.

  1. In the folder Properties dialog box, under Network sharing and security, clear the Share this folder on the network check box.

  2. Click Apply, and then click OK.

Tip   To make sure your notebook is no longer visible on the network, test the connection from another computer.


Stop sharing your notebook on a network that has a domain controller

Follow these steps if you are using OneNote on Windows XP and you want to stop sharing your notebook with specific people on a large business or school network that is controlled by a domain.

  1. In the folder Properties dialog box, on the Sharing tab, click Permissions.

  2. In the Permissions dialog box, select the name of the person or group that you want to remove, and then click Remove.

  3. Click Apply, and then click OK.

  4. In the folder Properties dialog box, on the Security tab, select the name of the person or group that you want to remove, click Remove, click Apply, and then click OK.

Tip   To make sure your notebook is no longer visible on the network, test the connection from another computer.

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Applies To: OneNote 2007



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