Use OneNote Online to share notes during a meeting

When you take notes during a group meeting, you probably can’t catch everything that people say. You can solve this by inviting others in the meeting to co-author the meeting notes with you. After others open the notebook, anyone with permissions can add meeting notes — all at the same time as you. OneNote syncs automatically and everyone’s notes will show up.

At the end of a meeting, everyone is literally on the same page.

Note: Single notebook pages can't be shared without the entire notebook being shared.

Invite others to share notebook

To let others see and contribute to your shared notes using an email invitation, do the following:

  1. In OneNote Online, open the notebook you want to share.

  2. Click or tap File > Share > Share with People.

  3. On the right, in the To box, type one or more email addresses of the people with whom you want to share the current notebook.

  4. Select a sharing option:

    • By default, recipients can make edits to the notebooks. To change share permissions, click Recipients can edit, and then click the down arrow that appears on the right. In the list, select Recipients can only view.

    • By default, recipients aren't required to have Microsoft accounts to share. To specify that Microsoft accounts are required, click Recipients can edit, and then click the down arrow next to Recipients don't need a Microsoft account. In the list, selectRecipients need to sign in with a Microsoft account.

  5. Click or tap Share.

    Note: To change sharing options, on the left, select the person's name you shared with, and then on the right, select the current sharing method, and then select a different sharing method.

  6. Author names will now appear next to notes you've shared. To hide author names, on the View tab, select Hide Authors.

Create a sharing link to copy and use in email or web

Instead of inviting people to share a notebook, you can create a special link to the notebook that you can then copy and paste into an email, into a text message, or onto a webpage.

  1. In OneNote Online, open the notebook you want to share.

  2. Click or tap File > Share > Share with People.

  3. On the left, click or tap Get a link.

  4. On the right, under Choose an option, select either Edit or View only to specify access level to the notebook.

  5. Click or tap Create link.

  6. Paste the link into a new email, into a text message, or onto a webpage.

  7. Click Close.

Stop sharing

  1. In OneNote Online, open the notebook that is being shared with the person you want to stop sharing.

  2. Click or tap File > Share > Share with People.

  3. On the left under Shared with, select the person's name you want to stop sharing. On the right, select the current sharing method, and then select Stop sharing.

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