Share a page of notes or an entire notebook from OneNote for Windows 10

Important: 

  • We recently removed the ability to share single pages of notes. Please read below for more information about this feature deprecation and the technical reasons behind it. You can still share static copies or a PDF of any pages in your notebooks. For more information, see “Share a snapshot of your notes” or "Share a PDF of your notes" later in this article.

  • As of June 15, 2018, any previously shared links to single pages of notes were automatically expired. Recipients of shared page links will no longer be able to view these pages, unless a recipient has been given access to the full notebook containing a previously shared page.
     


In OneNote for Windows 10, you can share an entire notebook with other people and allow each invited notebook participant to view or fully edit your notes.

If your notebook is stored in your personal OneDrive account, you can also share a static snapshot of any single page of notes.
 

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Share an entire notebook

  1. In OneNote for Windows 10, open the notebook you want to share.

  2. In the upper right corner of the app window, click or tap Share.

    Top right corner of the OneNote window showing the location of the Share button.

    Note: If you don’t see the Share button, you might be using OneNote 2016 and not OneNote for Windows 10. Here’s how to share notebooks using OneNote 2016.

  3. At the top of the Send Link pane that opens, select the side arrow to select who your sharing link gives access to:

    • Anyone with the link    creates a link that anyone can use to access the document or folder, even if they're not logged in to OneNote or OneDrive. Use this to share with anyone, inside or outside your company. This link can also be forwarded around to anyone.

      Note: If this option is not available, your organization is preventing you from using this option.

    • People in <organization>    creates a link that only people in your organization can use who are signed in. This link can also be forwarded to others, but only works for people in your organization.

    • People with existing access    returns a link that can be used by people who already have access to the document or folder. It does not change the permissions on the item. Use this if you just want to send a link to somebody who already has access. 

    • Specific people    creates a link that only the people that you specify can use to access the folder or document. If you click this option, enter the names or email addresses of the people to whom you want to give access to the folder or document. Use this to share with specific people only, who can be inside or outside your organization. The people you share with cannot forward this link to others. 

    Once you have selected who you want to give access to, select or clear the Allow editing check box depending on what type of access you want to allow, and then click Apply.

  4. Enter a name or email address for the people with whom you want to share.

  5. Click or tap Send.

    Tip: 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. On the Send Link pane, click Copy Link. Keep in mind, access to this link is controlled by the access set for sharing at the top of the Send Link pane.

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

Stop sharing

  1. In OneNote for Windows 10, open the notebook that is being shared with the person you want to stop sharing.

  2. In the upper right corner of the app window, click or tap Share.

    Top right corner of the OneNote window showing the location of the Share button.

    Note: If you don’t see the Share button, you might be using OneNote 2016 and not OneNote for Windows 10. Here’s how to share notebooks using OneNote 2016.

  3. Click or tap the ellipsis ( ... ) icon to manage permission access.

  4. Select the person's name you want to stop sharing with, and then select Stop sharing.

Share a single page of notes

We recently removed the ability to share a single page of notes from personal notebooks stored on OneDrive. Please read below for more information about this feature deprecation and the technical reasons behind it.

If you want to share a static copy of any page in your notebook, see “Share a snapshot of a page of notes” in the last section of this article.

How this feature used to work

If your notebook was stored on your personal OneDrive account, you were previously able to share a single page of notes that others could view but not edit. To do this, OneNote created an anonymous, public link to a Web-based version of the selected page.

Some of our customers used this feature to share a read-only view of a single page of notes with their families, friends, colleagues, and collaborators — without giving others access to the full notebook that the page was stored in.

Why we’ve disabled single page sharing for the time being

Our customers have repeatedly asked for the ability to share any single page of notes from all versions of OneNote and across all platforms — including Windows, Mac, iOS, Android, and Web. We’ve also received overwhelming feedback from customers who want the ability to give full editing permissions for single pages, as well as support for sharing single pages from notebooks stored on OneDrive for Business accounts and on SharePoint, not only on personal OneDrive accounts like before.

The previous single-page sharing implementation from personal OneDrive notebooks was our initial attempt to begin building out the larger feature set. However, this first step didn’t satisfy the needs of our customers and, compared to full notebook sharing, usage of the limited page sharing feature was very low. The technical path we need to take to build out the full OneNote page sharing experience requires us to deprecate the previous functionality until comprehensive work on these feature improvements can be completed.

We apologize for any inconvenience that this feature deprecation may cause.

Note: If you’d like to share your overall experiences with sharing notes in OneNote, please submit your feedback directly to our product team. In OneNote for Windows 10, click the Settings and More button Settings And More Button in the upper right corner, click Settings, and then click Feedback. Follow the prompts to capture your comments and suggestions, and then click Submit.

What happens to page links that I’ve already shared with other people?

As of June 15, 2018, any previously shared links to single pages of notes were automatically expired. Recipients of shared page links will no longer be able to view these pages, unless a recipient has been given access to the full notebook containing a previously shared page.
 

Notebook owners can restore access to any previously shared pages by newly sharing the full notebook with collaborators. Alternately, you can create a separate notebook that contains copies of only those pages that you want to share, and then invite others to that separate notebook.

If you prefer to share a static copy of any page in your notebook, see “Share a snapshot of a page of notes” in the section below.

Share a snapshot of your notes

To send a static copy (or a screenshot) of the current page in email, do the following:

  1. In OneNote for Windows 10, open the page you want to share.

  2. In the upper right corner of the app window, click or tap Share.

    Top right corner of the OneNote window showing the location of the Share button.

    Note: If you don’t see the Share button, you might be using OneNote 2016 and not OneNote for Windows 10. Although you can’t share a single page of notes in OneNote 2016, you can send OneNote notes in email.

  3. At the bottom of the Send Link pane, click or tap Send copy of page.

Important: If you make changes to your notes later, any static copies of your notes that you previously sent to others with this option will not be automatically updated.

Share a PDF of your notes

To send a PDF copy of the current page, do the following:

  1. On any page in OneNote for Windows 10, click or tap the Settings and More button Settings And More Button located in the top right corner.

  2. Click or tap Print, and then do any of the following:

    Printer dialog with single page selected

    • Under Printer, select Microsoft Print to PDF.

    • Under Orientation, select if you want to print in Portrait (tall pages) or Landscape (wide pages).

    • Under Pages, select if you want to print the Current Page, the Current Section, or the Current Notebook.

  3. Click or tap Print to print your notes with the options you have selected.

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