Using One Note for a Team

Question

Hi,

I am using One Note for sharing information for a team event across a country. It will have photos of sites and important information which the team will need to access.

When I share the One Note with them - they click the link and can only view on One Note Web and cannot open it on the One Note App on mobile devices.

As they will be on the move they were asking to be able to view on phone but the One Note Web layout is not as user friendly as the One Note App.

Does anyone have any suggestions on this?

Answer 1

Hi Shalom,

Thank you for that reply - really helpful and thank you for taking it step by step.

Some of the people on this team are internal in our company and others are external with other business addresses and gmails.

Wondering if you came across a work around for that. I can share internally with other members of our business by following your first solution but not external users.

Kind Regards,

Henry

Answer 2

Hello Henry M,

I'm Shalom and I'd happily help you with your question. In this forum, we are Microsoft consumers just like yourself.

To address the issue of your team not being able to view the content on their mobile devices through the OneNote app, here are some suggestions:

1. Share Notebook Via OneDrive: Instead of sharing the OneNote notebook directly, consider sharing the notebook through OneDrive. This way, your team members can open the notebook in their OneNote app. Here's how:

a. Save the OneNote notebook in a OneDrive folder. b. Share the folder with your team members using their email addresses. c. Your team members can then open the notebook through the OneNote app on their mobile devices by adding the shared OneDrive folder.

2. Share as a OneNote Package: You can export the entire OneNote notebook as a OneNote package (.onepkg) and share it with your team. They can then open this package in the OneNote app on their mobile devices. However, keep in mind that any updates you make to the original notebook won't reflect in the package unless you recreate and resend it.
3. Use OneNote Mobile App: Ensure that your team members have the OneNote app installed on their mobile devices. This is available for both Android and iOS. Make sure they are signed in with the same Microsoft account that you used to share the notebook. This should enable them to access the notebook directly from the app.
4. Check Sharing Permissions: Ensure that you've shared the notebook with the appropriate permissions. Make sure you've granted "View" or "Edit" access, as needed. You can do this through OneDrive or by right-clicking the notebook in the OneNote desktop app and selecting "Share."
5. Check Device Compatibility: Ensure that your team members' mobile devices meet the system requirements for the OneNote app. Sometimes, older devices or outdated app versions might cause compatibility issues.
6. Internet Connection: Make sure your team members have a stable internet connection when they try to open the notebook on their mobile devices. The OneNote app might require an internet connection to sync and load the notebook.
7. Provide Clear Instructions: Offer your team members step-by-step instructions for accessing the shared notebook on their mobile devices. This might include instructions on installing the app, signing in, and accessing the shared notebook.

By following these suggestions, your team members should be able to access the shared OneNote notebook through the OneNote app on their mobile devices with a more user-friendly layout.

Best Regards, Shalom