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Which files do you store on your OneDrive vs. OneNote?

Anonymous
2020-09-14T19:28:20+00:00

I have started using OneDrive and OneNote within the last six months. I have saved some files (usually non-Office docs and PDFs) on OneNote in various categorized sections and pages, and some files (usually Office docs and PDF) on my OneDrive in various categorized folders. However, six months in, I am running into the issue of needing a certain file and having to search both apps to find it, since there is inevitably some cross-over in what I save where.

Has anyone run into this issue, and if so, how to you use each app when it comes to particular kinds of files?

Thanks in advance!

Will

Microsoft 365 and Office | OneNote | For home | Windows

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  1. Anonymous
    2020-09-15T23:24:52+00:00

    Only my personal opinion:

    Files in OneNote

    Pro:

    Easy access in app, no download (not quite correct, the download happens while opening a notebook).

    Direct in context at the right "place".

    No extra actions necessary for sharing with other people (access rights !)

    Contra:

    No search for files within OneNote. 

    Blows up the size of the notebook, extends sync data/time. With OneNote 2016 you spend place for an embedded file in three places: 1. on OneDrive, 2. in the local cache while the notebook is open, 3. in the local backup folder (potentially several copies/generations).

    My second personal opinion:

    I'd never mix Files in OneNote/on OneDrive as you did, you lose track 😋

    My third personal opinion:

    I'd use a combination of both worlds, combining the pros: Use links in OneNote to files on OneDrives.

    You have the context, need no space, can use Share-Links from OneDrive including the necessary access rights.

    Bernd

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  2. Anonymous
    2020-09-16T14:27:33+00:00

    Bernd - thanks for your thoughts. Very helpful. 

    If I may follow up, it sounds like OneDrive files are where you save everything, and then you link some of your files to OneNote. What then do you use OneNote for besides links to OneDrive files?

    Thanks!

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  3. Anonymous
    2020-09-15T21:38:28+00:00

    Cliff - thanks for the note. I probably didn't clarify my question very well. 

    It was more of a "best practices" question. As in, for those who use OneNote and OneDrive (file folders), how do you personally decide which files to save on which platform. Does that make sense? It's sort of like asking someone who uses both Evernote and Dropbox, "how do you choose which files you save on Evernote vs. Dropbox". 

    Thanks in advance!

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  4. Anonymous
    2020-09-15T03:48:45+00:00

    Dear Will,

    Welcome to the forum.

    From the screenshot, it seems that the issue happens on OneNote and the non-Office documents and PDFs are not displayed on notebooks' pages. Could you confirm it and provide some related screenshots for our confirmation?

    Note: Remove any private information before uploading the screenshots.

    Meanwhile, I'd like you to confirm what OneDrive you are using, the personal OneDrive online place (www.onedrive.com) or the OneDrive for Business site (https://contoso-my.sharepoint.com/personal/username\_contoso\_onmicrosoft\_com)? Does the issue happen in OneNote Online or the OneNote application? What OneNote application are you using, OneNote for Windows 10 or OneNote 2016?

    What types of the files do you insert on the notebooks' pages?

    Generally, you can insert file attachments and file printouts on notebooks' pages and use the search box to search the inserted file attachments. For PDF printouts, I suggest you use OneNote Web Clipper to insert the PDF printouts for easy search in the future.

    Best Regards,

    Cliff

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