Absolute Beginners Guide to Microsoft Office OneNote 2003

SharePoint Team Services and SharePoint Portal Server are two products from Microsoft designed to facilitate document sharing and collaboration. You can save your OneNote section files to a SharePoint Portal Server or SharePoint Team Services Web site using the following steps.

  1. Navigate to the section you want to save on your SharePoint site.

  2. Choose File, Save As to launch the Save As dialog in OneNote.

  3. Choose My Network Places from the left pane.

  4. Find and double-click the SharePoint site you have access to. You can usually access a SharePoint site with the address of http://sitename/foldername. Check with your systems administrator to find out the name of your SharePoint site.

  5. Choose the Document Library, as shown in Figure 23.17.

    Figure 23.17. Choose the Document Library you need from your SharePoint site.

  6. Type a name for your OneNote section (or accept the default) and click Save.

Your section is now stored on your SharePoint site. When you open a section stored on a SharePoint site, it opens with the SharePoint Workspace Task pane, as shown in Figure 23.18.

Figure 23.18. Opening a page on a SharePoint site displays the Shared Workspace task pane.

You can use the Shared Workspace task pane for a variety of purposes. It shows the following information:

  • Members All users who subscribe to your SharePoint site are listed, along with their online status. New members can be added, and email can be sent to all members through this pane.

  • Tasks You can create tasks that all users can access. Members of the Shared Workspace can add new tasks or edit existing tasks.

    The Shared Workspace task pane won't appear unless you've opened or saved a document from a Shared Workspace.

  • Documents All OneNote section files as well as any other document types are listed in this view. You can change the sort order, add a new document or even add a new folder for documents.

  • Links Members of the Shared Workspace can add external links to the site.

You can click the Get Updates button to refresh the data in the Shared Workspace task pane. If you suspect that another user has added information, documents, or tasks to the SharePoint site, click the Get Updates button. Any updated information will be transferred to your local computer.

There are several options you can configure through the Options hyperlink at the bottom of the Shared Workspace task pane as shown in Figure 23.19.

Figure 23.19. You can change some of the options for your SharePoint site.

The Service Options dialog box allows you to configure several options for how OneNote (or any other Office program) deals with information stored on the site. If you don't want to display the Shared Workspace task pane when opening a document stored on a Shared Workspace, uncheck the box marked The document is part of a workspace or SharePoint site.

You can also configure how often updates are downloaded from the SharePoint site. By default, OneNote will ask you if you want to get updates to the document; however, you can choose to always get updates or to never get updates. If you either choose Always or Sometimes, OneNote will check for updates every 10 minutes. To change this interval, type a value between 1 and 999 minutes.

caution

When viewing pages on a Shared Workspace, users are subjected to the same file-locking issues as when opening a OneNote file on a network share.

To save your changes to the service options, click OK. Using a SharePoint site to store .one files can be an easy way to allow multiple users access to a variety of OneNote sections.

The Absolute Minimum

In this chapter you learned about a variety of OneNote's collaborative features. You learned

  • How to email your notes to others and how to customize the way OneNote handles the notes you send via email

  • How to publish a single page or an entire section as a Web page

  • How you can use OneNote as a collaborative tool and share information with users in almost real-time

  • How to merge information from two different users in a single OneNote page or section

Using these collaborative features, you can further enhance your note-taking experience. You can take notes and access them from a variety of locations and share them with others inside and outside your organization.

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