How to Choose Between SharePoint and OneDrive for a Shared OneNote Notebook
Question details
The user needs to decide the best storage location (SharePoint or OneDrive) for creating and sharing a OneNote notebook with external business partners.
- Product
- Microsoft OneNote
- Device & OS
- not provided
- Scenario
- Collaborating on a shared notebook with external partners and team members.
- Observed behavior
- Looking for the optimal configuration for long-term administration, storage, and permissions management to ensure uninterrupted collaboration.
Ensure you have the necessary administrative privileges in your Microsoft 365 account to create and manage SharePoint sites or modify OneDrive sharing permissions.
Host the Notebook on a SharePoint Site
SharePoint is the recommended platform for multi-person editing and team-owned notebooks.
SharePoint is designed specifically for business processes and team collaboration. When a notebook is stored in a SharePoint document library, it belongs to the team rather than an individual. This ensures that external partners and team members can collaborate seamlessly based on site permissions, even if the original creator leaves the organization.
Navigate to your Microsoft 365 portal and open the desired SharePoint site designated for your team or business process.
Click on 'Documents' or navigate to the specific Document Library where you want to store the shared notebook.
Click the 'New' button in the toolbar and select 'OneNote notebook' from the dropdown menu.
Name the notebook and configure the site permissions to ensure your external business partner has editing access.
Store and Share via OneDrive for Business
Use OneDrive only if the notebook is primarily for personal use but requires occasional sharing with specific individuals.
Collaborate Seamlessly with WPS Office
If you are looking for a lightweight, cost-effective alternative to Microsoft Office for document sharing and team collaboration, WPS Office offers powerful cloud-based features. It provides excellent compatibility with Microsoft file formats and includes built-in cloud storage for easy teamwork without the complex setup.
- 1. Download WPS Office: Download and install WPS Office from the official website to your computer or mobile device.
- 2. Sign in to WPS Cloud: Create an account or sign in to access your free WPS Cloud storage space.
- 3. Share and Collaborate: Create a document and use the 'Share' button to generate a secure collaboration link for your business partners.
Frequently Asked Questions
Can external partners access a SharePoint notebook without a Microsoft account?
It depends on your organization's sharing settings. If your administrator allows it, you can generate an 'Anyone with the link' shareable link. Otherwise, they may be required to sign in using a verified guest account.
What happens to a shared notebook if it is on OneDrive and the owner leaves the company?
If the notebook is stored on a personal OneDrive for Business account, it will typically be archived and eventually deleted when the user's account is decommissioned. This causes all shared collaborators to lose access, which is why SharePoint is recommended for business team assets.
Can I move an existing OneNote notebook from OneDrive to SharePoint?
Yes. You can use the OneNote desktop application to open the notebook from OneDrive, go to the 'File' menu, select 'Share', and choose your target SharePoint site as the new destination to migrate it.
