SharePoint Document Issues

How to Create a Shared OneNote Notebook on SharePoint for an Organization

Maira Mehtab Oct 21, 2026 868 views

Question details

A team needs to set up a shared OneNote notebook that is hosted by the organization rather than being stored under an individual employee's personal account.

How to Create a Shared OneNote Notebook for Your Organization

Product: Microsoft OneNote, SharePoint
Device & OS: not provided
Scenario: Setting up a centralized, team-accessible digital notebook for long-term organizational collaboration and knowledge sharing.
Observed behavior: Users need to bypass individual OneDrive account storage and host the notebook directly on a shared organizational SharePoint document library.

Before you start

Ensure you have the correct SharePoint site URL ready and verify that your account has the necessary permissions to create and manage files within that organizational document library.

Solution 1Recommended

Create the OneNote Notebook Directly on a SharePoint Site

By creating the notebook within a SharePoint Document Library, the file is owned by the organization rather than tied to an individual's personal account, ensuring uninterrupted access.

Storing collaborative notebooks on an organizational SharePoint site prevents data loss or access issues if the original creator leaves the company.

Anyone in the organization who has been granted permission to access the specified SharePoint site or document library will be able to view and edit the notebook seamlessly.

Open New Notebook Settings

Launch Microsoft OneNote on your computer. Click on 'File' in the top-left corner of the ribbon menu, and then select 'New' from the sidebar.

Select SharePoint Location

Click on the 'SharePoint' option to choose it as your primary storage location. If prompted, sign in using your organizational Microsoft 365 credentials.

Browse and Enter Site URL

Click the 'Browse' button. In the address bar of the window that appears, paste or type your organization's SharePoint site URL and press Enter.

Choose Library and Create

Navigate to the specific Document Library where you want the notebook to live. Type a recognizable name for your team's shared notebook in the 'Notebook Name' field, and click 'Create'.

Create the OneNote Notebook Directly on a SharePoint Site

Centralized Access Confirmed: The notebook is now hosted safely by your organization. You can notify your team; they can open it directly from the SharePoint library without requesting individual access.

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Frequently Asked Questions

Can I move an existing personal OneNote notebook to a shared organizational SharePoint site?

Yes. You can move an existing notebook by opening it in the OneNote desktop app, selecting 'File' > 'Share', choosing your SharePoint site as the new location, and clicking 'Move'. This transfers ownership from your personal account to the organization.

How do team members access the shared OneNote notebook once it is on SharePoint?

Once the notebook is created in a SharePoint Document Library, team members with access permissions to that library can open it directly from the SharePoint site online, or by clicking a direct sharing link generated from within OneNote.

What happens to the shared notebook if the employee who created it leaves the organization?

Because the notebook is saved and hosted on the organizational SharePoint site rather than an individual's personal OneDrive, it remains fully accessible to the team. It will not be deleted or locked when the creator's user account is deactivated.

Document & File Issues