File Sharing Problems

How to Create an Interactive Digital Workbook with Microsoft 365

WPS Content Manager Oct 10, 2026 869 views

Question details

The user wants to convert a printed training workbook into an interactive digital resource where readers can add notes and annotations using Microsoft 365.

How to Create an Interactive Digital Workbook with Microsoft 365

Product: Microsoft 365
Device & OS: not provided
Scenario: Creating and distributing digital training materials for students or employees to interact with, rather than distributing printed copies.
Observed behavior: A secure and accessible digital format is required so readers can input text, highlight, and annotate, with a need to manage whether notes are shared or private.

Before you start

Ensure you have an active Microsoft 365 account and access to OneDrive or SharePoint to securely host and share your digital workbook files with your audience.

Solution 1Recommended

Create an Interactive Workbook using OneNote or Class Notebook

OneNote and Class Notebook are ideal for digital workbooks because they natively support drawing, typing, and multimedia annotations over imported documents.

By importing your training materials into OneNote, users can easily interact with the content on any device.

Set up a new Notebook

Open OneNote or Class Notebook and create a new notebook specifically for your training material.

Import existing materials

Go to the 'Insert' tab and click 'File Printout' to import your existing PDF or Word training documents directly onto the OneNote pages.

Share the Notebook

Click the 'Share' button in the top right corner and save the notebook to OneDrive or SharePoint.

Configure permissions

Enter the email addresses of your readers and ensure they have 'Edit' permissions so they can type or draw their own annotations.

Create an Interactive Workbook using OneNote or Class Notebook

Managing Note Visibility: If you share a single notebook with edit access, everyone's notes will be visible to all users. To keep notes private, distribute individual copies of the file or use Class Notebook's student sections.

Solution 2

Build and Share an Interactive Workbook using Microsoft Word

You can use Microsoft Word to create documents with fillable fields and share them via OneDrive for quick access.

Create and Share Interactive Documents and PDFs with WPS Office

WPS Office provides excellent, user-friendly tools for creating interactive training materials. You can easily build workbooks, convert them to PDFs, and use built-in annotation tools allowing users to highlight, draw, and add text comments.

1. Create or open your document: Open WPS Office and create your workbook using WPS Writer, or open your existing training document.
2. Export to PDF: Go to the 'Menu' and select 'Export to PDF' to convert your workbook into a fixed layout suitable for digital distribution.
3. Add interactive annotations: Open the PDF in WPS PDF and use the 'Comment' tab to add highlights, text boxes, and drawing spaces for notes.
4. Share the workbook: Click the 'Share' button in the top right corner to generate a secure link, allowing your readers to access and annotate their own copies.

Fully compatible with Microsoft Word (.docx) formats.Built-in robust PDF editor for creating and annotating interactive training workbooks.Easy file sharing via secure cloud links with customizable permission settings.Lightweight, fast, and completely free to download and use.

Frequently Asked Questions

How do I prevent users from seeing each other's notes in a shared Microsoft 365 document?

If you share a single collaborative file with 'Edit' permissions, all changes are visible to everyone. To prevent this, ask users to download their own copy by clicking 'File > Save As', or distribute individual files via an assignment tool like Microsoft Teams.

Can I convert a PDF training manual into an interactive Microsoft 365 workbook?

Yes, you can insert a PDF as a 'File Printout' in OneNote. This inserts the pages as images, allowing users to draw, highlight, or type notes directly over the PDF pages.

Does the audience need a Microsoft 365 subscription to view and annotate the shared workbook?

If you share the file with an 'Anyone with the link can edit' permission via OneDrive or SharePoint, users can open and annotate the workbook in their web browser (Word Online or OneNote for Web) without needing a paid Microsoft 365 subscription.

Document & File Issues