How to Rename a Shared OneNote Class or Staff Notebook
Question details
The user needs to rename an existing shared OneNote Class or Staff Notebook without disrupting access for the current users (students or staff).
- Product
- Microsoft OneNote
- Device & OS
- not provided
- Scenario
- Renaming a shared notebook stored on SharePoint or OneDrive to update its title for a new term or project.
- Observed behavior
- The goal is to safely change the notebook's name at the storage level (SharePoint/OneDrive) and ensure all users can still access and sync the newly named notebook.
Before renaming the notebook, ensure that all users have fully synced their recent changes and ask them to temporarily close the notebook in their apps to prevent synchronization errors.
Rename the Notebook at its Storage Location (SharePoint/OneDrive)
The safest way to rename a shared notebook without breaking user access is to change its name directly where the file is stored in the cloud.
Renaming a notebook locally in the OneNote desktop application only changes the display nickname on your device. To rename it for everyone, you must modify the actual file name in SharePoint or OneDrive.
Visit www.onenote.com in your web browser, sign in with your account, and open the shared Class or Staff Notebook you wish to rename.
Click on the notebook's name to navigate to its exact cloud location. If the link only opens the general SharePoint site, search for the notebook name or manually open the 'Site Assets' folder to locate the notebook file.
Once you have found the notebook file in SharePoint or OneDrive, right-click the file and select 'Rename'. Enter the new name and save the changes.
Instruct your students or staff to close the old notebook in their OneNote applications and reopen it using the updated link or from their 'Shared with me' list.
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Frequently Asked Questions
Will renaming a shared OneNote notebook break the original sharing link?
Generally, renaming a file in SharePoint or OneDrive maintains the underlying document ID and permissions. However, it is highly recommended to have users close the notebook before renaming and open it via a fresh link to avoid any local sync conflicts.
If I resend the notebook link, can students see other students' private sections?
No. If the notebook was properly created as a Class Notebook, the built-in permission structure remains intact. Students will only have access to the Content Library, the Collaboration Space, and their own private section.
Why can't I rename the notebook directly inside the OneNote desktop app?
The OneNote desktop app relies on the file path established in the cloud storage (OneDrive or SharePoint). Renaming the notebook locally via 'Properties' only changes the display name (nickname) on your specific device, not the actual file name for all other collaborators.
