File Sharing Problems

How to Stop Sharing and Close a OneNote Notebook on a Network Drive

Natalie Taylor Sep 28, 2026 869 views

Question details

The user needs to retire a shared OneNote notebook located on a network drive and ensure it stops automatically reopening for other users.

How to Stop Sharing and Close a OneNote Notebook

Product: Microsoft OneNote
Device & OS: not provided
Scenario: Retiring or stopping sharing of a network-stored notebook.
Observed behavior: The notebook continues to be accessible or reopens automatically in users' desktop applications unless properly closed and access is restricted.

Before you start

Ensure you have administrative or owner access to the network drive where the OneNote notebook is stored before attempting to change folder permissions or move files.

Solution 1Recommended

Close the Notebook and Restrict Network Access

This method ensures the notebook is properly closed on local machines and access is revoked at the network level, preventing it from reopening.

To fully retire a shared notebook on a network drive, you must clear it from local application caches and remove the underlying file permissions so users can no longer sync it.

Close Notebook Locally

Open the OneNote desktop application, right-click the name of the shared notebook in the notebook list on the left side, and select 'Close This Notebook'.

Remove from Recent List

Go to 'File' > 'Open' > 'Recent'. Find the notebook in the recent list, right-click it, and select 'Remove from list' to prevent accidental reopening.

Modify Folder Permissions

Navigate to the network drive folder where the notebook is stored. Right-click the folder, select 'Properties', go to the 'Security' tab, and remove read and write permissions for other users.

Archive the Notebook

Alternatively, physically move the notebook folder from the shared network drive to a secure, restricted-access archive location on your computer or an unshared drive.

Close the Notebook and Restrict Network Access

Clear Cached Shortcuts: If the notebook continues to open automatically for some users, advise them to delete any desktop shortcuts or cached startup entries linked to the old network path.

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Frequently Asked Questions

Why does the closed OneNote notebook keep reopening when I start the app?

This typically occurs if the notebook path is still cached in your 'Recent' list, or if a shortcut in your startup folder is forcing it to open. Clear the notebook from the 'Recent Notebooks' menu and check your system startup configuration.

Can I permanently delete a shared OneNote notebook instead of just closing it?

Yes. If you own the notebook and no longer need the data, you can delete the files directly from the network drive. However, instruct all users to close the notebook in their applications first to prevent lingering sync errors.

How do I know who currently has access to my network-stored notebook?

For notebooks located on a local network drive, access is governed by Windows folder permissions. Right-click the folder containing the notebook, select 'Properties', and review the 'Security' tab to see which users or groups have access.

Document & File Issues