How to View and Manage All OneNote Notebook Users
Question details
The user needs a way to view and manage the complete list of people who have access to a OneNote notebook.
- Product
- Microsoft OneNote
- Device & OS
- not provided
- Scenario
- Attempting to manage permissions, but the in-app Share with People page only displays a partial list of users.
- Observed behavior
- The user cannot see all individuals who have access from within the OneNote app and needs to find the correct location to edit full access permissions.
Ensure you have the login credentials for the specific OneDrive or SharePoint account where your notebook was originally created and saved.
Manage Permissions via OneDrive or SharePoint Web
Access the notebook's root storage location in your web browser to view the complete user list and edit their access permissions.
Because the OneNote desktop application may only load a partial list of users on the 'Share with People' page, the most reliable way to review and revoke access is through the cloud storage platform where the notebook is hosted.
Open a web browser and sign in to either OneDrive or SharePoint, depending on where your OneNote notebook is saved.
Navigate through your files and folders to find the specific OneNote notebook you wish to manage.
Right-click on the notebook file and select 'Details' from the context menu to open the information pane on the right side of your screen.
Click on 'Manage access' in the Details pane. From this view, you can review the complete list of users, change their editing permissions, or stop sharing the notebook entirely.
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Frequently Asked Questions
Why doesn't OneNote show everyone I shared my notebook with?
The in-app 'Share with People' interface may not load the complete list of users due to display limitations or synchronization delays. To see every user with access, you must check the host location (OneDrive or SharePoint) directly.
Can I remove a user's access to my OneNote notebook entirely?
Yes. By navigating to the 'Manage access' panel in OneDrive or SharePoint, you can remove specific individuals from the list or change their permissions from 'Can edit' to 'Can view'.
Where are OneNote notebooks typically saved by default?
By default, OneNote notebooks are saved in the Documents folder of your personal OneDrive account. If you are using an enterprise or school account, they may be saved in a specific SharePoint site or OneDrive for Business.
