Share OneNote Notebook: Desktop & Mobile

To share a OneNote notebook between your desktop and mobile devices, you must first move it to OneDrive, then use the Share button in OneNote to send an invite link. Once shared, the same notebook appears on all platforms where you sign in with the same Microsoft account. This article explains the exact steps for Windows, Mac, Android, and iOS, plus how to manage permissions and fix common syncing issues.

Why Sharing Requires OneDrive

OneNote notebooks are not standalone files like Word documents. A notebook is a folder structure containing section files, and the app needs a central sync point to keep all copies identical. That central point is OneDrive. When you create a notebook directly in OneNote, it is stored in your OneDrive by default. If you created a notebook locally on your computer (File > New > This PC), it only exists on that device. To share it, you must move it to OneDrive first.

Moving a local notebook is straightforward in the desktop app: open the notebook, go to File > Share > Move Notebook, and choose a OneDrive location. OneNote will copy the entire notebook and then prompt you to open the moved copy. The original local copy remains on your computer, so you can delete it after confirming the sync works. On mobile, you cannot move a local notebook because the mobile apps only access notebooks stored in the cloud.

Sharing from OneNote Desktop (Windows and Mac)

The desktop apps on Windows and Mac share a similar process, though the menu wording differs slightly. Here are the steps for the current versions of OneNote (the free desktop app and Microsoft 365 versions).

Open the notebook you want to share.
Click File in the top-left corner.
Click Share in the left sidebar.
You will see a list of people you have already shared with. Click Share with People (Windows) or the Share button (Mac).
Enter the email addresses of the people you want to invite, or click the link icon to create a share link.
Choose the permission level: Can edit or Can view.
Click Share or Send.

If you choose the link option, you can copy the link and send it through any channel (email, chat, etc.). The link will look like https://1drv.ms/... or https://onedrive.live.com/.... Anyone with the link can access the notebook if the link is set to “Anyone with the link.” You can change this later in the Share settings.

Sharing from OneNote Mobile (Android and iOS)

The mobile apps are simpler but have fewer sharing options. You cannot create a new notebook on mobile; you can only open notebooks that already exist in your OneDrive. To share an existing notebook from your phone or tablet:

Open the OneNote app and navigate to the notebook you want to share.
Tap the Share icon (usually a person with a plus sign or the share arrow) in the top-right corner.
Choose Invite people or Copy link.
If you invite people, enter their email addresses and set the permission (edit or view).
If you copy a link, you can paste it into any messaging app.

OneNote mobile does not let you move a notebook to OneDrive; that must be done from the desktop app. Also, the mobile share sheet only shares a link to the notebook, not the entire notebook file. The recipient must have a Microsoft account to open it.

How to See and Switch Between Shared Notebooks on All Devices

Once a notebook is shared, it appears in the notebook list on every device where you are signed in with the same Microsoft account. On Windows, click the notebook name at the top of the left sidebar to see a dropdown list of all your notebooks. On Mac, use the Notebook dropdown in the top menu bar. On mobile, tap the hamburger menu (three lines) to see the notebook list, then tap the notebook you want to open.

If a shared notebook does not appear on your phone, it is usually because the sharing invitation was sent to a different email address than the one you use in the OneNote app. Check which account is signed in on each device. You can have multiple accounts in OneNote, but each notebook is tied to the account that owns it. To open a notebook shared with you, you must add that account to the app (Settings > Accounts > Add account).

Managing Permissions and Stopping Sharing

As the notebook owner, you can change or remove sharing at any time. In the desktop app, go to File > Share. You will see a list of people with access. Next to each person, you can change the permission from “Can edit” to “Can view” or click “Remove” to revoke access entirely. If you created a share link, you can also disable the link so that previously shared links stop working.

On mobile, you can tap the Share icon and then tap “Manage access” (Android) or “Share with people” (iOS) to see the same list. Note that if you remove someone, they lose access immediately, but any notes they have already synced remain on their device. They cannot sync new changes, but they can still view the cached copy offline.

Common Problems and Fixes

Sharing usually works smoothly, but you may run into a few issues:

Notebook not showing on mobile: Ensure you are signed in with the same Microsoft account on both devices. Also, pull down to refresh the notebook list.
Recipient cannot open the link: They need a Microsoft account (free). If they have one, they must be signed in to OneNote before clicking the link.
Sync errors: If the notebook shows a sync error icon, close the notebook and reopen it. On Windows, right-click the notebook name and choose “Close Notebook,” then open it again from the list.
Cannot move a local notebook: The Move Notebook option is only available in the desktop app. If you are on a Mac, make sure you are using the full OneNote app from the Mac App Store, not the web version.
Shared notebook is read-only: Check the permission level. If you are the owner, you may have accidentally shared with “Can view.” If you are a recipient, you may have opened the link in a browser and not in the app; the browser version sometimes shows read-only until you open in the app.

Alternatives to Sharing a Whole Notebook

Sometimes you do not want to share an entire notebook. OneNote offers two lighter-weight options:

Share a single page: In the desktop app, right-click the page tab and choose “Copy Link to Page.” This creates a link that opens that specific page in a browser or the app. The recipient can view it even if they do not have the notebook shared with them.
Share a section: Right-click the section tab and choose “Copy Link to Section.” This works similarly to a page link but covers the whole section.

These links are view-only; the recipient cannot edit the content unless you also share the notebook with them. They are useful for sending a quick reference to someone without giving them full access.

Frequently Asked Questions

Can I share a OneNote notebook without OneDrive?

No. OneNote uses OneDrive as its sync engine. If you want to share a notebook so that multiple people can edit it and see changes in real time, it must reside in OneDrive. You can export a notebook as a .onepkg file and email it, but that is a one-time copy, not a live share. Recipients would have to import it, and changes would not sync between you.

Why can’t I see the “Move Notebook” option?

The Move Notebook option only appears for notebooks that are currently open and stored locally. If you are using OneNote for Windows 10 (the UWP app), the option is under File > Share > Move Notebook. If you are on a Mac, it is under File > Share > Move Notebook. If you are using the online version, you cannot move a notebook because it is already in OneDrive. If you still do not see the option, make sure you have the notebook open and that you are not in read-only mode.

What is the difference between “Can edit” and “Can view” in OneNote sharing?

“Can edit” allows the recipient to add, delete, and modify notes, including text, images, and attachments. “Can view” allows them to read the content but not change anything. You can change this anytime from the Share settings. If you share a link, you can also set the link to “Anyone with the link can edit” or “Anyone with the link can view.”

How do I stop sharing a notebook?

Go to File > Share, and you will see a list of people with access. Click the “Remove” button next to each person. If you have shared a link, click “Disable link” to make that link invalid. After that, the notebook is private again. Anyone who had the notebook open may still see cached content, but they cannot sync changes.

Can I share a notebook with someone who doesn’t have Microsoft 365?

Yes. OneNote is free to use, and sharing works with a free Microsoft account. The recipient does not need Microsoft 365. They can use the OneNote web app or the free desktop/mobile apps. The only requirement is that they have a Microsoft account (Outlook, Hotmail, or a free sign-up).

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