You may have noticed that Microsoft OneNote displays a little warning for notebooks stored in your Documents folder.

This is because Windows computers that are part of UVM’s Active Directory domain use a feature called Offline Files to make your Documents folder available to you when you’re not on the campus network. (see my Offline Files post for more info.)

The warning shows up because OneNote has its own file sync process, and having another file sync process layer under that can mess up its syncing, theoretically. In my many years of using OneNote, I’ve only seen one (maybe two) situations where this may have created problems. That said, ignoring warnings is generally a bad idea; it makes it easier to miss an issue that really does need attention.

If your OneNote notebooks are stored in Document Libraries on SharePoint and if the SharePoint library you're using has any of the following properties enabled, it could cause synchronization errors in OneNote. Video: OneNote and SharePoint. This movie is locked and only viewable to logged-in members. Embed the preview of this course instead. Skip navigation. About Us LinkedIn Learning About Us Careers Press Center Become an Instructor. Products Our Plans Free Trial Academic Solutions Business Solutions Government Solutions.

But there is another way: SharePoint.

By creating your own UVM SharePoint site with a document library for OneNote notebooks, you can store your OneNote data in UVM’s service, nice for compliance with UVM’s Information Security Policy, make that warning go away, and also gets us some additional convenience as well.

Note: This guide applies to OneNote for Windows. I don’t know how the current version of OneNote for Mac compares.

Step 1 – Create a SharePoint site.

Strictly speaking, it doesn’t have to be a new site or a site that is just for you. Your department or working group may benefit from having a common place to store your OneNote notebooks if you want to be able to access each other’s work. But this guide will assume a simpler model of creating a SharePoint site for your own use.

Go to https://sharepoint.uvm.edu and click the Create your own SharePoint site collection link.

Pick a title and description; these are arbitrary and can be changed later. In the web site address field, enter the last part of the web address for your site. I suggest your netid.

It’s important to pick something that will be easy to remember and type. Try to avoid mixed letter case, spaces, and punctuation.

Leave the Template selection at Team Site.

Select an additional site collection administrator. This is required. I suggest picking a colleague or your supervisor, or advisor if you’re a student.

Click the Create button.

The next screen offers you the chance to populate three groups in your SharePoint site. A discussion of SharePoint permissions is beyond the scope of this guide, but it is possible to grant other people the ability view or modify your OneNote notebooks.

For now, just click OK.

Step 2 – Create a new document library

Life will be much easier if we create a new Document Library to contain your OneNote notebooks. Click Site Actions in the upper left of the SharePoint window, and then select Create new Document Library.

For the name, enter “onenote” or “notebooks”. This will become the next item in the web address, and you want it short and simple. (e.g. https://sharepoint.uvm.edu/site/gduke/notebooks ).

Change the default document type to Microsoft OneNote 2010 Notebook. This is the reason we’re creating a new document library. And don’t sweat the OneNote 2010 version. We’re mere weeks (days?) away from upgrading to the current 2016 version.

Step 3 – Create a new OneNote notebook.

Yes, you can move your existing OneNote notebooks to this site, but I suggest creating a new one to start so you can (a) experiment without affecting your production data, and (b) maybe decide that this is a good time to review, reorganize, and archive instead of just dragging everything you have along with you forever.

Important note: I’m not using Internet Explorer for this demo (though I am a longtime fan). If you are, you will have slightly different behavior in this next step.

Create a new OneNote notebook by clicking the New document button on the Documents tool bar. Enter a simple name for the new notebook, (eg., Test Notebook ), and click OK.

New functionality

After you click OK in the previous step, your new OneNote notebook opens in the browser. You don’t even need to have OneNote to work with your OneNote notebook.

Admittedly, the SharePoint 2010 OneNote web app is old, but as I mentioned above, we are just weeks away from having the latest SharePoint and Office web apps available to us. (They will even support simultaneous editing, but I digress.)

Go ahead and add some text so you have something in the notebook. Then go to the File menu and click Close. Then copy the address of the site, e.g. https://sharepoint.uvm.edu/site/gduke , or make note of it because we are going to need it in the next step.

Step 4 – Open the new notebook in OneNote

The Open in OneNote link in SharePoint only works in Internet Explorer; however, opening the notebook from within OneNote is relatively easy.

On the File menu in OneNote, select Open and then click the Browse button under Open from other locations (bottom option in the list).

In the Open window, paste or type the SharePoint site address you copied or noted above into the File name field. When you hit [enter] or click Open, the content of the window will display the content of the SharePoint site.

Under Document Libraries, you should see the new one we created earlier. Select it and click Open (or double-click it).

You should now see the OneNote notebook we created earlier. Select it and click Open (or just double-click it).

And one more time, you should see something called “Open Notebook”. Select it and click Open (or just double-click it).

The notebook should open in OneNote. You can now use it as you normally would, and all your changes will be saved and synced to the SharePoint notebook. Notice that there’s no warning about offline files syncing.

Step 5 – Migrating OneNote content to SharePoint

There are two approaches to the migration of OneNote content to SharePoint.

You can create new notebooks, open them in OneNote, and then move pages or sections from other notebooks to the new ones. Pandp driver. This provides an opportunity to re-arrange, prune unneeded content, maybe create an archive notebook for stuff you don’t need, but don’t want to delete altogether.

Just Right-Click on the page tab in the column on the right, and select Move or Copy…, and then select the destination notebook/tab. For tabs, there’s an additional option to Merge tabs, which can be useful when reorganizing.

Alternatively, you can use the Change location… option in the Properties of a notebook to move the whole thing to SharePoint. Clicking the Change location… button opens a browse window. As we did before, we paste or type the address of the SharePoint site, and open the document library where we want to put the notebook.

One difference between this and opening a notebook is that, after opening the target library, the library’s name will be shown in the Folder name field, and instead of an Open button, we have Select. Hit Select, and the notebook will be copied to SharePoint. If you have a lot of content in your notebook, the full sync of that content may take a few minutes, depending on your network speed.

The notebook data will still exist in your original location, e.g., DocumentsOneNote Notebooks. If you don’t want to remove that content, I suggest moving it to a new folder like “Old notebook.” Otherwise, if you start OneNote on a new computer, it will automatically load this old version of your notebook, and you may panic for a moment wondering where the last eight months of notes has gone. Ask me how I know. 🙂

Please let me know if this guide has been helpful, if you have suggestions for ways to clarify the instructions, or if there are additional questions that you’d like to see addressed.

In this post, we cover how to integrate Microsoft Dynamics 365 Online with SharePoint and OneNote. We start off with why you should consider integrating Dynamics 365 with SharePoint and OneNote. Secondly, a full step-by-step guide is provided on how to create a SharePoint Site for Dynamics 365 document management. Thirdly, a detailed guide on how to integrate Microsoft Dynamics 365 Online with SharePoint Online is provided. We conclude with an elaborate guide of how to integrate Microsoft Dynamics 365 Online with OneNote.

Why Consider Integrating Dynamics 365 with SharePoint and OneNote?

• Cost: It is cheaper to store documents in Microsoft SharePoint than in Microsoft Dynamics 365 online.
• Enhanced document Management functionality: SharePoint online is a Microsoft platform that specializes in document management and hence has more enhanced features focused on document management e.g. creating sub-sites, information rights management, SharePoint business intelligence, etc.
• Enhance collaboration: teams can retain the great Dynamics 365 collaboration tools while also utilizing the advance document management features of SharePoint.
• Enhanced productivity: by allowing users to access documents in multiple places. If someone is working in SharePoint, they do not need to go back to Dynamics 365 to access documents uploaded in Dynamics 365.
• Seamless user experience: Despite the documents are stored in SharePoint after the integration, to a Dynamics 365 Online user, it feels like the documents still reside in Dynamics 365. The user experience is not compromised by this integration.

How To Create a SharePoint Site for Dynamics 365 Document Management

Step 1: Login in to https://admin.microsoft.com as a global or SharePoint administrator. If you see a notification that you have no permission to access the page, you do not have SharePoint administrator rights or Office 365 global administrator permissions in your organization.

Step 2: In the left pane, under Admin centers, select SharePoint. You might need to select Show all to see the full list of admin centers. This will take take you to the SharePoint home page.

Step 3: On the SharePoint home page, click Create site to start the process of creating a SharePoint site.

Step 4: You will get pop up window, asking you to choose the type of SharePoint site you would like to create. Choose Team site:

Step 5: Enter details about your team site. Take note of Site Address, we will need it later when integrating Microsoft Dynamics 365 with this SharePoint team site. Afterwards click Next.

Step 6: You can add members and/or additional owners of the site. This is not a required step, you can come and add site owners and additional members later after you have created the site. Click Finish to complete the process of creating your SharePoint site.

Step 7: After Step 6, your new site will be created and it will look similar to:

Difference Between Onenote And Sharepoint

Integrating Dynamics 365 Online With SharePoint

For this demonstration, we are using version 9.1.0000.9825 of Dynamics 365 (2019 release wave 2 enabled) online. However, the integration process is the same or very similar in other versions of Dynamics 365/CRM online.

Step 1: In your Dynamics 365/CRM instance, login with the System Administrator and/or System Customizer security role. Then navigate to Settings >> Document Management. On this page, click on Configure Server-Based SharePoint Integration.

Step 2: You will get the following pop up, asking you where your SharePoint sites are located. In this demonstration, we are working with Dynamics 365 online and SharePoint online, so the Online option is selected. Afterwards, click Next.
Drivers radiant.

Step 3: Enter the URL of the SharePoint Site (see Step 5 of section How To Create a SharePoint Site for Dynamics 365 Document Management above). A check will be conducted on whether the URL you have provided is a valid SharePoint online site and if it exists in the same Office 365 tenant as your Dynamics 365 organization. After enabling server-based SharePoint integration, you cannot go back to the client-side integration, the default setting prior to this integration. If you would like to proceed, click Next.

Step 4: After your SharePoint site has been validated by Dynamics 365, click Finish.

Step 5: In Dynamics 365, go to Settings >> Document Management. You will notice that the Configure Server-Based SharePoint Integration option, mentioned in Step 1, is no longer available. This is because we have correctly configured Dynamics 365 with SharePoint. On this page, now click on Document Management Settings to complete the process of integrating Dynamics 365 with SharePoint.

Difference Between Onenote And Sharepoint

Step 6: After executing the previous step, the window below will pop up, where you can select the Dynamics 365 entities you would like to enable for document management in SharePoint. Afterwards click Next to continue the integration process.

Step 7: Select the SharePoint folder structure for the entities selected in the previous step. In the example below, I have selected a folder structure based on entities. Afterwards, click Next.

Step 8: The following window will pop up. Click OK, if you would like to proceed with the creation of document libraries in the provided SharePoint site.

Step 9: Wait until the document libraries have been created. After the document libraries have been created you will get a window similar to the one below, notifying you that the process has been completed. Click Finish.

You have successfully enabled Dynamics 365 for document management in SharePoint. For the entities enabled, files uploaded for their records will be stored in SharePoint and you can make utilize the full range of document management capabilities offered by SharePoint. Your documents will be accessible in both Dynamics 365 and SharePoint.

To view the SharePoint sites enabled for document management in your Dynamics 365 organization, go to Settings >> Document Management. Click on SharePoint Sites. You will get a window similar to the one below:

To view the Dynamics 365 entities’ folders created in SharePoint, navigate to the SharePoint team site you provided above. In the left navigation panel, click on Site Contents. You will get a window similar to:

Integrating Dynamics 365 Online With OneNote

Step 1: In Dynamics 365, go to Settings >> Document Management. On this page, click on OneNote Integration.

Step 2: After executing the previous step, the window below will pop up, where you can select Dynamics 365 entities you would like to enable for OneNote Integration. Click Finish to complete the process.

You have successfully integrated Dynamics 365 with OneNote. For records of the enabled entities, notes made in Dynamics 365 will be synced with OneNote in SharePoint Online. Also, you can access these notes on your desktop (i.e. OneNote Desktop) and mobile devices (i.e. OneNote Mobile).