Yes, OneNote notebooks can be shared for live access, and multiple people can edit the same notes at the same time
When you share a OneNote notebook, other people can open it, read it, and edit it simultaneously with you. You will see their changes appear in real time as they type, and they will see yours. This is different from emailing a document back and forth — everyone works in the same version, and there is no confusion about which copy is current.
The notebook lives in OneDrive, Microsoft 365, or SharePoint (depending on which version of OneNote you use), and the sharing settings control who can see it and what they can do with it. You decide whether people can only read, or whether they can also add and change content.
Key Takeaways
- OneNote notebooks stored in OneDrive or Microsoft 365 can be shared with specific people, and those people see changes as they happen.
- You control whether shared people can only view the notebook or can also edit it by choosing "Can edit" or "Can view" when you send the share link.
- The person you share with does not need to own a OneNote notebook themselves — they just need a Microsoft account or a link to access it.
- Live collaboration works across devices: if one person edits on their phone and another on a computer, both see the updates when ready.
How to share a OneNote notebook with edit access
Open the notebook you want to share. At the top right, look for a button that says "Share" — it usually has a person icon or the word "Share" next to it. Click it.
A panel will open asking you to enter email addresses or names. Type the email address of the person you want to share with. Below the name field, you will see two options: "Can edit" and "Can view". Select "Can edit" if you want them to be able to add and change notes. Select "Can view" if you only want them to read what is there.
Click "Share" or "Send". OneNote will send them a notification (usually by email) with a link to the notebook. When they click that link and sign in with their Microsoft account, they will see the notebook open in their browser or in their OneNote app.
How to share a OneNote notebook with a link instead of an email
If you do not know the person's email address, or if you want to share with a group, you can create a shareable link instead. Open the Share panel the same way, but look for an option that says "Copy link" or "Get a link".
OneNote will generate a link that you can paste into an email, a chat message, or anywhere else. When someone clicks that link, they will be taken directly to the notebook without needing to search for it. You can set whether the link allows viewing only or editing before you copy it.
Be aware that anyone with the link can access the notebook if the link is set to "Anyone with the link can view" or "Anyone with the link can edit". If you want to limit access to specific people, use the email method instead, or create a link that requires people to sign in with their organization account.
What happens when multiple people edit at the same time
When you and someone else are both editing the same notebook at the same time, OneNote keeps track of who wrote what and when. If you both try to edit the exact same sentence at the exact same moment, OneNote will show you both versions and ask you to choose which one to keep, or you can combine them.
Most of the time, though, you will be editing different sections or pages, and OneNote straightforward merges the changes. You will see a small indicator showing which person is currently editing which part of the page — this helps you avoid stepping on each other's work.
If someone is offline when they edit, their changes will sync to the shared notebook as soon as they reconnect to the internet. This means live collaboration does not require everyone to be online at the same moment, though they will not see each other's changes until they reconnect.
The difference between OneNote and OneNote for the web
OneNote comes in two versions: the app you read to your computer or phone, and OneNote for the web, which runs in your browser. Both can share notebooks, and both support live collaboration. The main difference is that the app version has more features, but the web version works on any device without downloading anything.
If you are sharing with someone who does not have OneNote installed, they can still access the notebook through the web version. They do not need to read or install anything — they just click the link and it opens in their browser.
Stopping someone from accessing a shared notebook
If you need to remove someone's access, open the Share panel again and look for a list of people who have access. Find the person you want to remove and click the "X" or "Remove" button next to their name. They will no longer be able to see or edit the notebook.
If you shared the notebook with a link, you can also change the link settings to turn off sharing entirely. This will disable the link, and anyone who tries to use it will get an error message. People who already have access through their email will still have access unless you remove them individually.
Frequently Asked Questions
Do I need a Microsoft 365 subscription to share a OneNote notebook?
No. You can share a notebook stored in a free OneDrive account. Microsoft 365 gives you more storage and features, but sharing itself is free. The person you share with also does not need a paid subscription — they just need a Microsoft account.
Can I share a OneNote notebook with someone who does not have a Microsoft account?
If your organization uses Microsoft 365, you can sometimes share with people outside your organization, but they will need to sign in or create a free Microsoft account to access it. If you are using a personal OneDrive account, the person will need a Microsoft account to open the link.
What if I share a notebook and then want to make it private again?
Open the Share panel, find each person who has access, and click the remove button next to their name. If you shared with a link, turn off link sharing. The notebook will then be visible only to you.
Can someone edit my shared notebook without me knowing?
You will see their changes appear in the notebook in real time, but OneNote does not send you a notification every time someone edits. You can see who made which changes by looking at the edit history, which shows the name of the person and the time they made the change.
Does sharing a OneNote notebook work on mobile phones?
Yes. The OneNote app on iPhone and Android supports shared notebooks. When you open a shared notebook on your phone, you will see other people's changes as they happen, and your edits will sync to everyone else's devices.