How can I use OneNote in Microsoft 365?

As part of Microsoft 365 of the University of Mannheim, you can use OneNote as digital notebook. You can use OneNote for the web or install OneNote as program on your computer.

How can I use OneNote for the web?

In your browser, go to office.com and enter your login information. Please use Microsoft Edge or Google Chrome since these browsers have the highest compatibility with the Office 365 tools.

How can I login? Please follow the instructions for logging in.

When you are logged in, you will see the buttons for the available apps in the left corner of your screen. Select OneNote in order to get to the surface of the app.


How can I use OneNote as program on my computer?

Alternatively, you can use OneNote as program on your end device. Please download the program from the Microsoft Store. You do not need to be registered with Microsoft in order to do so.

After you have downloaded and executed OneNote, please enter your login information* for Microsoft 365. You will then get to the overview page.

*Login information for M365: Enter the e-mail address “Uni-HD ad.uni-mannheim.de” (please replace “Uni-ID” by your personal Uni-ID) and the password for your Uni-ID.


How can I create a notebook in OneNote?

By clicking on the “+new notebook” button, you can create a new notebook. Enter a name for the notebook. In the “Shared with me” tab, you can see the notebooks that have been shared with you.

As soon as you have opened the notebook, you have to create a new section. Then you can enter a name for the new section of your notebook.


How can I share notebooks with others?

If you want to share your notebook with others, please select “File” in the menu bar at the top and then “Share”– “Share with people”.

You can then search for other persons by entering their name or e-mail address and send them a link authorizing them to collaborate with you.

In order to share Files, go to the “Share” button in the upper right corner.

A new window will appear. Here you can enter the name of the users to whom you want to send the link.

Please enter the name of the person you would like this link to work for when creating the link. The standard setting is that the link works for all persons having a Microsoft Teams account provided by the University of Mannheim.

If you disagree, you can see the other options by clicking on the button.

If you choose the “People with existing access” option, the link works only for the people you granted direct access. If you choose the “Specific people” option, the link works only for the people whose names / e-mail addresses you entered.

If you choose the other options, entering the information to whom the link will be sent is optional. If you choose these options, you can also copy the link and distribute it otherwise.

In order to open a notebook that has been shared with you, you need to open the notebook in the browser first. As soon as you have done that, you can also open the notebook in the program. Just click on the notebook you have currently open and choose “Other notebooks”.

A new window will open in which you can see the notebooks you recently edited and shared. By clicking the left mouse button, you can select the notebook and by clicking the “open” button you can open the notebook.