The wiki tab that is added to every Team and each of its channels is convenient, but not robust and its content is not easily migrated and shared. I typically recommend new Team owners (or admins setting up new Teams) delete the ‘Wiki’ tab that comes with the Team and insert a new OneNote tab called ‘Notebook.’
Why replace the wiki with OneNote?
OneNote has a dedicated app.
Notebooks and Wikis are both stored in SharePoint (not Teams)
Notebooks can be moved, migrated, archived and accessed later more easily as a standalone OneNote file.
Wikis are folder structure document libraries in your site’s Site Contents folders. Individual sections are saved as .mht files. This can get messy reassembling and manipulating.
OneNote is easily searchable and can have password protected areas. Try searching your wiki or restricting certain parts without creating a private channel.
OneNote supports drawing/writing with styluses (styli?)
OneNote supports audio/video
OneNote integrates with Outlook
There are more reasons, like how robust you can get with formatting text, but I think you get the picture.
Why you might keep the wiki
While I’m suggesting that OneNote be used for your Team’s note-taking, collaboration, and regular information sharing in a highly mobile and flexible medium, there is still a case to keep wiki alongside OneNote. Matt Wade suggests renaming the wiki tab to ‘About’ and using it as a reference/resource for the Team itself in his Definitive Guide to Everyday Etiquette in Microsoft Teams. So then you’ll have a simple ‘About’ tab for Team information and a ‘Notebook’ tab for ongoing collaboration and work.
How to replace wiki with OneNote
Use the dropdown menu for the Wiki tab and select Remove
Click the plus sign (+) to add a new tab and select OneNote for the tab.
Select the Notebook, and if for a channel other than general, perhaps a corresponding section in the Notebook. (I recommend mirroring your notebook’s sections to your Team’s channel structure)
Use the tab dropdown menu to rename the probably-very-long name to something simple like ‘Notebook’ for a cleaner user experience.
That’s it! Just a few steps and you’ve substantially increased the productivity potential and collaboration superpowers of your Team. You’ll want to repeat these steps for each new channel you create and, as mentioned, consider creating a new notebook section for each channel to keep things simple, organized, and easy to navigate.
Still aren’t convinced?
Bob Morris has done a very impressive and thorough job of comparing the two. His thoughts on the matter may help you decide whether wikis or notebooks are the best fit for your Team(s).
One year ago today, I announced and released my first-ever email course. To celebrate its birthday, I’m giving it away for FREE! I enjoyed building the course and I’m confident there’s something new and exciting in it for everyone, even a year later.
This email course delivers a healthy serving of OneNote each day, for seven days. Topics include:
Flavors of OneNote (multiple devices, multiple versions)
Audio tips and tricks
Working with files in OneNote
Image magic in OneNote, like searching text within images
Keyboard shortcuts to maximize your efficiency
OneNote + Outlook
Tags and Tag reports (summary pages)
Includes GIFs and relies on images to demonstrate tips so must support HTML message formats
Must allow emails from MailChimp (check spam/junk if you don’t get your first email within 24 hours of signing up)
A colleague of mine from LMH Health, Andrew Brookens, and I set out to deliver an hour’s worth of efficiency hacks using OneNote and Outlook this week. It was the first time we’d tried such a thing, and it was a hot topic. We had 40+ show up in person, and a few people online have asked for handouts or recordings so I’m sharing it all here.
We knew we were setting out to share a lot of demo, and a lot of info from TWO products in FIVE topics in an hour or less. So we devised a handout that would help attendees along the way, and after. You can download it below. In-person attendees also got free access to my OneNote 101 7-day email course.
Because we don’t all have an hour to watch the recording, Andrew and I agreed that sharing smaller, digestible videos would probably work best for busy professionals on the go. Here are brief teaser videos introducing each of our five concepts:
Many of us have been there. You have an awesome notebook, your committee wants access, but you stored it on your OneDrive for Business or local machine. How do you move it to your team’s SharePoint site?
In the following tutorial, I’ll show you how to replace the “default” Notebook on a SharePoint site with your pre-existing notebook.
Delete default notebook in SharePoint
(if applicable, and if unneeded. You could also just “overwrite” it by saving your new notebook with the same name, in the same location.)
Go to the library in which the SharePoint site’s notebook is stored (e.g. Site Contents –> Site Assets)
Delete Existing Notebook (check and delete, or use the ellipses menu)
Move pre-existing Notebook
Copy URL from Site Assets or library in which you’re placing your notebook
Open existing notebook on desktop (client)
File –> Share –> Other Web Locations –> Browse
Paste copied URL in save dialog’s address bar, deleting everything after the library’s name
Hit enter to navigate to the library
Rename notebook if you wish
Update any navigation links
Depending on your settings, there are two ways you might update a URL. If you don’t see “Edit Links” on the menu where you’re placing this, you’ll need to go through site settings:
Copy URL of new notebook
Site Settings –> Navigation
Select Notebook –> Edit
Paste new URL
Copy URL of new notebook
Click “Edit Links” on the menu on which you’re placing the link and modify the existing Notebook link (or add a new one)
It can be tricky when you have many notebooks to keep track of where they all live. And nobody wants to be maintaining multiple copies of the same notebook in a save-as nightmare.
Take the time to learn where your notebook is actually saved, and move it if that’s not where you want it without needing to create a copy or break your client’s cached connection.
Open the Notebook in your OneNote client (desktop app)
Click “File” in the upper left
Note the location that matches Notebook name
If you “Share on Web or Network” you’re actually moving the Notebook and its location will be updated immediately. You can still use your Desktop/client OneNote application to edit as usual. Others will just be able to access it now as well.
Note: If you’re moving your Notebook to SharePoint, make sure you save to a complete URL location like above and not a “synced”/OneDrive for Business-type location mapped locally.
This post illustrates how you can accomplish adding sections to the left pane, and moving the pages pane from the right-hand side to the left as seen above.
Move Sections from Top to Left
In a recent training session, I was asked if it were possible to move sections from the top to the left in OneNote. The answer is “sort of”. We can get sections on the left also, but we can’t get rid of them from the top. There are two ways to accomplish this: