I need help with Onenote Notebook and Onedrive

I need some help please about onenote notebooks .Question 1- There are onedrive folder in my documents that has onenote notebooks section that contains three one notebooks with various names that are the same on onedrive app in the taskbar the white cloud but it is different than the onenote book shortcut in taskbar when I open to add something there. How can i make the names all the same in all 3 locations {onedrive white cloud app in taskbar and onedrive folder in my document and onenote notebook in taskbar.

Question 2-I noticed that there are 2 onenote notebooks in my apps. One of them has 2016 but not the other. Is that normal and what is the difference?

Question 3-When I click on onenote notebook shortcut in taskbar I do not see a new notebook opened up rather I see all my note notebooks open up. Once again is this normal ? The reason I ask when I click on Word document shortcut in taskbar a new word document opens up.

Lastly, when deleting a notebook I got this warning dialog box.My question is how do I know if something is online only{on my PC?} or on my onedrive {what would be the location name as in (ONLINE)?








Basem KhawajaClinical PharmacistAsked:
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Qlemo"Batchelor", Developer and EE Topic AdvisorCommented:
Q4: If it is in Onedrive, it is online. The path consists of a URL (web address).

Q3: If the notebook is part of a collection, i.e. set up together eith other notebooks, you'll always open all of them. This is normal usage.

Q2: Obviously you or someone else created those files.

Q1: The app only handles cloud content, the program can use local/network storage, hemce what you see in both can be different.
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Hi Basem,

Good to see you're making good use of OneNotes.

Question 1- There are onedrive folder in my documents that has onenote notebooks section that contains three one notebooks with various names that are the same on onedrive app in the taskbar the white cloud but it is different than the onenote book shortcut in taskbar when I open to add something there. How can i make the names all the same in all 3 locations {onedrive white cloud app in taskbar and onedrive folder in my document and onenote notebook in taskbar.

By changing where the notes are saved, so that they are all saved in the same location.

I think that in order to understand what is happening here, you first need to have a good understanding of what happens when you create a new OneNote notebook. Here's a mini tutorial for you.

When you create a New NoteBook, you choose where it is to be saved.

New Notebook
1. This the default in OneNote 2016 - If you enter your new notebook name here, then it will automatically be saved to a folder in your OneDrive, and also synchronized to your "Documents/OneNote Notebooks" folder. This is the default and expected behavior and is what allows you to view your Notes on both the computer they were created with, as well as any other computer or mobile device that you connect to your OneDrive.

2. If, however, you use the "Browse" or "Create in a different folder" link to save your new notebook, (or This PC) you will be saving that Notebook in a location that is not automatically synchronized with OneDrive, so you will have NoteBooks that are named differently on OneDrive to what is available on your computer.

This could also happen if you have used a standalone version of OneNote before installing Office 2016 and before you had access to OneDrive, and saved some notes to local folders on your computer's drive.

To keep things simple and always the same across computers and devices, and also so you don't get confused as to where notes are saved in the future, the best thing to do is to "always" save your notes to "OneDrive - Personal"  and not anywhere else on your computer.

It's important you understand the above because you need to know where you are saving and why, so if my explanation doesn't make sense to you, please ask for clarification. Once you have a firm grasp of the above, the answers to your other questions will start to make more sense.

Now, as I suspect that you've used the "Browse" or the "different folder" link to create a new notebook in the past, you can relocate where that notebook is saved so that it's moved to the OneDrive folder and also available to your other devices. Here's just one way you can do it.

First, close OneNote. Then using Windows File Explorer, locate the Notebook to be moved on your hard drive, then "Cut" and "Paste" it into your "Documents/OneNote Notebooks" folder.

If you're not sure (or have forgotten) where the Notebook that is not appearing in OneDrive has been saved, just click the "File" Tab in OneNote and look below the NoteBooks name for path and name.

The last part (TestNotebook in my example below) will be the folder name that you need to cut and paste. The first part will be the path to where it's located.

Move
Browse to that path in File Explorer and locate the folder, then cut/paste the notebook folder (TestNotebook in the above example) to your "Documents/OneNote Notebooks" folder

Now open OneNote again. Click on the "File" tab and you should see the notebook you moved. Click the "View Sync Status" button beside it on the right

Sync1.png
Then ensure that "Sync automatically whenever there are changes" is selected as shown below.

Sync
You're now done. The notebook you've moved will now appear with all of your other notebooks saved in OneDrive.

Question 2-I noticed that there are 2 onenote notebooks in my apps. One of them has 2016 but not the other. Is that normal and what is the difference?

I suspect what you're seeing is the "Free" OneNote application available from the Microsoft Store. If you installed this free app in the past, then it will appear under your Apps category in Windows 10. I haven't, so on my computer, it appears under the "Store" category. See below.

OneNote App
The "difference" is that the App is standalone, while OneNote is also bundled and installed with a default Office 2016 install, That's normal and nothing to worry about - just keep using OneNotes the same way as you've been doing and you should be fine.

Question 3-When I click on onenote notebook shortcut in taskbar I do not see a new notebook opened up rather I see all my note notebooks open up. Once again is this normal ? The reason I ask when I click on Word document shortcut in taskbar a new word document opens up.

Yes, that's normal behavior. OneNotes does not behave like Microsoft Word - It defaults to opening up the Interface where you can access "all" of your notes. If you just want to create a new Quick Note, right click the OneNote icon in the Taskbar and select "New quick note" instead. OneNote will then open a new Quick note ready for you to start entering information. It will be automatically saved to your Quick Notes category in OneNote.

Lastly, when deleting a notebook I got this warning dialog box.My question is how do I know if something is online only{on my PC?} or on my onedrive {what would be the location name as in (ONLINE)?

When you delete a Note in OneNote that is also stored (synchronized) to your computers folders, OneNote places the deleted note into an internal recycle bin that it has. If you delete a OneNote's folder directly from OneDrive, then there is no recycle bin protection.

In other words, the folder (or file) was manually created in OneDrive and not synchronized to your computer, so it only resides online. The location name of the (ONLINE) folder that you're asking about can be viewed in OneDrive.

Alternatively, you know it's only on OneDrive and not on your computer if you get the warning you've pasted in your last screenshot when you go to delete it. The warning is popping up because at some time in the past, you've manually added a folder to OneDrive, rather than on your computer and then synchronized it.

To avoid such errors, you should try to always create new folders in locations that are already synchronized with OneDrive, unless you only want them to exist on OneDrive (Online) and not on your local hard disk so that they don't take up space. Make sense?

Let me know if all that makes sense or if you're still confused about anything and I'll try to elaborate on what you're still confused about.

I hope that's helpful.

Regards, Andrew
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Basem KhawajaClinical PharmacistAuthor Commented:
Andrew

I am sorry but I think you do not have a clear understanding of my question. Your reply to question number 1 is not helping in a sense what you suggested for me to do is already done. The Notebook that you wanted me to cut and pate into documents/onedrive Onenote notebook is already there in the onedrive folder and in the onedrive app"the white cloud icon in taskbar" . see image - I am trying to make the name in all 3 locations the onenote notebook icon in taskbar , white cloud onedrive in taskbar and my documents/onedrive folder all the same.
Onedrive-Notebooks-Location.JPG
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Basem,

I am trying to make the name in all 3 locations the onenote notebook icon in taskbar , white cloud onedrive in taskbar and my documents/onedrive folder all the same.

You're right, I'm not understanding what you're trying to achieve with Question 1 and what you've just written has confused me even more :)

Are you saying you have a "onedrive" folder in your documents folder that you have saved Notes to?

Or did you mean to type "Documents/OneNotes Notebooks"?  (this is the default)

In the screenshot you uploaded, I see three different Notebooks and yes, all are saved to OneDrive in that screenshot. That being the case, I'm not clear on what you mean by naming the Icon on your taskbar. What is it called now?

Screenshot---25_09_2018---12_33_13-P.png
The above is a snap of some of my own taskbar icons and they don't have a name. Yours do?

Please share three screenshots showing all of the three locations you are talking about and what all three are called at the moment.

I suspect there is a language barrier issue here so screenshots should make it clearer. What you've written above doesn't currently make any sense to me?
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Basem KhawajaClinical PharmacistAuthor Commented:
Hi Andrew

I am sorry If I confused my friend. I hope the following screen captures will make a lot of sense to you and you will be able to understand my question better. One More thing I think I created the One Notebooks before I installed Onedrive. I could be wrong. I am not sure if that has anything to do with what's going on.
Clicking on One drive white cloud Icon in Taskbar U see this
Clicking on Onedrive Folder in my Documents U will see this
Clicking on Onenote Notebook Taskbar Icon U will see this
Clicking on Onenote Notebooks Folder from Onedrive Icon U see this
Clicking on Onenote Notebooks U will see this
Clicking on Open Your Onedrive Folder from Onedrive White Cloud Icon in Taskbar U see this
Clicking on Open Your Onedrive Folder from Onedrive White Cloud Icon in Taskbar U see this
Onedrive Setting
Onedrive Setting Auto Save
Taskbar Icons-Onenote Notebook, Onedrive
Clicking on Onenote Notebooks Folder in white cloud Onedrive Icon viewed ONLINE
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Hi Basem,

I hope the following screen captures will make a lot of sense to you and you will be able to understand my question better.
Thanks for including those screenshots. Yes, that makes your question clearer and I think I now understand what you're trying to achieve.

Starting with the first two graphics. That is where the Notebooks physical files are being saved as - the names can be different to the name you give them in OneNote and that's by design.

If I'm now understanding you correctly, you want to be able to click on the Cloud icon as shown in your second last snapshot and have OneNote Online display the same interface as what you're used to when you just click the OneNotes icon on your taskbar.

This won't be possible because OneNote Online is a different App, similar to when you use Microsoft Outlook locally, and Outlook Web Access (OWA). Though similar, they are two separate interfaces and don't perform in exactly the same way.

The only workaround I can think of is to always use the OneNote application you have on your computer, rather than open notes directly from the cloud.

When online, you could click on the "Edit in OneNote" as shown below, but that would be the same as just opening OneNote using your other icon in the first place.

NoteBooks-Online.png
The Online interface is just showing you your saved note files which when clicked, open up that "particular" Note file for editing in the online app. Opening OneNote on your computer  using the OneNotes 2016 icon opens up your local interface, which contains a history of all of your Notebooks and is different to your Online app. They are two different things.

One More thing I think I created the One Notebooks before I installed Onedrive. I could be wrong. I am not sure if that has anything to do with what's going on.

No, I think it's just that you're hoping to change something that isn't designed to work in the way you want. In short, I don't believe what you are trying to achieve is possible.

To simplify matters, I suggest always using your OneNotes 2016 Icon instead of using the Cloud when working on your computer. Think of the cloud app as a means that Microsoft has provided you to access your OneNotes (among other things) when you are not on your PC and do not have access to your locally installed OneNotes (or other programs).

Decide on which way "you" prefer to work with OneNotes, then stick to that one way. From what you've said, I think you would be better off just using your OneNotes program on your PC, rather than a combination of both. In a case where you may need to access your notes when your computer is not available, you can still access them on a mobile device or other computers over the Internet, but the Interface will never look the same and will not be as streamlined as the OneNotes application gives you.

I hope that makes sense?

Regards, Andrew
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Basem KhawajaClinical PharmacistAuthor Commented:
Hi Andrew

Thank you for your help. First I wanted to share with you that I was able to change the names of the Notebooks in Onedrive ONLINE when I clicked on Onedrive icon in the taskbar then view online then i right clicked on the 2 folders with different names and changed them to match what's in the Onenote notebook icon in taskbar and in my documents as well. So thank God that's done. I did notice though when I clicked on the Onenote notebook ONLINE it showed an extra mystery Notebook that I did not create and I don't know where it came from and I would like to delete it and I don't know how. See images. Last question is that how do I make sure any time I make changes to Onenote Notebooks or Word on my computer(local machine) the change will be reflected on my onedrive when viewed from a smartphone or another PC?

Mystery Notebook
Mystery Notebook When Opened
Thank you,
Basem Khawaja
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
i right clicked on the 2 folders with different names and changed them to match what's in the Onenote notebook icon in taskbar and in my documents as well. So thank God that's done
Basem, I still didn't understand your question then. I know what you've now done, but the "three locations" you were talking about didn't make any sense. Just a language barrier issues I'm sure. For future reference, you can also rename your notebooks in OneNote by right-clicking the tabs as shown below,

Rename.png
I did notice though when I clicked on the Onenote notebook ONLINE it showed an extra mystery Notebook that I did not create and I don't know where it came from and I would like to delete it and I don't know how.

Have you checked the contents of that Notebook? If it's empty and you're sure you want to delete it, then just delete the physical notebook file from OneDrive files.

Delete1.png
Or, if you open that notebook in OneNotes on your computer, then you can also right-click and delete from there.

delete2.png
Last question is that how do I make sure any time I make changes to Onenote Notebooks or Word on my computer(local machine) the change will be reflected on my onedrive when viewed from a smartphone or another PC?

With your current settings, that will happen automatically as soon as everything Sync's up. You can view the sync status anytime by clicking "File" in OneNote and then click "View Sync Status"

sync1.png
After clicking View Sync Status, you'll get the following window. Notebooks that have not Sync'd yet will appear with a small green circle on the bottom left as shown below.

 Sync.png
Hope that helps.

Regards, Andrew
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Basem KhawajaClinical PharmacistAuthor Commented:
Hi Andrew

I am sorry but I am not exactly sure about the proposed solution you stated here"Basem, I still didn't understand your question then. I know what you've now done, but the "three locations" you were talking about didn't make any sense. Just a language barrier issues I'm sure. For future reference, you can also rename your notebooks in OneNote by right-clicking the tabs as shown below"

Because your solution renames the tab only inside the Onenote Notebook. Though if I needed to rename a onenote book in my Local machine then I would just right click on it then go to properties and I can change the name there.

"Have you checked the contents of that Notebook? If it's empty and you're sure you want to delete it, then just delete the physical notebook file from OneDrive files"
Once again that notebook that I had attached 2 images for in the previous post it shows up as one of the listed notebooks on the left hand side when viewed through Onedrive and right click is not possible to delete it unless it shows up under files listed on the right hand side then I could delete it. Your solution is correct if it shows up in the right hand side. see images one more times . I enumertaed the steps as Image 1,2,3 and 4 to see the to see the sequence on how I get this mystery file.
Thank you Andrew.

Onenote Notebooks Viewed from Onedrive ONLINE Image #1


This View comes when U click on Financial Dates Perfume Notebook in Onedrive Image #2

Financials Notebook opened in onedrive before Mystery notebook shows up Image #3

Mystery notebook appearing on the left hand side Image #4
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Curious. I suspect it could be sitting in a Recycle area. If you left click on that Mystery Notebook and select "Properties", what "Location" does it give you? See below.

Location.png
You can click the "Change Location" button to be able to view the full current path of that notebook in File Explorer

I'd also try clearing the Recycle Bin in OneNote on your computer to see if that gets rid of it.

Clear_Recycle_Bin.png
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Basem KhawajaClinical PharmacistAuthor Commented:
Andrew

I am in trouble . I had deleted the pages contents of 2 sections in one of the notebooks that I have accidentally . I was trying to delete the mystery file by copying some of the contents in one of the notebooks in it in onedrive and moving into a section of another notebook in the mystery notebook by doing so the copied contents of the pages are missing now. I beg you to help me please. I called Carbonite backup and they said that Onedrive is backed up online and they can not help me since it is not backed up on carbonite since it is an online account with Microsoft. Who do I need to speak with at Microsoft if you are not able to help me? is it free? Above all do you think tat Microsoft should still have a copy of the lost/missing pages on the 2 sections in that Notebook? Please let me know asap!

Thank you,

Basem


Missing pages from Financials section

Missing pages from Khawaja-Dates section
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Hi Basem,

I am in trouble . I had deleted the pages contents of 2 sections in one of the notebooks that I have accidentally
Ouch. Not a good thing to have happened, however, I don't believe you should have lost your data completely.
Who do I need to speak with at Microsoft if you are not able to help me? is it free?
Above all do you think tat Microsoft should still have a copy of the lost/missing pages on the 2 sections in that Notebook?
Yes I do think that. Whether or not they'll be able to assist at no cost I'm not sure of though.

I'd suggest you first try to contact Microsoft Support on this page;
https://support.office.com/en-us/onenote
Scroll down the above page until you see "Get support" and click the "CONTACT US >" link. This will open a chat Windows with Microsoft support where you can explain the situation and ask if they're able to help.

If that fails, there are other things you can look at to recover your data if your notebooks are synchronized to OneNote online. Checking if your Windows system has been configured to save Previous Versions of your notebooks in File Explorer, or checking other other locations where your Documents folder may have been backed up to see if any previous versions are available there. (Ie: DropBox or similar) I also wouldn't give up on Carbonite just yet - if you are making incremental backups that include your Documents folder, you may be able to retrieve a prior incremental copy of the affected notebook and restore your data that way.

I would go the Microsoft route first and try that. If that fails to resolve the issue, I'd suggest closing this question and raising a new one to do with Data recovery so that more recovery talented experts can chime in with some suggestions.

I hope that's helpful.

Regards, Andrew
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Basem KhawajaClinical PharmacistAuthor Commented:
Thank you Andrew.
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Basem KhawajaClinical PharmacistAuthor Commented:
Hi Andrew

Thank God I was able to find the notebook pages for the aforementioned sections. One last item , I was able to change the location to my documents, however I see that an auto generated open notebook{which is a MIRROR image of the actual notebook}was created in the individual notebook folder. Why does that happen and If I delete it would delete the actual Notebook?

Thank you
Basem Khawaja

Open Notebook
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Hi Basem,
Thank God I was able to find the notebook pages for the aforementioned sections.
Good news. How did you end up recovering the notebooks?
One last item , I was able to change the location to my documents,
If you've copied rather than moved your notebooks from one location to another, then that would be normal and expected behaviour.

What do you mean that you were able to "change the location"? What did you do exactly?
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Basem KhawajaClinical PharmacistAuthor Commented:
Hi Andrew

When you go to the list of Notebooks-right click on a notebook-properties-change location-navigate to onenote notebooks folder in my documents-I chose that as the new location. Can you please comment on the open notebook that I asked about in the previous post?

Thank you,

Basem Khawaja


Change Location
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Andrew LeniartEE Senior Editor & Independent IT ConsultantCommented:
Hi Basem.

Ah, I think I see what you mean now. I've not seen that before, but having just tried it for myself, I note that the Notebook I just moved to a new location using that button synced to the new location, however, a copy was left in the old location. This appears to be the default behaviour.

What I did was delete the notebook from the old location using Windows File Explorer, however, to be on the safe side, I'd suggest (after closing down OneNote) that you "Cut and Paste" the duplicate Notebook you want to get rid of to another location like a Temporary folder on your C: drive just in case something goes wrong, and then re-open OneNote and check to see all is well. If it's not, you can cut and paste the notebook your moved with File Explorer back to where it was.

If all is well and the result you're looking for has been achieved, you can then delete the second copy of the notebook you pasted to a Temporary location and send it to your recycle bin.

Give that a try and let me know if that resolves the issue for you.

I hope that's helpful.

Regards, Andrew
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