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This article is more than 45 days old. Given the speed at which the technology world moves, this post is probably somewhat out of date. Please keep this in mind when reading the post. If this is a tutorial, please check whether you are using the same versions mentioned in the article.

OneNote and Sharepoint - Initial Thoughts

I've been playing around with Sharepoint Team Services as a way to keep my OneNote sections synchronized across multiple machines (my tablet, home pc, and work pc).

I was hoping for the same experience as I get with Exchange - I have multiple ways in to access the same data, and it is all done seamlessly for me.  There are couple of problems I've noticed in the day or two I've had this running that may, unfortunately, make this impractical for now. 

The integration is simply adding a .URL shortcut to the Notebook folder. Under the hoods, it looks like OneNote fetches the file and saves it to the temp cache directory. Unfortunately, there's still no "local copy" of the file - if I'm disconnected, I have to save the file to another location and then reupload at a later date. I also can't get my notes when I'm offline.

Not surprisingly, .ONE files with Ink are significantly larger than ones with all text, even with pressure sensitivity turned off. (When I say much larger, I mean an order of magnitude: a section with less than 20 pages, many of which are a single screen or less, is hovering around the 2MB mark. By comparison, a text-only section of similar size is only 380k. Converting the original Ink section entirely to text cuts about 30%, but nowhere near as small as if the section never had Ink.)

These two issues, considering I originally planned on using this extensively from the tablet, makes the process dreadful.

In my mind, the ideal situation is having a local .ONE file with metadata associated about the original document workspace. When offline, it acts like any other local file. When I connect, however, it then turns around and does the update. (And please, ONLY the updates - the current process requires me to upload the entire file if I want to work offline!).

I think the nature of OneNote makes this "offline mode" more important than other Office applications. OneNote already goes to great lengths to hide the "complexity" of the underlying files, handling a lot of this stuff automagically for the user. As a note-taking application, it becomes more intrusive to check out a notebook, add something to it, and check it back in, whereas that might be as much of an issue in, say, Word.

Only published comments... Jun 22 2004, 11:08 AM by Tim
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TrackBack said:

June 22, 2004 11:09 AM
 

Peter Engrav (MS, OneNote team) said:

Have you tried storing your notebook on a UNC server, setting your "My Notebook" path (it's in Tools/Options/Open&Save) to point at it (say \\Server\Share\My Notebook) and then using "Make Available Offline" to ensure access to your notes whether or not your laptop/tablet is connected to the network? Many of us on the OneNote team run this way (often where the "server" in question is just our ordinary in-the-office desktop machine) to solve two problems - one that if you have more than one machine (say desktop and laptop) you usually want the same notes available on both and two that you need offline access on your portable.

Also OneNote is pretty good about incremental load and save when connected to a file on a UNC share. This is more difficult on SharePoint which is optimized for full-file access (which is what you want in most of the other Office apps).

Your points about how fundamental offline access is for OneNote are very well taken - we're working to improve that story in many ways in future versions.

Thanks for your consideration!

Peter
June 22, 2004 10:03 PM
 

Tim Marman said:

Thanks for the feedback. I actually sent a very similar e-mail from Chris Pratley, and he said something similar.

Based on the comments by yourself and Chris, I'm definitely looking forward to the next version. If you need an alpha or beta tester (I'm willing to run bleeding edge stuff!), you know where to find me!

Below is an excerpt from my response:

"I did experiment briefly with offline file shares, but I also ran into
two issues with that: 1) you have to close the file to synchronize and
2) it only works when I'm on the same network.

The first is a minor inconvenience, but the latter pretty much renders
it worthless. Throughout the day, I will be connecting on my tablet via
various WiFi networks, but never on the same network as my desktop. This
means I can't synchronize until each night. Not a big deal, I guess, but
cuts down a bit on its utility. More importantly, my work machine will
never be on the same network as either my tablet or my home pc.

In that sense, I looked to the web-based solutions (WebDAV and now
SharePoint) because it was the only way for me to connect the disparate
systems (everything else is blocked). "
June 23, 2004 10:43 AM
   

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