When using Outlook to create a new Teams meeting, you can share all notes for the meeting in a OneNote notebook.

In this article we continue our series designed to help you understand the options that are available in Teams Meetings, and to share in one central resource all the information you need to use Meetings in Microsoft Teams. 

Sharing your meeting notes with OneNote via Outlook 

Note that this option is only available within Outlook or the Outlook Web App.

Here’s how you can share your meeting notes from Outlook using a OneNote notebook: 

  • In Outlook, open the meeting 
  • Click on Meeting Notes in the ribbon 
  • Click Share notes with the meeting

When you click on Share notes with the meeting you will have the option to capture your meeting notes in an existing OneNote notebook or in a new notebook.

Selecting an existing notebook 

To choose an existing notebook:

  • Click on a notebook 
  • Select an existing section (if you want use a new page within a pre-existing section) 
  • Or, select an existing page (to add meeting notes to a pre-existing page)

Important:  When you select an existing notebook, you need to make sure that the meeting attendees have access to the notebook.  Permissions to access the notebook will not be automatically granted to the meeting participants.  

Selecting a notebook that is not visible in the list 

By default, you will only be able to see your personal notebook from your OneDrive or other notebooks you have been working on. 

If you want to add your meeting notes to an existing notebook that is not visible in the list (ex: A notebook associated to a team), you will first need to access that notebook with OneNote – before adding the notes in your meeting. 

Every modern SharePoint site and/or every team that is created will also create a OneNote notebook. 

Selecting a notebook already associated to a team in Microsoft Teams 

To capture meeting notes in a notebook that is associated to a team, the notebook must be open from OneNote 2016 prior to adding any notes to be included in the list of shared notebooks. Here are the steps to do so: 

  • Open Microsoft Teams 
  • Select the team that you want to use 
  • Select any channel in your team 
  • Click on the Files tab in your team 
  • Click on Open in SharePoint

Once the SharePoint site is opened: 

Click NoteBook in the SharePoint Quick Launch bar (Left navigation bar) 

Once the notebook is open:  

  • Click Open in app. 
  • Select the App OneNote 2016 

Notice how this adds your team’s notebook to the list of all available notebooks that are displayed whenever you create or edit an Outlook meeting. 

Viewing and editing your meeting notes 

Once you have selected the notebook to capture your notes, a link will be added to your Outlook meeting invitation. 

When you click on the View meeting notes link, you will be redirected to the OneNote client.   

In the relevant OneNote page the following meeting information will be added: 

  • Meeting subject 
  • Meeting date 
  • Meeting location 
  • Invitation message (including link to the Microsoft Teams meeting) 
  • List of meeting participants  

Note: If you make any changes to the meeting invitation (in Outlook or in Teams), then these changes will also be updated in the OneNote notebook. 

Managing notebook permissions 

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Serge Tremblay

Office 365 MVP - Collaboration & Admin Specialist @Victrix Montreal

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