Onenote And Onedrive

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The OneNote feed is currently available in OneNote (desktop), OneNote for the web, OneNote for Windows 10, Outlook.com, and Outlook on the web. What types of notes can sync to the OneNote feed? You can currently sync notes from OneNote, Sticky Notes, and Samsung Notes to the OneNote feed.

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A User Principal Name (UPN) is made up of two parts, the prefix (user account name) and the suffix (DNS domain name). For example:

Onenote And Onedrive
  • This video briefly explains the difference between OneNote and OneDrive.
  • In this video, I show you how much space a OneNote notebook uses up in OneDrive (Microsoft's cloud storage). I show you how big my yearly notebook is and how.

user1@contoso.com

In this case, the prefix is 'user1' and the suffix is 'contoso.com.'

You can change a user's UPN in the Microsoft 365 admin center by changing the user's username or by setting a different email alias as primary. You can also change a user's UPN in the Azure AD admin center by changing their username. And you can change a UPN by using Microsoft PowerShell.

Note

A user's UPN (used for signing in) and email address can be different. If you just need to add a new email address for a user, you can add an alias without changing the UPN.

Types of UPN changes

Onedrive

You can change a UPN by changing the prefix, suffix, or both:

  • Changing the prefix. For example, if a person's name changed, you might change their account name:

    user1@contoso.com to user2@contoso.com

  • Changing the suffix. For example, If a person changed divisions, you might change their domain:

    user1@contoso.com to user1@contososuites.com

Important

UPN changes can take several hours to propagate through your environment.

OneDrive URL

A user's OneDrive URL is based on their UPN:

https://contoso-my.sharepoint.com/personal/user1_contoso_com

(where user1_contoso_com corresponds with user1@contoso.com)

Note

If the user's UPN contains an underscore, it will be present in the resultant OneDrive URL.

In this case, if you changed the prefix to user2 and the suffix to contososuites.com, the user's OneDrive URL would change to: Tc electronic sound cards & media devices driver download for windows.

Is onenote and onedrive the same thing

https://contoso-my.sharepoint.com/personal/user2_contososuites_com

After you change a UPN, any saved links to the user's OneDrive (such as desktop shortcuts or browser favorites) will no longer work and will need to be updated.

Onenote And Onedrive Conflict

Sync

The sync app (on both Windows and Mac) will automatically switch to sync with the new OneDrive location after a UPN change. While the UPN change is propagating through your environment, users may see an error in the OneDrive sync app that 'One or more libraries could not be synced.' If they click for more information, they will see 'You don't have permission to sync this library.' Users who see this error should restart the sync app. The error will go away when the UPN change has been fully propagated and the sync app is updated to use the user's new OneDrive URL.

Note

Synced team sites are not impacted by the OneDrive URL change.

OneNote

After a UPN change, users will need to close and reopen their OneNote notebooks stored in OneDrive.

Onenote And OnedriveOnenote And Onedrive

Recent files lists

After a UPN change, users will need to browse to re-open active OneDrive files in their new location. Any links to the files (including browser favorites, desktop shortcuts, and 'Recent' lists in Office apps and Windows) will no longer work.

Shared OneDrive files

If a user shared OneDrive files with others, the links will no longer work after a UPN change. The user will need to re-share the files.

Office Backstage View

After a UPN change, although Office will continue to work as expected, the user's original UPN will continue to be displayed in the Office Backstage View. To update the Office Backstage View to display the changed UPN, the user will need to sign out and then sign in using the Office client.

Search and Delve

After a UPN change, it might take a while for files at the new OneDrive URL to be indexed. During this time, search results in OneDrive and SharePoint will use the old URL. Users can copy the URL, paste it in the address bar, and then update the portion for the new UPN.

Delve will also link to old OneDrive URLs for a period of time after a UPN change. As activity occurs in the new location, the new links will start appearing.

SharePoint automated workflows and customizations

Any automated workflows that were created with Power Automate or SharePoint 2013 workflows and refer to a OneDrive URL will not work after a UPN change. Similarly, any SharePoint apps (including Power Apps) that reference a OneDrive URL will need to be updated after a UPN change.

Onenote And Onedrive For Business

Recommendations

  • If you're changing many UPNs within your organization, make the UPN changes in batches to manage the load on the system.

  • If possible, apply changes before a weekend or during non-peak hours to allow time for the change to propagate and not interfere with your users' work.

See also

Summary

Onenote And Onedrive Not Syncing

This article details best practices for moving and syncing OneNote notebooks, as well as issues that may arise if notebooks are moved or synced in ways that are not recommended. In general, OneNote notebooks should always be synced and moved by the OneNote application, and not by file based synchronization systems such as a client application (such as the OneDrive or DropBox local client) or offline folders. Reasons for moving and syncing notebooks via OneNote include:

  • Web Apps and Mobile Sync - The built-in sharing functionality correctly sets up the notebook on the server so that OneNote Web App will be able to open it. Also, the mobile versions of OneNote (Windows Phone, iOS, Android) can only open notebooks that are shared through this mechanism.

  • Offline edits - OneNote creates a local copy of the notebook for offline editing in the Local Settings folder, and merges the changes to the cloud when a connection is re-established. Unlike other file synchronization methods however, OneNote is able to merge the changes without creating conflicts within the notebook.

  • Efficient syncing - OneNote has built-in sync logic with OneDrive allowing it to synchronize only the changes, which is significantly more efficient than file synchronization mechanisms like the OneDrive Desktop app or DropBox as it knows about the file format and can sync only the changes.

Onenote And Onedrive


Move local notebooks to a cloud location (Recommended Method)
If you have a notebook stored locally on your computer that you wish to move to the cloud, go to File > Share in OneNote and pick a web location such as OneDrive, and then click Move Notebook.
OneNote will upload the notebook to OneDrive and set up direct sync.
When the notebook has been successfully moved, the following message will appear:
After the notebook has been moved, the local notebook in the previous location is no longer connected or synchronized and should be deleted. You may use the OneDrive client application to move and synchronize other files, and OneNote will handle the syncing of notebooks within OneDrive automatically.
Not Recommended
Do not use Windows Explorer to move folders containing .one files to OneDrive. If notebooks are moved to the local OneNote client folder in this manner, when they are opened in OneNote 2013 you will receive the error 'This notebook may not sync correctly because another program is syncing these files. Click here to re-open this notebook from the correct location.'
Clicking on this error message in OneNote 2013 will allow OneNote to move the notebook to OneDrive and establish a sync relationship. As a part of this process, OneNote will delete the original folder and all .one/.onetoc2 files and replace them with an internet shortcut file. This behavior is by design, as all OneNote notebooks are represented as internet shortcuts within the OneDrive client application so that the OneDrive client allows OneNote to perform the syncing of the file. However, no data is lost during this process.
However, previous versions of OneNote were created prior to the existence of the OneDrive client application. As such, no error messages are surfaced in this scenario and the user can potentially encounter the issues described above when OneNote is not responsible for syncing content. Users with older versions of OneNote should follow the steps in the Recommended section to move notebooks into OneDrive to resolve this problem.