OneNote Class Notebook Creator – Adding More Teachers

The OneNote Class Notebook Creator makes creating a digital classroom environment easy for teachers. The pages are free form, adding text, images, links to content, recording video and audio.

The Class Notebook Creator provides a role for the teacher, giving them full access to each and every section of the notebook, while restricting permissions for students where appropriate. Currently, the Class Notebook Creator only allows for one teacher, the teacher that creates the notebook.

You may want your Class Notebook to fit the following scenarios.

  • Teachers work in teams in their department
  • Relieving teachers or Teacher Aides need access to the notebook
  • Modern Learning environments merge two classrooms for activities during the day, with two teachers managing the combined classroom.

Notebook Permission structure created by the Creator app

The Class Notebook Creator app sets a mixture of unique and inherited permissions throughout the notebook. This is why you can’t simply “Share” the notebook with another teacher and give them all the required access to the Student notebooks/sections and Content section of the Class Notebook.

Class-Notebook-Creator-Permissions

 

Adding more Teachers to your notebook

An FAQ was recently published for the Class Notebook Creator. In it, as section deals with the question “How can I add another teacher to the class notebook?”

Thank you Sebastian Tabulo, Doug Manning, and Preben Skovbjerg for the process and description. I had begun to document a process using the SharePoint Content and Structure tool. But their process is much easier.

I have one addition to their process. Rather than adding / sharing notebooks and sections with individual teachers, I created a SharePoint group for all teachers for the class, or a group for all teachers in the faculty. By sharing the notebook and sections inside with a group, I only need to set the permissions once. If I want to add more teachers; a relieving teacher or a Head of Department, I add them to the appropriate group. They will then gain access to the notebook in the role of the Teacher, accessing student sections and the Content section with Edit permissions.

Note: To assign permissions using Groups, you may need to set your class site to use unique site permissions. If you are unsure whether or not unique permissions is right for your class, talk to your IT department. They may be able to create the group for you, to manage Teacher access to your class site and class notebooks.

 

 

Step 1: Create a Group for your Teachers

  1. Navigate to your class site.
  2. Click Settings (gear icon) in the upper-right, and then click Site Settings.
  3. In the Users and Permissions section, click Site Permissions.
  4. If your class site already has unique permissions, continue to follow these steps.
    If your class uses inherited permissions, get in touch with your IT department to help you with the next steps.
  5. create a group for your Teachers. i.e. Science Teachers.
  6. Add your name to the Group Owners text box. This is so you can manage the membership to this group. OneNote-Class-Notebooks-Adding-Teachers_02
  7. In the section Give Group Permissions to this Site, assign Contribute permissions.
    OneNote-Class-Notebooks-Adding-Teachers_03
  8. Click Create.
    The site Groups page will be displayed.
  9. Open your new Teachers group and add yourself and the Teachers you want to have access to your site and the Class Notebook.
    OneNote-Class-Notebooks-Adding-Teachers_04
  10. In this step, it will be helpful to send an email invitation so the teachers know they have access to the site.
    OneNote-Class-Notebooks-Adding-Teachers_05
  11. Click Share
    The Teachers will now have Contribute access to the site. They can view, add, update and delete items and documents.

Step 2: Share the existing notebook

For these steps, please view the video if you need visual help.

  1. Navigate to the site that hosts the class notebook. Note   This may be a Team Site or your OneDrive for Business.
  2. Click Settings (gear icon) in the upper-right, and then click Site Contents.
  3. Click the EduOneNoteAppDocuments folder. (This folder hosts all class notebooks for the site.)
  4. Navigate to your courses folder, named after your SharePoint account email address followed by “_Courses”. For example, Christina.Long@contoso.edu_Courses.
  5. Click next to the class notebook you wish to share, and then click SHARE.
  6. Type the name of the Group for your Teachers into the Recipients text box.
  7. Click Advanced to decide whether or not to automatically send an email.
  8. Click Share.

Step 3: Modify the permissions to each student notebook and to the Content Library.

  1. Navigate to your courses folder, as #4 describes in Step 1 above.
  2. Modify the URL in the location bar.
    • Find “&FolderCTID” near the end of the hyperlink address.
    • Delete everything after and including &FolderCTID.
    • Type ‘/’ followed by your class notebook name at the end of the hyperlink. E.g. “…/9th Grade Math”.
      NOTE: If your notebook has spaces like the example above, you may need to type %20 for each space. i.e. “/9th%20Grade%20Math”
  3. Confirm you are now seeing the contents inside the class notebook.
  4. For each student notebook, and the Content Library:
    • Click next to the student notebook name, then click SHARE.
    • Type the name of the Group for your Teachers into the Recipients text box.
    • Click Advanced to decide whether or not to automatically send an email.
    • Click Share.

The added teachers can now view and modify the class notebook with the same permissions as the creating teacher.

Adding new students to the class notebook

The Classroom Notebook Creator already offers a way to add new students to a notebook. It creates a new notebook (section group) for the new student and new sections for class notes. However, you will need to repeat Step 3 for each new student that you add, sharing the students notebook with the Teachers group and assigning Edit permissions.

 

I’m sure the OneNote EDU team are busy working on another version of the OneNote Class Notebook Creator, to make adding Teachers to notebooks easier. During a OneNote session at TechEd Europe 2014, Ari Schorr told us to expect this functionality during the next 6 to 12 months time.
In the mean time, use this work around, thanks again to Sebastian Tabulo, Doug Manning, and Preben Skovbjerg for sharing it.