Plan for OneNote 2010

Office 2010

Applies to: Office 2010

Topic Last Modified: 2011-08-05

The planning process for deploying Microsoft OneNote 2010 is described in this article.

In this article:

The following figure summarizes the planning steps for deploying OneNote 2010 in the enterprise.

OneNote planning process diagram

The planning process typically begins with an evaluation of your current environment to help determine your organization’s requirements. Issues to consider include the following:

  • Ensuring that computers meet the system requirements for Microsoft Office 2010.

  • Whether you are upgrading from an earlier version of the product.

  • Migration considerations, such as file formats and user data settings migration.

  • Security considerations, such as whether to prevent users from sharing documents across the Internet.

  • Multilanguage requirements.

Information about system requirements for OneNote 2010 is available in Microsoft OneNote 2010 in System requirements for Office 2010.

For information about the tools that are available to help you assess hardware and software in your environment, see Assessment tools for Office 2010.

If you are performing an upgrade from an earlier version of Microsoft OneNote, see Plan OneNote upgrades later in this article for information about the new file format in OneNote 2010 and recommendations for upgrades from Microsoft Office OneNote 2007 and OneNote 2003.

To help you plan for Office 2010 application security in your organization, you will find information about security threats and the new security controls that are available in Office 2010 in these articles: Security overview for Office 2010, Understand security threats and countermeasures for Office 2010, and Plan security for Office 2010.

The Office 2010 language-neutral architecture simplifies deployment in multiple languages. An Office 2010 product, such as Microsoft Office Professional Plus 2010, consists of a language-neutral core package plus one or more language-specific packages. For information about how to deploy Office 2010 applications in multiple languages, see Plan for multilanguage and Proofing Tools deployment for Office 2010, and Customize deployment of language setup and Proofing Tools in Office 2010.

As part of planning for OneNote 2010, you should review the changes in the current release. For a description of what is new, what is changed, and what is removed in OneNote 2010, see Changes in OneNote 2010 (for IT pros).

The next step in the planning process is to review migration considerations for users who are migrating from previous versions of OneNote to OneNote 2010. For information about the issues to consider, see Migration considerations in Changes in OneNote 2010 (for IT pros).

OneNote 2010 uses a new file format for saving files than in previous versions of the product, and many of the new OneNote 2010 features (such as math equations, versioning, linked note taking, and multilevel subpages) require the new format. The new file format lets you share your notebooks on the Web, so that you can use a Web browser to view and edit your notebook files. By default, new OneNote 2010 notebooks that you create are saved in the new file format.

The following sections provide information about upgrading from earlier versions of the product.

OneNote 2010 lets you view, open, and edit notebooks that are saved in the Microsoft Office OneNote 2007 file format. You can convert Office OneNote 2007 notebooks to OneNote 2010, and you can also convert them back to the Office OneNote 2007 format.

By default, existing Office OneNote 2007 notebooks are not automatically converted when you update from Office OneNote 2007 to OneNote 2010. Note that you cannot use Office OneNote 2007 to open and use notebooks that are saved in the OneNote 2010 file format.

One issue to consider is whether you need to share your notebooks with Office OneNote 2007 users. The recommendations for addressing this issue are as follows:

  • If you plan to share notebooks with Office OneNote 2007 users who do not have OneNote 2010 installed, we recommend that you do not upgrade those notebooks.

  • If you do not need to share notebooks with users of earlier versions of OneNote, we recommend that you convert existing notebooks to the OneNote 2010 format. This enables all of the new product features.

If you open an Office OneNote 2007 notebook, the application title bar displays "[Compatibility Mode]" to indicate that the file format is Office OneNote 2007.

To change the format of a notebook, right-click the notebook on the navigation bar, and then select Properties. In the Notebook Properties dialog, you can change the notebook format from Office OneNote 2007 to OneNote 2010, and you can also convert it back to the Office OneNote 2007 format.

OneNote 2003 notebooks are read-only in OneNote 2010 (and in Office OneNote 2007). This means that you cannot edit files that use the OneNote 2003 format in OneNote 2010 or in Office OneNote 2007.

To be able to continue to edit your OneNote 2003 notes when you upgrade from OneNote 2003 to OneNote 2010, you must upgrade your notebook to the OneNote 2010 format or the Office OneNote 2007 format. To do this, open the notebook in OneNote 2010, and then click the Information Bar that appears at the top of every page in your OneNote 2003 notebook.

OneNote 2003 notebooks that are converted to either the OneNote 2010 or the Office OneNote 2007 format cannot be changed back. Therefore, we recommend that you make a backup copy of the notebooks before you convert the files to a newer format.

Microsoft OneNote Web App is an online companion to OneNote 2010 that enables you to access and do light editing or sharing of OneNote notebooks from almost anywhere. By using OneNote Web App, you can access and edit notebooks from a Web browser, even on computers on which the full version of OneNote is not installed. Users can view, share, and work on documents with other users online across personal computers, mobile phones, and the Web.

Microsoft Office Web Apps are available to users through Windows Live and to business customers who have Office 2010 volume licensing and document management solutions that are based on Microsoft SharePoint 2010 Products. Business customers can run Office Web Apps installed on a server that is running Microsoft SharePoint Server 2010 or Microsoft SharePoint Foundation 2010. In enterprise environments, running Office Web Apps on servers that are running SharePoint 2010 Products enables better administrative control of the organization’s data.

This section provides information about system requirements, and links to resources for downloading, deploying, and using Microsoft Office Web Apps.

We recommend that you read the following articles about Office Web Apps deployment if you plan to deploy OneNote Web App in your environment: Understanding Office Web Apps (Installed on SharePoint 2010 Products) (, Planning Office Web Apps (Installed on SharePoint 2010 Products) (, and Deploy Office Web Apps (Installed on SharePoint 2010 Products) (

In this section:

The following table lists the system requirements for Office Web Apps.


System requirements Details

Supported operating systems

Windows Server 2008

Windows Server 2008 R2 and Windows Server 2008 with Service Pack 2 (SP2)


Processor: 64-bit; dual processor; 3 GHz

RAM: 4 GB for stand-alone; 8 GB for farm

Hard disk: 80 GB


SharePoint Foundation 2010


SharePoint Server 2010

Browser support

Internet Explorer 7.0 or later on Windows

Safari 4.0 or later on Mac

Firefox 3.5 or later on Windows, Mac, and Linux

The following table lists resources for download information and documentation to help you plan, deploy, and use Office Web Apps and OneNote Web App in your organization.


Resource Description

Microsoft Office Web Apps (Beta) (

Download for Office Web Apps.

Understanding Office Web Apps (Installed on SharePoint 2010 Products) (

Information to help you understand an Office Web Apps on-premises solution and how it can benefit users in your organization.

Planning Office Web Apps (Installed on SharePoint 2010 Products) (

Information to help you plan an Office Web Apps on-premises solution in your organization.

Deploy Office Web Apps (Installed on SharePoint 2010 Products) (

Information to help you deploy Office Web Apps in your organization.

Manage Office Web Apps (Installed on SharePoint 2010 Products) (

Information to help you manage Office Web Apps in your organization.

This section summarizes the key issues that you need to consider when you use OneNote 2010 with SharePoint 2010 Products.

Co-authoring allows multiple users to collaborate on the same document at any time, without interfering with each other's changes or locking out other users. When you set up and manage co-authoring, you need to consider the following:

Check Out   When a user checks out a document from a SharePoint Server 2010 library for editing, this locks the document for editing to that user only, which prevents co-authoring. The Require Check Out setting should not be enabled in document libraries where co-authoring will be used. By default, Require Check Out is not enabled in SharePoint Server 2010. Users should not check out documents manually when co-authoring is being used.

Unlike Microsoft Word 2010 and Microsoft PowerPoint 2010, OneNote 2010 stores version information within the OneNote file itself. For this reason, administrators should follow these recommended practices when storing OneNote notebooks in a SharePoint Server 2010 document library:

  • Do not enable minor versioning. This is the default setting in SharePoint Server 2010.

  • If major versioning is enabled, we recommend that you set a reasonable maximum number of versions to store. The complete version history of the file is stored in each major version that SharePoint creates, which can result in sub-optimal storage efficiency. If you want to enable major versions, we recommend that you select the Keep the following number of major versions setting. This prevents an unbounded number of versions from being created because of prolonged editing of the file, which could exceed the site storage quota. By default, major versioning is not enabled in SharePoint Server 2010.

For more information about how to plan for version control and check-out, see Versioning, content approval, and check-out planning (SharePoint Server 2010) (

OneNote 2010 is compatible with the Office OneNote 2007 file format and supports co-authoring with Office OneNote 2007 users. In mixed environments, notebooks must be saved in the Office OneNote 2007 file format so that Office OneNote 2007 and OneNote 2010 users can work together on the notebook. By upgrading to the OneNote 2010 file format, however, users gain a number of key features, including compatibility with the OneNote Web App which allows users without the full version of OneNote installed to edit and co-author notebooks.

OneNote 2010 includes the ability to upgrade Office OneNote 2007 files to OneNote 2010 files at any time, providing an easy upgrade path for organizations that are moving from a mixed environment to a unified environment on Office 2010.