In this post, I would like to explain the difference between Teams Wiki and OneNote. Both apps are highly visible from SharePoint and Teams and seem to serve the same purpose, so I would like to explain what they are and whether you should use one or another.
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Teams delivers these essential components of the OneNote Staff Notebook experience: Staff Member Notebooks — a private space shared only with the staff leader and staff members. Professional development, lesson plans, classroom observations, evaluations. Central Bucks School District has partnered with Microsoft to offer Microsoft Of fice 365 to students in Grades K-12. Office 365's productivity suite enables students and teachers to share documents, access Microsoft software applications online and work collaboratively. Find training courses for OneNote. Any other feedback? The more you tell us, the more we can help. How can we improve?
In this video we're going to look at the best way to take notes during your Teams meeting.This video is taken from our Microsoft Teams training course, so if. Microsoft Teams for Education Every class team comes with its own linked OneNote Class Notebook. Your Class Notebook is a digital notebook for the whole class to store text, images, handwritten notes, attachments, links, voice, video, and more. Teams delivers these essential components of the OneNote Class Notebook experience.
OneNote
OneNote is an application that allows you to take all kinds of notes. It is part of the MS Office suite, like Word, Excel, PowerPoint. What makes OneNote unique is that it allows you to capture all types of notes from text to images to audio. I highlighted the OneNote app extensively in this post.
OneNote has a very similar structure to that of a physical notebook with sections and pages, making the organization of notes very intuitive.
Where does OneNote reside?
When you create a new Team Site in SharePoint Online, your OneNote notebook is created automatically. The link to OneNote is always prominently placed on the SharePoint Site navigation.
Physically, it lives in the Site Assets library on a given site. If you click Gear Icon > Site contents > Site Assets, you will see it there.
Teams Wiki
Teams Wiki is a tab that appears in Microsoft Teams when you create a new team. Right next to Posts and Files tabs is the Teams Wiki tab. The tab can be removed if necessary. The idea behind Teams Wiki is that you can use it to take notes.
Just like OneNote, it has a section/page structure as well, though it does it in reverse as compared to OneNote. OneNote has Sections, and for each Section, you can create multiple Pages, and Wiki has Pages where you can add Sections to. Unlike OneNote, it does not have any other features, think of it as a “very lite version” of OneNote where you can only capture text notes in Page/Section layout.
You can create new Pages by clicking New page button.
Where does Teams Wiki reside?
Perhaps it is no surprise at all that Teams Wiki resides in… SharePoint (where else!). All the data resides in a special Document library called Teams Wiki Data. It does not exist initially on the site, but gets created automatically the very first time someone accesses the Wiki tab on a Teams channel (even if the user does not add any content to it).
To access Teams Wiki Data, on the connected SharePoint Site, click on Gear Icon > Site contents.
- All the Wiki Pages are organized by Channel folders
- For each of the pages created in Teams Wiki, you get a file with .mht extension
- Once downloaded, you can open these files with either a Word or browser app (not that you really need to)
Integration with Teams Meeting
Perhaps the “coolest” feature of Wiki is its integration with Teams Meetings. When you are in a meeting, and click on Show meeting notes, it allows you to capture notes.
When you start using Meeting Notes feature in Teams, it automatically creates another tab in a Team’s channel called Meeting Notes, where you can access all the meeting notes from all the meetings. Each meeting becomes a Page in that tab with respective sections underneath.
Teams Wiki Limitations
- Teams Wiki is not searchable from MS Teams. Ironically, it does search and find keywords within the Wiki if you execute your search from the SharePoint site (it does search the contents of those .mht files). But that is not useful, in my opinion.
- When you delete a Wiki Tab or Meeting Notes Tab (that gets created automatically when you capture notes from Teams Meetings), all the files get deleted from that Team Wiki Data document library and are not recoverable (they do not go to SharePoint Recycle Bin like regular deleted files)
- Teams Wiki has very limited capabilities when compared to OneNote
Microsoft Onenote On Teams
Recommendation
I usually advocate for the use and adoption of various tools and features we have in Teams, SharePoint, and Office 365, but in this case, I recommend that you use OneNote over Wiki. I personally find it a bit frustrating to use, and due to its several limitations above, it does not make much sense to me.
As an alternative, I, of course, recommend OneNote. Most users are already familiar with it, and it is very simple, yet powerful. You do get a link to OneNote notebook in SharePoint already by default + you can add a tab to it from any channel as well with MS Teams.
How to remove Teams Wiki
- Navigate to the channel where you want to remove Wiki from, then hover over the Wiki Tab and choose Remove
- On the confirmation pop-up, click Remove
- Please note that the above action is not recoverable!
- Repeat for all the other channels within your Team (Wiki Tabs are unique per channel!)
How to add OneNote Tab instead of the Wiki tab
Onenote On Microsoft Teams
- Click the “+” sign next to add a new Tab
- Choose OneNote
- By default, it shows the OneNote notebook that is tied to the related Team/Site. However, you can add any Notebook from any other site as well. Click Save.
- You are all set!
Onenote Teams Download
-->Setting up and using your first set of teams and channels builds your experience with Teams and identifies champions who can help drive Teams adoption across your organization.If you haven't installed Teams yet, check out Get Teams clients and Sign in to Teams using modern authentication.
Suggestions for your first teams and channels
Using Onenote On Teams
A team is a collection of people who gather together around a common goal. Channels are the collaboration spaces within a team where the actual work gets done.
To learn more, see Overview of teams and channels in Teams and Best practices for organizing teams in Teams.
We suggest you start with a 'Get to know Teams' team where your early adopters can play around, ask questions, and discover the capabilities of Teams. This team can be essential to your success as you begin to experiment with Teams.
'Get to know Teams' team
Your project team can use the 'Getting to know Teams' team to ensure they're set up with Teams clients, have some initial conversations, and explore what Teams can do. You may already have a group of people in your organization who enjoy getting early access to new capabilities. This can be one of their initial teams when you bring them on board and will help you get early feedback.
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Here's a suggested structure for the team.
| Channel | Description and usage | Pinned tabs, bots, and apps |
|---|---|---|
| General | All teams start with a General channel. Use this channel to make announcements as you start getting to know Teams. | |
| Say hi | Introduce yourself to the team and share what you want to get from Teams. | |
| How do I | A channel to ask how-to questions. Step 1 – install the desktop and mobile clients. Step 2 – jump into Teams. | Pinned tab that links to the Teams help center Pinned tab that links to Teams training videos Pinned tab that links to Teams desktop and mobile client download links |
| Feedback | Share your thoughts on your Teams experiences. | Pinned tab with Polly Poll |
| Ideas for future teams | Share your thoughts on where Teams can drive additional value in your organization. What could these teams be called? Who would be members? | |
| Support | If something isn't working as expected, use this channel to get help. |
Get your first teams up and running
As an admin, you can create and manage teams and channels in the Teams client or the Microsoft Teams admin center. You can create teams as public or private. You can also create an org-wide team. Anyone using Teams in your organization can join a public team. For private teams, team owners manage team membership. And for an org-wide team, everyone in your organization is automatically added.
To get started, we recommend you create private teams and add another owner to manage team settings and membership.
Note
In the steps that follow, we use the Teams desktop client to create teams and channels. Keep in mind that as an admin, you can also do these tasks in the Microsoft Teams admin center.
Create a team
On the left side of Teams, click Teams, at the bottom of the teams list, click Join or create a team, and then click Create a new team.
Once you've created the team, invite people to join it. You can add individual users, groups, and even entire contact groups (formerly known as 'distribution lists').
Add a team owner
Onenote On Teams
Find the team that you created, click More options ˙˙˙ > Manage team. Then go to the Members tab. Find the people you want to designate as team owners. Under Role, click Owner.
Create a channel in a team
Find the team that you created, click More options ... > Add channel. You can also click Manage team and add a channel in the Channels tab.
Give the channel a descriptive name to make it easier for users to understand the purpose of the channel.
As a team owner, you can automatically favorite channels for the whole team, making the channels more visible for everyone on the team. You can also pin tabs to the channel to add tools, such as OneNote, links to webpages, and other content to make it easy for users to find what they need and share their thoughts.
Here's an example of the 'How do I' channel in the 'Get to know Teams' team, showing pinned tabs that link to Teams webpages – Teams video training, Teams help center, and Teams download links.
Next steps
Go to Onboard your early adopters.