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Lesson 16 · Advanced · 20 min

Pages and Notebooks: keeping and sharing your work

Copilot Pages and Notebooks in Copilot Chat: keep a piece of work, gather the sources of a recurring task, share with your team, and know the limits.

By QDNA · Published on · Updated on

Goal
You will be able to turn an answer into an editable, shared Page, gather the sources of a case in a Notebook, and know what these two tools do not do without a paid licence.
Skills
Steer
On the left, a Copilot Chat answer becoming a Page co-edited by two colleagues; on the right, a Notebook gathering three files and a web page under a single folder.
Illustration generated by AI

Your first attempt, unaided

Find again, in Copilot Chat, an answer that helped you last week, then try to share it with a colleague so they can annotate it. Time yourself: how long to lay hands on it?

In brief.

A Copilot Chat answer disappears into the conversation thread; a Page keeps it as an editable document that your team co-edits in real time. A Notebook does the opposite: it gathers the files, pages and web addresses of a case, and Copilot answers in it by consulting only those references. Pages is included with SharePoint or OneDrive storage; Notebooks was extended to Copilot Chat users in June 2026, except in OneNote.

  1. 1What a Page keeps, what a notebook bounds

    Copilot Pages "takes content generated by Copilot Chat and places it in a dynamic, persistent canvas", according to the Microsoft Learn FAQ. Users can then "edit, enrich, share and work on it together in real time". The support page states two things. Pages is available to anyone with SharePoint or OneDrive storage, Microsoft 365 Copilot licence or not. And a Page is saved as a .page file in a SharePoint container that belongs to you. To the right of an answer, the "Page" button turns it into a document where you drop other answers and invite colleagues.

    Copilot Notebooks answers another need, the case that lasts. It was reserved for licensed users until spring 2026. It has been rolled out to Copilot Chat users since mid-June 2026, according to the official June post and the matching admin message. The limit is clear: no Notebooks in OneNote without a licence. Like Pages, it requires a SharePoint or OneDrive service plan. A notebook accepts up to three hundred files, in Word, PowerPoint, Excel and PDF formats, Copilot or Loop pages, OneNote pages and web addresses. The decisive point fits in one sentence of the documentation: Copilot "only uses the references you added to the notebook". The answer is therefore bounded by your sources, which makes it traceable and limits inventions.

    A shared Page travels like a document and carries everything you put in it, including a pasted file. Check the sensitivity label of every source before placing it in a Page or a notebook. Name your Pages and your Notebooks as you would OneDrive files. One reservation to close. According to the documentation in force in September 2026, the "suggested edits" of a Page and the developments linked to Work IQ are not guaranteed without a licence. Do not build your method on them.

    Diagram "Pages or Notebooks: two ways to keep work": Copilot Pages; An answer becomes an editable page; Co-editing with colleagues; Sharing by link; Copilot Notebooks; Group several sources; Question the whole set; Ideal for a long-running file. Note: Both keep your data inside your Microsoft 365, without an extra licenceDiagram "Pages or Notebooks: two ways to keep work": Copilot Pages; An answer becomes an editable page; Co-editing with colleagues; Sharing by link; Copilot Notebooks; Group several sources; Question the whole set; Ideal for a long-running file. Note: Both keep your data inside your Microsoft 365, without an extra licence
    Diagram "Pages or Notebooks: two ways to keep work"Diagram generated by AI and reviewed

  2. 2Three procedures summarised and traceable

    A lawyer prepares the summary of a case made of three fictional internal procedures for her team.

    Weak prompt, asked in an ordinary conversation with the three files attached:

    Summarise these three documents for the team.

    Copilot produces a correct but blended summary, without saying which document says what. The answer stays in the thread: the following week, the files have to be attached again and the work restarted, and the team could not annotate anything.

    Strong prompt, asked in a Notebook named "Internal procedures 2026" that contains the three PDFs and the intranet framing page:

    Relying only on the references in this notebook, write a summary for the legal team in three sections: obligations common to the three procedures, differences between them, points covered by none of them.
For each point, give the reference (document name and section) that supports it. If a point is supported by no reference, write "not found in the notebook".
Format: section headings, bullets of 20 words at most, 300 words in total.

    The summary arrives with one reference per bullet, and two bullets marked "not found". The lawyer clicks "Page", proofreads and corrects one wording. She then shares the Page with two colleagues, who add their remarks in the same document.

    What changes: the notebook bounds the sources, so every bullet is traceable and the gap is declared. The Page keeps the deliverable and allows review by several people, instead of a thread nobody can find again. Sources and prompt stay in place: next month's summary costs two minutes.

  3. 3Build a notebook and bound its sources

    Choose a recurring case in your job: preparing a committee, monitoring a topic, following a project. Write three fictional one-page documents, with no real data, and create a Notebook that gathers them together with a useful public web address. Here is the starting prompt, to be improved in that notebook:

    "What is important in my files?"

    Rewrite it in six parts. A goal with an action verb and an audience. The instruction to use only the references in the notebook. One reference required per point. The rule "not found in the notebook". A format, and a stated length. Then turn the answer into a Page, proofread it against the documents and name it. Finally, share it with a colleague, asking for a written remark in the Page. This lesson has no composer: the prompt is written directly in the notebook.

    Self-assessment grid: (a) the prompt restricts Copilot to the references in the notebook; (b) every point of the answer refers to a reference; (c) the Page is named, proofread and annotated by a colleague.

    Open the prompt composer

  4. 4The outdated version that answers perfectly sourced

    A project officer creates a Notebook called "Expense procedure". She drops into it everything she finds on the intranet: the 2024 procedure, the 2026 version, and the FAQ written between the two. She asks for the reimbursement cap for a meal. Copilot answers 18 euros, with a proper reference, taken from the 2024 document. The current version says 22 euros. The shared Page that follows spreads the wrong figure to the whole team. What should have been seen: the notebook confines the answer to its references, which makes it traceable, not accurate. An outdated source in the notebook yields an answer that is wrong and perfectly sourced. Correction: keep only the versions in force in the notebook. Name each reference with its date, for instance "Expense procedure, version of 1 March 2026". Then ask: "For each amount, cite the document and its date; if two references contradict each other, flag it instead of choosing." Reread the reference before turning the answer into a Page. Rule to remember: in a notebook, an outdated source is a wrong source.

  5. 5Quiz

    Three questions, instant feedback. Each option comes with an explanation.

    1. What is the difference between a Page and a Notebook?

    2. Every month, a project manager attaches the same five files to Copilot Chat and retypes her prompts to prepare the committee. What does the lesson advise?

    3. Review: what does the green shield shown in Copilot Chat guarantee?

  6. 6Proof of mastery

    Describe the Notebook you created (name, sources added, no real data), paste the prompt asked in that notebook and the answer with its references, then give the name of the Page produced and who it is shared with.

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    Criteria

Going further

The lesson Building your team's prompt library uses a shared Page as its medium, and Breaking a task down into three chained prompts shows how to keep the steps of a chain in a Page. The glossary defines enterprise data protection, not to be confused with sharing rights. The Copilot prompts for project management sheet shows a project followed up inside a notebook.

Frequently asked questions

Are Pages and Notebooks really included without a paid licence?

Yes, for the most part. Pages is available to any user with SharePoint or OneDrive storage, Copilot licence or not. Notebooks was extended to Copilot Chat users in June 2026, according to the official June post and the matching admin message, but not in OneNote, which remains reserved for licensed users.

Where are my Pages and Notebooks stored?

In a SharePoint container that belongs to you, the same space as Loop, and they count towards your organisation's SharePoint storage quota. A Page is a .page file. Your administrator can block their creation by policy; if the "Page" button does not appear, that is probably why.

Does Copilot answer from the web inside a Notebook?

No. According to the support documentation, Copilot only uses the references you added to the notebook: Word, PowerPoint, Excel and PDF files, Loop or Copilot pages, OneNote pages and web addresses. That is what makes the answer traceable, and why you should choose your sources with care.

Are suggested edits and audio overviews available?

Audio overviews of Notebooks exist, according to the how-it-works page. The "suggested edits" feature of a Page, announced in June 2026, is described without any licence detail: according to the documentation in force in September 2026, treat it as not guaranteed for Copilot Chat without a licence.

Sources