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Take Note! OneNote for Projects and Collaboration
Presented By:
John Federico Affinity Consulting Group
Columbus, Ohio
Presented at: ACLEA 52nd Mid-Year Meeting January 30 - February 2, 2016
Savannah, Georgia
John Federico AffinityConsultingGroup
Columbus,Ohio
Mr. Federico received his BBA from The University of Toledo, his BS from The Ohio State University, and
his JD from Washington University in St. Louis School of Law.
His professional memberships include the Ohio State Bar Association and Columbus Bar Association. Mr.
Federico is an attorney and senior consultant at Affinity Consulting Group.
Prior to joining Affinity Consulting Group, he practiced law for nine years, litigating personal injury cases,
insurance cases, and numerous appeals. Mr. Federico is also a licensed patent attorney.
He now specializes in HotDocs document assembly software and software training, including
integrations with case management systems such as LawBase, Amicus Attorney, Time Matters,
Actionstep and PracticeMaster. Mr. Federico has prior experience in using a wide variety of systems,
including Windows, Macintosh, and Linux; and programming in Pascal C, C++, C# and assembly language.
Take Note! OneNote for Projects and Collaboration John A. Federico, Esq Affinity Consulting
I. Overview ...................................................................................................... 2
II. OneNote Organization .................................................................................. 2
III. Taking Notes .............................................................................................. 3
A. Typing Notes ........................................................................................................................... 3
B. Outlining ................................................................................................................................. 3
C. Handwriting............................................................................................................................. 4
D. Audio and Video Notes ............................................................................................................ 4
E. Tables and Spreadsheets ......................................................................................................... 5
F. Images and OCR ....................................................................................................................... 5
G. Office Lens (Windows Phone, iOS OneNote App) ..................................................................... 5
H. Using Lined "Paper" ................................................................................................................. 5
I. Email Notes ............................................................................................................................. 6
J. Inserting Files .......................................................................................................................... 6
K. Tags ......................................................................................................................................... 6
IV. Integration with other Applications ........................................................... 7
A. Integration with Internet Explorer ........................................................................................... 8
B. Integration with Word ............................................................................................................. 8
C. Integration with Outlook ......................................................................................................... 9
D. OneNote Clipper (Internet Explorer, Mozilla Firefox, Google Chrome) ..................................... 9
V. Collaboration ............................................................................................... 9
A. Is OneNote the right tool for the job? ...................................................................................... 9
B. Sharing Notes and Notebooks ................................................................................................ 10
VI. Possible Collaboration Scenarios .............................................................. 11
A. Simple: Meeting Notes .......................................................................................................... 11
B. Collaborate on a Document ................................................................................................... 11
I. Overview
OneNote is an excellent note taking application. Notes can be typed, hand written, or drawn. OneNote is also an excellent tool for collecting research as it can accept and store output from web pages or printed documents. OneNote is also a collaboration tool and multiple people can work simultaneously in the same notebook.
OneNote is also everywhere. There are several versions of OneNote available:
OneNote Application for Windows (included with Office)
OneNote for OSX (Apple Macintosh)
OneNote App for Windows 8/10 (Tablet)
OneNote for Web (OneDrive/Office 365)
OneNote App for Windows Phone
OneNote App for Android
OneNote App for iOS (iPad, iPhone)
The OneNote for Windows has all of the OneNote features. Most of the same functions are available in the Web and OSX versions of OneNote. The Apps for Android and iOS are have a more limited set of features.
II. OneNote Organization
The main organizational structures of OneNote are Notebooks, Sections and Pages.
On the computer, each section is stored as a separate .one file in a folder with the name of the notebook.
If the notebook is shared on OneDrive or SharePoint, then the entire notebook will appear as a single file link.
III. Taking Notes
There are multiple ways to take notes with OneNote. One thing that is immediately obvious is that there is no "Save" button. OneNote automatically saves notes as they are typed.
A. Typing Notes
To start taking notes, just click anywhere on a page and start typing. OneNote will create a note container that will auto adjust to the size of the screen as you type. To move the note around click on the four dots in the middle and drag the container. To expand or shrink the width, click and drag on the arrows of the corner of the container.
B. Outlining
To start an outline, click the bullets or numbering buttons in the Basic Text group of the home tab and use the indent buttons to increase or decrease the outline level:
There are also keyboard shortcuts. To start a bulleted list type an asterisk (*) followed by a space. To start a numbered list, type the number (or roman numeral), followed by a space. To increase or decrease the indent, use ALT+SHIFT+Left Arrow and ALT+SHIFT+Right Arrow.
C. Handwriting
Notes can also be handwritten on a tablet with a stylus. Choose a pen on the Draw ribbon to begin drawing. Handwritten notes can then be converted to text by using the Ink to Text button on the Draw ribbon. There is also an Ink to Math feature on the Draw ribbon that will convert handwritten equations to type.
D. Audio and Video Notes
If the hardware supports it, OneNote can also take audio and/or video notes. Just click the "Record Audio" or "Record Video" options on the Insert ribbon.
In addition to storing the audio or video, OneNote also has a search feature that will search the audio recording for certain words. To enable the feature, go to File‐>Options>Audio & Video and check "Enable searching audio and video recordings for words".
If recording a lecture, OneNote will sync the notes you take with the audio and highlight them as the audio is played back.
E. Tables and Spreadsheets
To insert a table into a OneNote page, click the Table button on the Insert Tab. OneNote can also embed Excel spreadsheets directly in a OneNote page. Doing so give you the complete power of Excel within your notes. Editing the spreadsheet opens it directly in Excel. It is only possible to edit the spreadsheet on a Windows computer that has Excel installed. However, spreadsheets can be viewed in any version of OneNote and viewing does not require Excel.
F. Images and OCR
Images can be inserted into OneNote pages including, screen clippings, pictures and images from a scanner. If the picture has text, OneNote can OCR it and copy the text to the clipboard. Just right click on the image and select "Copy Text from Picture".
G. Office Lens (Windows Phone, iOS OneNote App)
Office Lens turns your camera into a virtual scanner. Office Lens has three modes: whiteboard, document and photo which are optimized for that particular application. Photos taken with Office Lens can be imported and the text recognized (OCR) with OneNote. This same functionality is available through the camera icon in the iOS version of OneNote.
H. Using Lined "Paper"
OneNote can also change the background of the page to lined paper, graph paper or other backgrounds. To change the background of the page, click "Rule Lines" on the View tab:
I. Email Notes
With OneDrive, you now have the ability to email notes directly into OneNote. Details are at http://www.onenote.com/. The notebook must be in OneDrive. Once you set up your email account with OneNote.com and point it to your notebook on OneDrive, sending an email to [email protected] will add that email directly to that notebook.
J. Inserting Files
Insert files into note pages via drag and drop or the Insert File Attachment button on the Insert Ribbon in OneNote.
K. Tags
Tags are one of the most powerful features in OneNote. Any item in any section of any notebook can be "tagged" for later reference. OneNote has a multitude of built‐in tags that can be used or customized, plus you can create your own tags.
To tag an item, just click on the item and then select a tag. Tags will typically put an icon next to the item or highlight the item. Icons can either be symbols or a checkbox:
The power of tags is in the "Find Tags" button on the ribbon. Suppose multiple items have been tagged as "to‐do's" across multiple pages and notebooks. Instead of having to search a notebook page by page to find all of them, simply click the "Find Tags" button. This will produce a list of all the tags in a notebook ‐ or all open notebooks. You can then produce a summary page that lists all of the tagged items:
IV. Integration with other Applications
OneNote also integrates with other applications. If an application does not support OneNote, the output from the application can always be printed to a OneNote page using the OneNote printer.
A. Integration with Internet Explorer
OneNote installs two different buttons in the Internet Explorer command bar, "Send to OneNote" and "OneNote Linked Notes."
Send to OneNote will send the current web page to OneNote as a OneNote Page. This is a great way to get research into OneNote. The text will be fully editable.
The "OneNote Linked Notes" will dock a OneNote page next to the web page and let you take notes while you are looking at it. OneNote will also include a link to the web page on the OneNote page.
B. Integration with Word
One note integrates with Word in several ways. First, it has a linked note feature. Clicking "Linked Notes" in the Word 2013 Review ribbon will dock a OneNote page next to the Word document in order to take notes on the document.
Second, if you start drafting a document in a OneNote page, you can either export it as a Word document or send it directly to Word for final editing. To send a OneNote page to Word, click File‐>Send‐>Send to Word.
C. Integration with Outlook
Outlook can copy emails directly into OneNote. With the email selected (or opened), click the "Send to OneNote" button in the Outlook ribbon:
OneNote also has built‐in task support to Outlook. Click on a note, select "Outlook tasks" from the Home ribbon and OneNote will add that item to the Outlook task list and place a link in the task back to the note. This makes it possible to build a task list while outlining a project in OneNote.
OneNote also links to calendar entries. From an Outlook appointment click "Meeting Notes" or in OneNote select the appointment from the "Meeting Details" drop down on the Home ribbon. This will insert the meeting information into a OneNote page, link the OneNote page with the appointment and provide a place to take notes about the meeting.
Finally, OneNote can email a page through Outlook by clicking the Email Page button on the Home ribbon in OneNote.
D. OneNote Clipper (Internet Explorer, Mozilla Firefox, Google Chrome)
The Clipper is an add‐on for Internet Explorer, Mozilla Firefox and Google Chrome. It works with your web browser and OneDrive. From any web‐page, click the Clipper and you can copy the whole page, the article, or just a section of the page to a OneNote notebook in OneDrive.
V. Collaboration
A. Is OneNote the right tool for the job?
There are various ways to share information and collaborate with OneNote. OneNote excels in gathering research and other materials and collaborating with small groups of people. My opinion is that OneNote can be a great tool for a small ad‐hoc team that needs to collaborate on a project. However, I don't believe that OneNote is capable of being a full blown project management system ‐ although it certainly could be used to assist in the process.
B. Sharing Notes and Notebooks
1. Sharing a Copy of a OneNote Page
There are three main ways to share a copy of a OneNote page:
Method #1: Send a copy of the page (Email Page). This copies the text of the page into an email.
Method #2: Send a copy of a page as a PDF. (File‐>Send‐>Send as PDF). This will convert the page to PDF and attach the PDF file to an email.
Method #3: Send as Attachment (File‐>Send‐>Send as Attachment). This will send a copy of the page as an attachment in OneNote format that the recipient can open and edit in OneNote.
2. Share on network file server
Saving a OneNote notebook on a file share will automatically allow anyone who can access the file share to simultaneously view and edit the notebook. In prior versions of OneNote, there is a specific option to let multiple users simultaneously access a networked notebook. Unlike most programs, OneNote allows multiple users to work in the same notebook (file) at the same time.
3. Share on DropBox
OneNote notebooks can be shared on DropBox. However, DropBox is not currently "OneNote aware." Some users have reported corruption issues due to the OneNote notebooks becoming out of sync on different computers.
4. Share on OneDrive or SharePoint (Office 365)
This is the best option for sharing OneNote notebooks and will provide the greatest flexibility. Both OneDrive and SharePoint are "OneNote" aware. In addition, the mobile versions of OneNote (Windows Phone, Android, iOS, OneNote Web) only work with notebooks stored on OneDrive or SharePoint. Some other features, like emailing notes to a notebook or using the OneNote Clipper, also only work with notebooks stored in OneDrive or SharePoint. OneNote does keep a local copy of the notebook. If the internet connection is lost, you can still view and make changed to the notebook. Any changes made offline will be synchronized the next time OneNote is opened with an internet connection.
5. Share Live in a Lync (Skype for Business) Meeting
If the notebook is stored on OneDrive or SharePoint, the notebook can also be viewed in a Lync or Skype for Business meeting/conference call (File‐>Share‐>Share with Meeting). This can also work with others who do not have OneNote or Lync (the originator of the meeting must have both). "Share with Meeting" will create a link that others can use to join the conference via the web clients for Lync (SkyDrive for Business) and OneNote.
VI. Possible Collaboration Scenarios
A. Meeting Notes
Create a notebook to handle weekly meetings on a project. If the meeting follows a particular format, create a template for the meeting pages that outlines the regular format. To share the meeting notes, either share the entire notebook on a network file share, OneDrive, or SharePoint OR just email a copy of the meeting notes to everyone at the conclusion of the meeting using the Email Page feature in OneNote.
Sharing the notebook would also allow people to take notes simultaneously (although that may not be practical).
Finally, create a separate tag for each member's to‐dos as a result of the meeting. Tag the individual to‐dos, then use the Find Tags feature to print out a list of everyone's to‐dos. Another possibility is to mark the to‐dos as Outlook tasks and assign them to members through Outlook.
B. Collaborate on a Document
Create a notebook to contain research and a draft of the document. One possible way to organize the notebook is to have a section for the initial draft and additional sections for all the research based on topic. Share the notebook on OneDrive.
Collaborators can then simultaneously add research to the different research sections. Research can be added from the web using the add‐ins or OneNote Clipper. Images can be inserted from mobile apps or documents "scanned" with a phone via Office Lens. Research documents can be inserted directly into the OneNote pages as Word, Excel or PowerPoint files as well as links to online videos or other resources. Audio or video recordings from interviews can be directly inserted with OneNote on a tablet or mobile device.
Using the outlining tools, draft the document in the initial draft section created above. Either draft on a single page, or create separate pages for each topic. Co‐author the document by working on the draft at the same time either in OneNote or OneNote web. Usually, OneNote web will provide a better co‐authoring experience. However, with the desktop version of OneNote, you can open up more than one window into your notebook and view your research and draft at the same time.
OneNote also had built in history feature that tracks page revisions by author and date. To review the work of co‐authors, do the History tab and click "Find by Author." To see if anything has been recently changed, go to the History tab and select "Recent Edits."
Once the draft is completed, send the draft page to Word using the "Send to Word" feature for final formatting.
C. Planning a Seminar
Create a notebook to contain scheduling, speaker, meeting notes, facilities and promotional materials information. One way to organize the notebook would be to create a separate tab for all topics including a separate tab from each speaker. Share this notebook on OneDrive or SharePoint.
Use a table or an embedded Excel spreadsheet to create the initial schedule in the schedule section. Create a checkmark tag for items requested from speakers. Use this to create a checklist for the items you need from each speaker. To see the status of the current requests, use the "find tags" feature to see all these requests on one page.
Create tags for committee members' tasks. Tag these tasks and periodically review them using the "find tags" feature.
As you receive email from speakers or others parties, add a copy of the emails using the "Send to OneNote" feature in Outlook. This will insert the email in its own page for easy reference. Speaker bios and a copy of their materials can also be added to each section.
Since the notebook is shared, everyone involved can see the schedule, the status of the speakers, contact information, recent email correspondence and any other information related to the planning of the event.