using onenote info

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31/10/2007

Introduction to OneNote 2007 | Barbara Flynn

COMPUTING

SERVICES

DEPARTMENT GETTING STARTED WITH ONENOTE



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Contents

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Based on Microsofts Getting Started with OneNote 200 7



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What is OneNote and What does it do?

OneNote is part of the Microsoft Office 2007 suite of programs available on the MWS. It is a place

for gathering, organising, searching, and sharing notes, clippings, thoughts, reference materials, and

other information All your notes will be visible here organised by notebooks, sections, and pages.

You can create them by clicking File > New.

What are all the tabs?

Notebooks:

Start with one or two.

Sections in the current notebook:

Sections let you Organise notes by

activities, topics, or people in your life.

Start with a few in each notebook.

Pages in the current section:

Create as many note pages in

each section as you want.

Unfiled Notes # ection

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There is no Save button on the toolbar because OneNote saves all your notes

automatically!

Important features of OneNote

Take a few minutes to learn more about OneNote and its most important features.

The pages highlighted on the image below, are like the pages in a book you can organise them in

any way you wish and return to them time and time again, to add, delete or amend.

Using OneNote is like having a notebook in which you keep all your important information. Work

travel, telephone numbers, project information, conferences etc. Personal household information,

birthdays etc., to-do lists etc., etc.

How can OneNote help me?



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How can OneNote Help me?

Someth)

ng for everyone

One0 1

2

e is an idea processor, a note3

ook, an information organiser. Many people find One0

ote

indispensible once they start using it

OneNote can help if you need to:

y Make sure you don't lose any information that you think is important y Organise scraps of information that don't fit well into e-mail, calendar, or formal

documents y Gather and ref er back to notes from meetings or lectures y Collect research from the Web or other sources and annotate it for yourself or others y Keep track of what you need to do next and not miss anything y Work closely with other people on a pro ject sharing notes and files

One4

ote will co5

pl6 5 6

nt your activities in Microsoft® Office 7

utloo8 ®, Wo

9 d, and other programs

in the Microsoft Office system through several integration f eatures.

Capture ideas and gather information

You can quickly capturemeeting notes, brainstorming notes, ideas and

thoughts, audio f rom discussions, video f rom interviews, diagrams, and so

on using the keyboard, pen or the recording capabilities in @

neA

ote. You

can also gatherclippings f rom theB

eb, e-mail, miscellaneous materials f or

projects, customers, and classes, files, pictures, and so on using convenient

integration with your B

eb browser and the@

ffice system.

Keep things organised

With One C ote, all this information staysin on D place. It is easy to o E ganiseit, or pile it together (if thats your pref erence), and then sea

E

ch and find it again even words in pictures and audio or

video recordings! Since OneF

ote uses the familiar concept of notebooks

divided into sections with pages, you can get going right away.



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Be prepared

Having all this information at your fingertips will help you to be prepared for the next meeting, for

writing a final document or e-mail message, for doing a task, for talking to a customer, for going on a

trip, and so on. You can flag items in your notebooks as Important or To Do and then quickly gather

summaries of information you have flagged this way. OneH

ote is fully customizable so you can adaptit to your work style.

A team effort

You can also work with your whole team in a shared notebook that

everybody can edit and view by storing it on a shared drive.A shared

notebook is a great way to see what information the team has

gathered, what files and notes are available as sources, or what action

items remain for the team to work on.



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Using OneNote

With One I ote, you can use it as a piece of paper. You can take notes from top to bottom like in a

word processor or use the whole page to arrange things as they make sense to you. When you take

notes all over the page, they end up in separate note containers that you can move around. Try dragging the note containers using the handle at the top of each container. Press SHIFT while

dragging if you want to merge the containers.

You can store inf ormation in taP

les.

You can paste pictures into your notes, including clip art and digital photos,

and are able to annotate them to include whatever inf ormation you wish.

You can copy and paste inf ormation f rom theWeb or f rom other programs on your computer.

Food to

bring

Q uantity

Apples 5

Oranges 4

Drinks 8



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You can keep a list of files you are working on within your Notebook all hyperlinked to the correct

document on your system, thus everything remains together no losing bits of paper or forgetting

what you named files or where you savedthem!

Gather Screen Clippings:

Capture screenshots of what you see on the Web or in programs that you work with. Screen

clippings are especially useful for Web research, trip planning, online shopping, and product

comparisons.

Try it nowInsert a screen clipping from the Web:

Press WindoR

logo key + S while in any program or browser



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Select an area of your screen. A separate OneNote window will open showing theUnfiled Notes

section where the screen clipping is inserted:

When you want to insert a screen clipping into the current page instead of theUnfiled Notes

section, switch to the OneNote window, put the cursor where you want the clipping, and click Insert

> Screen Clipping or the Clip button on the toolbar:

You can customise options for screen clippings by right-clicking the OneNote icon in the Windows

taskbar:



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How to OrganiseNotes

Start with one or two notebooks

You can start with the Work and Personal notebooks that are already created in OneNote and

modif y them as you like. Or you can close these notebooks and create a new notebook. ClickFile

>New > Notebook to open the New Notebook Wizard. Try using one of the notebook templates

listed in the wizard.

Create sections by project or topic

If your activities revolve around a pro ject, a topic, or a class, create a section for each of these items

in your notebook.

Create sections by person or customer

If you mostly deal with customers, patients, clients, or your direct reports, create a section for each

of them.



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Use the Unfiled Notes section when in doubt

When you don't have time to think about where your notes should go, just clickWindow logo key +

N which immediately launches OneNote and creates a new page in the Unfiled Notes section (click

the button at the bottom of the Navigation Bar to jump to it later). It's okay if this section gets big.You can drag the pages to other sections later, or just use search to find them in this section.

Change your organisation over time

As you use OneNote and create more notes, you may want to organise your notes diff erently:

y If you find yourself creating a lot of pages for a topic, try dragging them into a new section y If you find yourself creating many sections in one notebook, try putting some of them into a

separate notebook y Make navigation between notes more convenient by creating several notebooks at the top level,

rather than putting everything insideone notebook When you need to reorganise your notes, you may find it convenient to expand the Navigation Bar:

Note that in Windows Explorer:

y Notebooks are regular folders y Sections are regular files

If you accumulate too many notebooks with too many sections inside each notebook, you can use

Section Groups (File > New > Section Group) to nest a multi-level hierarchy of sections within one

notebook.



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Search your notes

OneNote can quickly find typed text, handwritten notes (if they were written on a Tablet PC), and

even text inside pictures!

Search for a word

Use the search box in the top right side of the OneNote window to type the text you are looking for,

and then press ENTER or click the Search button. You can also press CTRL + F to jump to the search

box i.e.

When the search results appear, you can view each search result

individually, or click View List to see a complete list of the pages

that contain your search term.

Tip: Click the red X button when you want to clear the yellow highlighting.



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Create Outlook tasks fromOneNote

Microsoft Office Outlook 2003 or 2007 required.

In OneNote, mark follow up items from meetings or brainstorming notes as Outlook tasks.

Use the Tasktoolbar button and drop-down or Insert > Outlook

Task. Click the drop-down arrow to control the task due date.

Changes in Outlook and OneNote aresynchroniU

ed:

TaV k will a

W W ear in Outlook

Create linked notes for Outlook meetings and Contacts

In Outlook, select a meeting or contact in Outlook that you want to take notes about.Right click to

get the drop down menu.

Click the OneNote button with a chain link to create the linked notes.

Later click the button again to open the created notes in OneNote.



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Send e-mail messages to OneNote

In Outlook, select an e-mail message and send it to OneNote.

By default, the message goes to the Unfiled Notes section, but you can change that setting in Tools

> Options > Outlook Integration.

E-mail notes directly from OneNote

You can send any note page as an e-mail message, directly f rom OneNote. For example, send your

meeting notes to other meeting participants. Recipients don't need to have OneNote to view the

notes, because the notes are placed into the body of the message in HTML format, or added as an

HTML attachment.

Click the E-mailtoolbarbutton or click File > E-mail to compose a message.

(You can click the E-mail button again if you want to cancel composing a message)

Note: This f eature works best with Outlook 2007. It will also work with most other Windows-based

e-mail programs if they properly support the MAPI interface.

Publish notes as PDF

You can save as a PDF or XPS files

1 On the File menu, click Publish as PDF or XPS.

2 In the File Name list, type or select a name for the file.

3 In the Save as type list, click PDF.

4 Next to Page range, click the option that represents the portion of the notebook that

you want to save as PDF.

5 Click Publish.

You can save your notes in formats like PDF of XPS, for distributing to people who do not have

OneNote or posting your notes on a Web page.

You can publish selected page(s) or a whole section. Click File > Publish as PDF or XPS.



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Tag Important Notes

Use Tags to easily find important items buried in your notes. To see tags from all notebooks, click

View > All Tagged Notes.

Tag meeting decisions, ideas, definitions, key points, billable hours, questions, people's names,

books to read, etc. If you don't have Outlook for task management, you can use check-box tags to

track tasks.

Find the Tagtoolbarbutton and click the drop-down arrow. Or click Insert

> Tag.

Click Important on the drop-down menu:

On the same drop-down menu click Show All Tagged Notes. You will see the tagged note in the list,

in addition to tags from other notebooks. Click on any tag in the roll-up to jump to the note.

Tip: If you want to limit the tags summary to part of your notes, or just see notes you have tagged

recently, choose a diff erent Search setting at the bottom of the Tags Summary task pane:



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Customise your tags

You can customise your tags however you want using Customise My Tags at the bottom of the drop-

down menu. If you use OneNote at work, you can create tags that match your occupation. Similarly,

students can use tags that are keyed to specific academic tasks. Sample set of tags for students:



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Better than a Word document on a shared drive

With a shared notebook:

y Multiple people can edit itat the same time y Changes are merged automatically y Notebook is available offline for each person

Keep your team "on the same page"

You can use a shared notebook f or notes about a team project,so that everyone can work on it at

once. Shared notebooks are great f or storing:

y Meeting notes y Pro ject vision and brainstorming ideas y Any supporting materials collected by group members y List of team work items that people can mark off. (If you manage your work items in

Microsoft Office Pro ject, you can drag the pro ject file onto a OneNote page as an

attachment) y Informal draft of the pro ject report where people can add comments. Later you cansend it

to Microsoft Office Word (File > Send To) A notebook can be shared simply by storing itin a shared location, such as a on a departmental

drive or a shared folder on your own M:\ drive. OneNote will guide you through setting up a proper

location if you use the Share menu or the shared notebook option in the New Notebook Wizard.



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Best practices for Shared Notebooks

To discover the best ways to use a notebook with a group of people, try the Shared

Notebooktemplates when you create a Shared Notebook in theNew Notebook ̀

ia

ard.

Using OneNote on your Windows Mobile Device If you have a Microsoft Windows Mobile-based smartphone or Pocket PC, you can take notes on

your device whenever you're on the go and then synchronisethemwith a notebook section in the full

version of OneNote on your computer. This is useful in a variety of personal and professional

situations:

y Take short te

b

t notes and voice recordings on your phone (for e

b

ample, reminders of important events, ideas for projects, price comparisons, recommendations, blog ideas, and

so onc

and synchronise them with your notes.

y Capture results from your brainstorming meetings by taking pictures of flip charts and

whiteboards in conference rooms.

y Prepare meeting or travel information in OneNote on your computer and then transfer it to

your mobile device where it will be available to you on the road.

y Capture pictures of business cards on your phone and then bring them into OneNote.

OneNote Mobile is included free with the full version of Office OneNote 2007.

Automatic installation

If you have Office OneNote 2007 and Microsoft ActiveSync 4.2 already installed on your computer,

and if your mobile device previously established successful connections to your computer, you

should be prompted automatically to install the OneNote Mobile program on your mobile device.



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More Help and Resources:

Visit the OneNote Site on Microsoft Office Online

On Office Online, you can find a variety of OneNote resources to help you:

y More in-depth Getting Started information y How-to articles and videos, training courses, and quizzes

y Downloadable notebook section, and page templates for all your activities

y Discussion groups where expert users can answer your OneNote questions

(Go to the link below to visit the Microsoft OneNote Site, on line)

http://office.microsoft.com/en-us/onenote/default.aspx

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