OneNote–This is One Microsoft Program Worth Taking Note Of!
IT Support in Seattle

Microsoft OneNote is a note-taking application and digital notebook where you can store your notes, plans, lists, and anything you need to remember. Easily organize, print, and share your notes, and search them to find important information quickly.

OneNote stores your notes in The Cloud, so you can access them from any mobile device wherever you are. It works across all platforms and Microsoft Programs, and it’s Integrated with Office 365.

The premise behind using OneNote is to: Capture, Organize and Share your information with other devices or the people on your team.

With OneNote, you can use your computer, laptop, tablet or smartphone to:

  • Type notes or audio record them.
  • Add photos and images.
  • Find notes easily and quickly.
  • Move notes around a page.
  • Organize pages into sections.
  • Store sections in one or more notebooks.
  • Switch devices and pick up right where you left off.
  • Share your notebooks with others so you can view notes and collaborate at the same time.

OneNote Navigational Structure includes:

  1. Notebooks (like having a large filing cabinet)
  2. Sections (like your big file folders in a filing cabinet)
  3. Pages (like the documents in your file folders)

You can create as many of these as you like and color-code them to help you stay organized. Many find it easiest to first organize in the Desktop/Laptop Version of OneNote. The different versions (desktop, tablet and phone) operate a bit differently to align with the platform (using a mouse versus your finger or a stylus)

OneNote Provides Versions for your PC, tablet and phone (Web).

 

(PC Version below)

 

 

(Tablet Version below)

(Web version below)

OneNote adjusts the look and feels to maximize your experience according to the device you are working on.

You have lots of options to customize the look and feel of your Notebooks, Sections and Pages. As with all of Microsoft’s products, you can also customize the Ribbon to your needs. If you find yourself accessing certain pages a lot, add them to your Quick Access Toolbar to save time and frustration. Or, if you don’t use the tablet version of OneNote, you can go into your Ribbon and remove this option.

 

 

INSERTING CONTENT

  • Attach a file (such as a Microsoft Word document) to a page in OneNote.
  • Insert a file as a printout,
  • Copy text from a file printout,
  • Add Excel spreadsheets with all their functionality,
  • Record audio and videos,
  • Insert pictures, screen clips, tables, and much more.

There’s a handy extension you can download into your browser called the OneNote Clipper to quickly insert webpages you need.  When searching, simply clip pages by clipping the entire page, part of it, only content, or bookmark it and save to your OneNote Notebook/Section or Page.

 

If you use OneNote for meetings, you’ll probably be sharing this content with others.  In this case you can select a meeting template in OneNote where you can type in your information–OneNote does the rest. Include a video or audio recording to capture the meeting and share with others.

You can share your OneNote meeting pages directly with other authorized users or email them. You can also password-protect sections of your OneNote Notebooks/Sections if you want to share with others, but you don’t want them seeing everything in your Notebook. (You may want to password-protect all of your Notebooks for total security.)

If you capture an image and want to convert it to text, OneNote will do this for you. Open your OneNote page, paste the image that contains the text you want to capture, right-click the image and select “Copy Text from Picture.” OneNote converts the text in the image to text and posts it on your clipboard.  From there you can paste it where you want. This can save you a lot of time typing text.

OneNote & Outlook

While taking notes and planning projects in OneNote, you can create Outlook tasks, view and track them right from OneNote. (Outlook and OneNote must be synced.) If you check a task as complete in OneNote, it gets checked in Outlook as well.

If you want to set up a meeting and share meeting notes from your previous meeting, simply go to “Meeting Notes” and you have the option to include them in your Outlook meeting scheduling function for all your attendees to view. This is very helpful as your team can view the meeting notes before and during the meeting.

When in the meeting, you can also use OneNote to record who’s in attendance.

AUDIO & VIDEO

If you’re in a meeting and you want to capture information but you can’t type as quickly as you need to, you can record audio or video notes directly into OneNote. Simply go to the top Ribbon and click “Record Audio” (or “Record Video) and the recording will begin. If you’re taking notes during the recording, they’ll be linked to the audio or video recording.  To stop just press the Pause or Stop on the Audio & Video tab.

Here’s the actual recording file.

You can play the recording back (click Play) and mark a precise point you want to listen to or view later rather than the going through the entire recording.  (There’s a little marker on the side where you can mark the places that are important to you in the recording.)

Now, take OneNote to the next level and tag a spot in your notes to help you find them later.  OneNote provides commonly used tags you can use like “Remember for later.” Then you can search this tag across all your notes later to locate them. You can also create your own tags if you want.  There are lots of opportunities to go back and find specific tags to save you time.

 

You can also create Outlook Tasks and incorporate them with your OneNote meeting notes.  For example, add an action item for “George” by creating a task in Outlook and linking it to your OneNote notes. 

  • In OneNote, select the words that define your task (George needs to call Robert).
  • In the menu that appears, click the arrow next to the Outlook Tasks button and choose a reminder.
  • A flag appears next to your task in OneNote and your task is added to Outlook. (It’s not solid red until you add a date in Outlook.)

 

Add the date in Outlook right from OneNote.

Now, go into your task section in Outlook and you’ll see it listed here.

You can also change the date here, email it to “George” or others, and more.

LINKED NOTES Across Microsoft Files

With “Linked Notes,” you can set OneNote to one side of your computer screen, so you can look at websites or apps on the other side. It’s easier to take notes this way, and you can automatically link notes to whatever you’re doing. (Note: You can take Linked Notes with Internet Explorer, Word, PowerPoint, and even other OneNote pages.)  An icon will come up in your meeting notes that you can click and open.,

When you move the pointer over individual notes, you’ll see the details of the linked file. Just click the thumbnail image to open its associated file.  This is great for reviewing notes with your team.

RECYCLE BIN

OneNote has its own little recycle bin that comes in very handy. When you delete sections and pages from your notebooks, they go into this recycle bin. If you want to restore a deleted section or page you must first display the contents of the notebook recycle bin.  Simply click the “Notebook Recycle Bin” button in the “History” tab in the Ribbon.

TABLETS & STYLUS

 

Microsoft released OneNote for tablets with handwriting input. OneNote can even help you with your drawings. For example, if you have trouble drawing circles, OneNote will make them nice and even for you. Just use the “Ink to Shape” function.

Or use the lasso tool, grab your handwritten text, select “Ink to Text,” and OneNote will turn it into nicely typed text for you.

 

This is just the “tip of the iceberg” when it comes to using Microsoft OneNote. There are many more features you can take advantage of.  The experts at Apex Technology Management can tell you how.  Contact us at (800) 310-2739 or info@apex.com for assistance.

Looking For A New IT Company?

Download Our Free Guide To Selecting A New IT Firm.