OneNote 2013 can help support corporate initiatives to reduce employee dependence on paper and printed documents. This guide gives you a quick primer on OneNote 2013, so you too can join the paperless revolution!
You can use OneNote the same way that you use a paper notepad on your desk. Write down detailed notes, jot down a quick reminder, or draw a quick sketch to communicate an idea. But, OneNote provides wonderful advantages that you don't get with a paper notepad. For one thing, you never run out of paper! You can also capture things in your digital notes that you can't capture on paper--like an audio or video recording, or a screen clipping.
OneNote is easy to conceptualize because it's structured just like a physical notebook, with sections and pages.
OneNote is different from other applications in a few very important ways.
We're conditioned to close files after we're done using them. The best way to use OneNote, however, is to open it and never close it unless you need to reboot your device. It's like always having that paper notepad or sticky pad on your desktop within easy reach.
Anything you add to an OneNote notebook is immediately saved. Likewise, if you make an organizational change, such as moving a page or section, it's automatically saved, so you don't have to think about it.
We have become accustomed to sending documents as attachments through Outlook, this is changing with the increased use of SkyDrive Pro/SharePoint Online. With OneNote, when you want to share a notebook, or a section or page within a notebook, you just send a link.
With OneNote, you and your teammates can work on a shared notebook at the same time and see each other's changes in real time. This makes OneNote a great collaboration tool.
OneNote provides lots of great ways to go paperless. Use this list to job some ideas. Each of these ideas is covered in more detail later in this guide.
The best way to create a notebook is to create it on SkyDrive or SkyDrive Pro. When you create the notebook in the cloud, you can access it from other devices wherever you are. It's also much easier to share your notes with others if you store your notebooks in the cloud. And when your notebook is automatically backed up, you don't have to worry if a device is lost or stolen.
To determine where to store a notebook, keep in mind that SkyDrive is a consumer service appropriate for personal files and notes. If you want to store business information, store it on SkyDrive Pro (no HBI or PII data though!), not your personal SkyDrive. Be careful about which notebook you're working with so you don't accidentally upload personal information to SkyDrive Pro or confidential information to SkyDrive.
Customization note: The highlighted guidance above should be updated based on policies specific to your organization.
Note: You can password-protect a section if you don't want to share it with others. For more information, see "Share a notebook" later in this guide.
After you've created your notebook on SkyDrive or SkyDrive Pro, you're ready to create sections and pages, and start taking notes.
You can create a section for anything you want in your notebook. For example, you
might want to create a section for each of the projects that you're working on, and
then create another section for personal items. There's no right way or wrong way
to organize a notebook. Just create some sections and pages and see what makes sense.
You can always reorganize later.
When you create a new notebook, the notebook contains one section called New Section 1. That section contains one untitled page. Add and rename actions as you see fit. To rename a section, right-click the section tab, and then select "Rename." To add more sections, tap or click the plus sign at the end of the section bar. If you add more sections than will fit on the section bar, OneNote hides some of the section names, but you can select the down arrow next to the last section tab to see the hidden sections.
To rename the untitled page that's included by default, just select the page title
on the right side of the screen, and then start typing at the top of the page. OneNote
automatically inserts the date and time that the page was created.
To create a new page, on the right side of the screen, select "Add Page," and then type a name for the new page.
To insert a page between already existing pages, just select the + sign that appears when you hover the mouse over an existing page.
When you're ready to start taking notes, place the insertion point anywhere below
or to the right of the page title, and then start typing. When you start typing, OneNote
creates a note container for the text. Note containers are only visible when you type
or format text in them, or when you hover your mouse over them.
You can type as much or as little text as you want in a note container. After you finish typing your text, you can move the container anywhere on the page by dragging it. When you want to add a note elsewhere on the page, just select and start typing.
After you type notes on a page, you can format the text in much the same way that you would format text in any Microsoft Office application. For example, you can create a bulleted or numbered list, or align text within a note container.
If you prefer to write notes instead of type them, or if you want to create a sketch,
select the DRAW tab. The DRAW tab includes several different pens and highlighters. Just choose the pen or highlighter
you want, and then use your finger or a stylus to start writing or sketching.
When you're ready to start typing again, select the "Type" button on the DRAW tab.
If you want to draw a shape, select an item for the Shapes list (Select the "More" arrow if you don't see the shape you want), and then select and drag to draw the shape.
Whenever you type text that OneNote recognizes as a link, OneNote automatically formats it as one. You can also create a link manually. Just select the text you want to use as the link, and then select "Link" on the INSERT tab.
OneNote can keep all of your information about any subject or project together in one place--including copies of related files and documents. Inserted files show up as icons on your notes page. Double-click any icon to open its file.
Tip: As an alternative to attaching a file this way, consider printing a file to OneNote as a static image. For more information, see "Capture information" later in this document.
To attach a file:
If you want to just take a random note and don't want to think about where to put
it in your notebook, use a Quick Note. A Quick Note is like an electronic sticky note.
Quick Notes are stored in Unfiled Notes or the Quick Notes section at the bottom of the list of notebooks.
You can move quick notes to other sections in the notebook later, or you can leave them in the Quick Notes section. You can search for information in a Quick Note like any other note, so you don't have to worry about finding the information later.
You can create a Quick Note even when OneNote isn't running by using the Send to OneNote tool. The Sent to OneNote tool is automatically installed and runs whenever you start your computer.
The previous section showed how to take notes in your notebook. You can also use OneNote to "capture" information in a number of different ways.
Recording audio or video notes is a great option when you can't write or type fast enough to take down everything word for word. Audio and video recordings in OneNote are directly linked to any notes you take while recording, so you can search your notes for specific notes associated with a particular part of a recording. When you play back the audio clip, OneNote automatically moves the cursor through your notes.
NOTE: You can search audio recordings for spoken words. For more information, see "Search your notes" later in this guide.
To start an audio or video recording:
NOTE: If you select the "See Playback" button on the AUDIO & VIDEO tab, OneNote will automatically position the cursor within any notes that you took on the page while the recording was made. For example, if you're recording an interview and you took notes two minutes into the clip, OneNote will jump to that exact part of your notes when you play back the clip and it reaches the two-minute mark.
This is particularly useful if you want to annotate the text with typed or handwritten notes. For example, you might want to annotate a co-worker's PowerPoint presentation with handwritten notes.
To insert a document or file as a printout:
After you've created a number of sections and pages, you'll probably want to reorder and combine elements to organize your notebook. Use the following table to learn how to do common organizational tasks.
NOTE: If you need to recover a section or page that you deleted from a shared notebook, open the shared notebook, select the HISTORY tab, and then select "Notebook Recycle Bin."
If your notebook has more sections than will fit on the screen, consider combining sections into section groups. A section group keeps related sections together and can hold as many sections as you want. For example, if you use your notebook to store a large collection of recipes, you could create section groups for alphabet ranges like A - D, and then include a separate section for each letter of the alphabet in that section group.
To create a section group:
Create subpages to group related pages together in a page group. A subpage is the
same as any other page, but its page tab is indented. The visual indentation makes
it easier to keep information separate. The following graphic shows subpages grouped
under the Productivity page group.
To create a subpage:
NOTE: To promote or demote a subpage after you create it, right-click the page tab, and then select "Make Subpage" or "Promote Subpage."
If you share a notebook on SkyDrive Pro, you can work simultaneously with team members and track changes in real-time. If team members are viewing the shared notebook while you're typing, your notes will automatically appear on their screen and vice versa. The notes are refreshed every few minutes to everyone can see each other's changes. You can even edit the same paragraph of notes on the same page without having "note collisions."
NOTE: You can assign a password to a section if you don't want people to be able to access that section. To add a password to a section, right-click the section tab, and then select "Password Protect This Section." In the Password Protection pane that appears, under Current Section, select "Set Password," and then enter and confirm your password.
When you're working with a shared notebook, use the HISTORY tab to determine who has made changes, what changes have been made, and so on.
The following table describes the buttons on the HISTORY tab.
OneNote is fully integrated with Outlook and Lync, so you can take and share notes easily with others.
One of the great things about OneNote is that you can just start adding notes to your notebook without worrying much about organization. OneNote has very powerful searching tools so you can always find your notes instantly.
By default, OneNote instantly searches all of the notes in all of your notebooks. To start an instant search:
You may want to tag your notes to categorize or prioritize information. For example, if you're writing a paper, you might want to highlight information with the "Important" tag. When you tag a note, OneNote places an icon to the left of the tagged text or other object. You can search on tags to instantly categorize your notes by those tags.
For example, the following graphic shows a line of text marked with the "Important"
Examples of other built-in tags that you can use include: To Do, Question, Highlight, Definition, Contact, Phone Number, Idea, Web site to visit, Critical, and so on.
To tag a note:
After sharing a notebook on SkyDrive or SkyDrive Pro, you can easily access the notebook from a Windows Phone or Windows RT device.
In Windows Phone 7, OneNote Mobile is included as part of Microsoft Office mobile. In Windows Phone 8, OneNote is a standalone app that you can pin to Start to get to your notes in one tap. You can take a note with just your voice, search the contents of notes, and get around your notebooks more easily. To learn more about OneNote on Windows Phone 8, go to: http://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobile.
Windows RT includes Microsoft Office Home & Student 2013 RT, which includes OneNote 2013 RT. You can access a notebook on SkyDrive Pro using OneNote 2013 RT or you can install and use the OneNote Windows Store app.
What's New in OneNote 2013?
Microsoft Office OneNote
OneNote on Windows Phone 8