OneNote Rylander Consulting

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1 Rylander Consulting

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3 i Table of Contents OneNote: A Valuable Tool... 1 Understanding Notebook Features and Organization... 1 Navigating in OneNote... 2 The OneNote Ribbon... 2 The File Tab Backstage View... 2 File, Info Tab... 2 File, Open Tab... 2 File, New Tab... 3 File, Share Tab... 3 File, Save As Tab... 4 File, Send Tab... 4 File, Print Tab... 5 File, Help Tab... 5 File, Options Tab, General... 6 Home Tab... 6 Insert Tab... 6 Share Tab... 7 Draw Tab... 7 Review Tab... 7 View Tab... 7 The Quick Access Toolbar (QAT)... 8 Customize the Quick Access Toolbar... 8 The Mini Toolbar Key Tips Shortcut Keys Getting Started Create a Notebook Working with Sections and Pages Name a Section Name a Page Create a New Page Insert a Page... 15

4 ii OneNote 2010 Create a Subpage Move a Page Copy 3 Pages Add a Page using a Template Add Notes, Tables, Screen Clips, Date and Time etc Create Notes Create a Table Create a Table on the fly Using the Tab key Create a Table Using the Insert Table Tool Move a Table Row Table Tips Table Tips (cont.) Split a Table Join a Table Table Tab Insert the Date & Time Insert/Remove Space to Add Notes Insert a Screen Clipping Insert a Picture Inserting File Attachments Inserting File Printouts Insert Scanner Printouts, Audio and Video Recordings, Equations and Symbols Format Notes to Make them Easier to Read Clear Formatting Add Tags to Notes Assign a Tag to a Note Remove a Tag Customize or Create a New Tag Move a Tag Up or Down in the List Find Tags Refine a Search for a Tags in a Page, Section, All Notebooks, This week s notes etc Create a To-Do list by Creating a Summary Notes Page Linked Notes in OneNote The Linked Notes Pane Ribbon Create a Linked Note View a Linked Note and go to the Referenced Material Re-Link Notes to Other Content Remove a Link... 35

5 iii End a Linked Notes Session Create a Link to another OneNote Page or Section Create a Link to a Document or Website Outlook Integration Page Create Tasks in OneNote and Outlook Meeting Details Working with Sections Section Groups Move or Copy a Section Delete a Section Recolor a Section Rename a Section Password Protecting Sections Merging Sections Working with Pages Moving or Copying Pages Changing Page Setup (Color, Rule Lines, Paper Size etc.) View Recent Edits Add a Date, Time, Author Stamp to a Note Add Shapes to a Page Add Drawings to a Page Print and Print Preview Notebook Pages Restore Deleted Pages or Sections New in Pages Versions New in Change a Notebooks Properties Search for Notes Delete a Notebook Create a Shared Notebook on the Web Share Permissions Invite Others to Use this Notebook What s New in OneNote Customizable Ribbon with Tabs Sharing Notebooks on the Web Linked Note Taking Notebook Recycle Bin Better Formatting Options Sharing Enhancements... 59

6 iv OneNote 2010 Backoffice View... 59

7 1 OneNote: A Valuable Tool OneNote 2010 allows you to keep all notes (whether handwritten on a tablet or typed), pictures, screen clips, , attachments and drawings in one place and all are searchable. It is great for projects, meeting notes, research, receipts, photo logs, personal notes, recipes, etc. OneNote helps you stay organized, share information with others and find information quickly. You can create several notebooks in OneNote and each can be saved to your computer for your use, or to your network or to the web (SkyDrive) if you want to share the notebook with others. OneNote comes with, and is an integral part of, the Office 2010 suite of products. You can link information from Word, Excel etc. with OneNote, send or print information from Office programs to OneNote, or attach files to OneNote. Internet Explorer also lets you select and right click on an item to send it to OneNote. In this book, you will learn how to create notebooks, navigate the application, and create: sections, tabs, pages, tables and much more. Learn how OneNote can help you organize everything in your life whether professional or personal. Understanding Notebook Features and Organization In the example below, you see many notebooks can be created to handle your needs (Business, Personal, Receipts, etc.). Some notebooks can be shared while others can be for you alone. Notebooks can be subdivided into section groups (i.e. the Hardware and Software section groups under the Important Computer Information notebook). Within a section group or notebook, you can create individual sections (i.e. the DOP section in the Business notebook). Finally within each section you can create pages and subpages (see the page examples on the right side of the example). All these organization tools make it easy to organize information in a notebook. In addition, tables and outline tabs makes it easy to organize information on a page. Now that we understand the organization tools, let s learn how to navigate in OneNote and then create our first notebook with section groups, sections, pages, subpages, tables and outlines. File Menu Ribbon Help Quick Access Toolbar Section tabs Ribbon Maximize/Minimize tool Notebook Sections Pages Sub Pages Notebook Section Groups

8 2 OneNote 2010 Navigating in OneNote The OneNote Ribbon The File Tab Backstage View The File tab has commonly used commands like: Save, Save As, Open, Share, New, Print etc. as well as a list of notebooks and OneNote Options. File, Info Tab Here you can access commands that deal with notebooks: Share, Close, Properties. You can also View Sync Status (of Web and Network notebooks) and Open Backups. File, Open Tab Open Notebooks and Push Pin recently closed notebooks for easy access later. Notebooks that have a push pin will not scroll off the screen until you remove the push pin. Push Pin Notebooks Push-pins The Recently Closed Notebooks list allows you to push pin the Recently Closed Notebooks which prevents them from scrolling off the list as other Notebooks are closed. Clicking the push-pin again unpins it.

9 3 File, New Tab Quickly create a personal (My Computer) or shared Notebook (Web or Network). File, Share Tab This tab allows you to change a personal notebook into one shared on a network or the web.

10 4 OneNote 2010 File, Save As Tab Save a notebook as a different version of OneNote or save a page as a Word document, PDF etc. File, Send Tab Send a page to different formats: , as Attachment, as PDF, Word and Blog.

11 5 File, Print Tab Print or Print Preview a section, page group, current page, or selection. File, Help Tab Access a variety of different help from this tab, access options and/or check for updates. Help Help can also be accessed through the blue circle with a question mark in the center. It is located in the top right corner of the tab bar.

12 6 OneNote 2010 File, Options Tab, General Change font style and size as well as User Name and Initials. Home Tab The Home tab has the most frequently used text functions like cut, copy, paste and text formatting. It also includes an Outlook group that allows you to a Page, create Outlook tasks, add meeting details, and a Tags group that allows you to Tag page notes and find Tags. In addition you can add styles to format your text. Insert Tab This insert tab has commands for inserting/removing space on a page, inserting a table, picture, screen clipping, link, file etc. You can also insert Audio and Video recordings, today s date and time, symbols and equations.

13 7 Share Tab This tab has options for ing pages, creating new shared notebooks, sharing existing notebooks, viewing recent edits great for viewing what others have added to a notebook, finding notes by author, viewing page versions and viewing and restoring items that are in the current notebooks recycle bin. Draw Tab The Draw tab has a variety of drawing and erasing drawing tools. Here you can work with shapes: insert, arrange, and rotate shapes. You can also convert Ink to text or math. Review Tab The Review tab has spell check, research, translate, change language and create linked notes tools. View Tab This tab allows you to select between Normal, Full Page and Dock to Desktop views. Allows you to change page color and display or hide lines or grids, Hide (delete) a page title, change the paper size and margins, zoom, create a new window or new docked window, add a side note, or keep OneNote always on top of other windows.

14 8 OneNote 2010 The Quick Access Toolbar (QAT) The Quick Access toolbar is always visible and therefore an excellent toolbar for your most used commands. While the Ribbon changes according to the selected tab, the Quick Access toolbar stays the same. Customize the Quick Access Toolbar The Quick Access toolbar can be easily customized. Right click on a tool and select Add to Quick Access Toolbar or right click on a tool and select Customize Quick Access toolbar to see all customization options. Add the Format Painter tool to the Quick Access toolbar. Quick Access Toolbar Format Painter Tool Right click on desired tool to add to quick access toolbar. 1. Select the Home tab. 2. Right click the Format Painter tool. 3. Select Add to Quick Access Toolbar. The tool is added to the end of the toolbar. Remove the Format Painter tool from the Quick Access toolbar. 1. Right click the Format Painter tool on the Quick Access toolbar and select Remove from Quick Access Toolbar.

15 9 Add Print Preview and Print tools using the drop-down at the end of the Quick Access Toolbar. 1. Click the Quick Access toolbar drop-down and select Print Preview. 2. Repeat this to add Print.

16 10 OneNote 2010 Select Customize Quick Access Toolbar (QAT) to move tools or select commands not shown on the Ribbon. 1. Right click the QAT and select Customize Quick Access Toolbar 2. The following dialog box appears. The commands on the left are the ones that can be added to the toolbar and the commands on the right are the ones that are already on the toolbar. Change from Popular Commands to All Commands to see all commands available. Use arrows to move commands up or down. 3. Add the Page tool, double click Page in the left column or click on it once and then click Add. Move Page above Print Preview clicking the Up Arrow on the right side of the dialog box. 4. Add Copy part of the screen into OneNote as an image. Notice that Copy part of the screen into OneNote as an image is not on the list of Popular Commands. 5. Click the down-arrow next to Popular Commands and select All Commands.

17 11 6. Scroll down the list of commands and double click Copy part of the screen into OneNote as an image. Add 2 separators to the QAT. Add one after the Full Page View tool and one after the Print tool. A Separator is a small vertical line added to the QAT to visually group commands. 1. Add a separator after Print by double clicking Separator at the top of any of the command lists. Move the separator above Print using the Up arrow. Click OK. Tip: To add a command below another command already on the Quick Access toolbar, click on the tool below which you want the new tool to appear and then double click on the tool you wish to add. For example, to add a Separator after Full Page View, click on Full Page View on the right side and then double click Separator on the left side. 2. Now add another separator after Full Page View. Click on Full Page View and then double click the Separator at the top of the left column of commands The Quick Access toolbar should look like this (notice the Separators):

18 12 OneNote 2010 The Mini Toolbar The Mini toolbar allows you to quickly format selected text by appearing right next to the text as shown below. When you select text the Mini Toolbar will appear faintly. As you move your mouse closer to the toolbar it gets more pronounced. Use the Mini Toolbar to Bold the words David P. Norman 1. Type David P. Norman - Delivery Services Div. Program Manager. 2. Select the words David P. Norman and watch the Mini Toolbar appear. Bold the selected words by clicking the B tool. Key Tips 1. Press ALT to make the Key Tips appear. 2. Then press H to select the Home tab. 3. Press 1 to select the Bold button in the Font group. Shortcut Keys Function Today's Date Time Date & Time Dock OneNote to Take Linked Notes Delete Task in OneNote and Outlook Calculate (i.e. i.e. 18 * $29,000 = $522,000.00) New small window Toggle Full Screen View Keystroke Alt + Shift + D Alt + Shift + T Alt + Shift + F Ctrl + Alt + D Ctrl + Shift + O Equation = spacebar Windows + N F11

19 13 Getting Started Create a Notebook Think carefully about what you want your notebooks to contain. You should be very specific. Even though we are creating a notebook called Projects, you may want to create a notebook for each project. Create a notebook on your computer called Projects. 1. Select File, New. 2. Select My Computer. Select Web to access from any computer or browser. You will need a Windows Live ID such as a Hotmail account, to save to the Microsoft Skydrive. 3. Name the notebook Projects. 4. Browse to a different save Location if desired. 5. Click Create Notebook. Notice the new Projects notebook is created with a New Section 1.

20 14 OneNote 2010 Working with Sections and Pages OneNote automatically creates a Personal notebook for you with a General and an Unfiled Notes tab. This notebook contains an overview of OneNote and list of new features in OneNote Name a Section Rename the New Section 1 section 1. Right click New Section 1 in the Projects notebook and select Rename. You can either right click on the New Section 1 tab at the top of the notebook or the New Section one label on the left of the notebook. See example below. Tip! You can also double click the New Section 1 tab to rename it. 2. Type [a project name (i.e. DOP Class Scheduling)]. Press Enter. 3. Notice your cursor is now at the top of a new Untitled page. Name a Page Name the Untitled Page Classroom 1 1. Type Classroom 1 to give the Untitled page a name. Create a New Page Create a new Page using the New Page tool and name the page Classroom 2 1. Click New Page to create another page. 2. Type Classroom 2 to give the new Untitled page a name.

21 15 Create a new Page using the New Page icon just to the left of the Pages navigation pane 1. Position your mouse close to the bottom left side of the Classroom 2 page. When a page icon appears, click it to create a new page under the Classroom 2 page. 2. Type Classroom 3 to give the new Untitled page a name. Insert a Page Insert a page between the Classroom 1 and Classroom 2 pages 1. Position your mouse close to the bottom left side of the Classroom 1 page. When a page icon appears, click it to create a new page under the Classroom 1 page. 2. Type Scheduling Considerations to give the Untitled page a name. Drag to the right to create a subpage. Create a Subpage Make Scheduling Considerations a subpage of Classroom 1 1. Drag Scheduling Considerations a bit to the right to create a subpage as shown in step 2 above. Create 2 second-level subpages: Colleen and Amy 1. Insert another subpage under Scheduling Considerations and name it Colleen. Drag it to the right to create a subpage of Scheduling Considerations.

22 16 OneNote Create one more subpage and call it Amy. Your pages should look like the example below. Move a Page Move the Amy subpage above the Colleen subpage to arrange the pages in alphabetical order 1. Drag the subpage Amy above the subpage Colleen. Copy 3 Pages Copy the Scheduling Considerations, Amy and Colleen subpages to Classroom Click the Scheduling Considerations page and Shift + Click the Colleen page. If you click one page and Shift + Click another page all pages in between will be selected. If you click one page and Ctrl + Click another page, only the pages you Ctrl + Click on will be selected. So if you want to skip pages, uses Ctrl + Click. 2. Hold the Ctrl key down while dragging these subpages under Classroom 2. Don t let go of the Ctrl key until AFTER you let go of the mouse or else you will move the pages instead of copying them.

23 17 Add a Page using a Template Create a new page below the Classroom 3 page using the Formal Meeting Notes template under the Business templates group 1. Select the New Page drop-down arrow. Be careful not to click on New Page or you will get a default new page instead of a Business template. If you accidentally get a new default page, right click the new page and select Delete. 2. Select the Page Templates and then select Business. 3. Select Formal Meeting Notes. Notice how a completely formatted page appears with headings and bulleted items. 4. Close the templates pane by clicking the x in the top right corner of the pane. Click the x to close templates pane

24 18 OneNote 2010 Add Notes, Tables, Screen Clips, Date and Time etc. Let s add some content to our Classroom 1 page under DOP Class Scheduling. First we will add notes, then insert a table and a screen clip. Create Notes Type some comments regarding the use and setup of the classroom on the Classroom 1 page. 1. Click near the top of the Classroom 1 page. You will notice a text box is created. 2. Type the following (press spacebar NOT tab after the colons : ). Press Enter and Tab after Resources: to indent the next line. Tab indents in ½ and Shift Tab brings text back ½.

25 19 Create a Table Create a Table on the fly Using the Tab key Now let s enter the same data in a table. 1. Type Classroom Attributes and press Enter twice. 2. Type Primary use: and press Tab. Notice the table is automatically created for you! 3. Type DOP training. Press Enter to add a new row. 4. Finish entering data in the table as shown below: Important! Tab and Shift + Tab will move you forward or backward one cell at a time respectively. Create a Table Using the Insert Table Tool The Insert Table tool is another way to create a table.

26 20 OneNote 2010 Move a Table Row To move a table row, drag the row handle. Move the Capacity row above the Primary Use row. 1. Click in the Capacity row. 2. Hover the mouse over the row handle until it looks like a 4-headed arrow. 3. Drag the row handle up until the Capacity row is above the Primary Use row. Table Tips Function Keystroke Example Add a new row to the end of the table Press Enter - cursor must be in bottom right cell at the end of text Add room above a table to type text Press Enter - cursor must be in top left cell at the beginning of text Add a row above the current row Add a row below the current row Press Enter - cursor must be in leftmost cell in row at beginning of text. Row inserts above. Press Ctrl + Enter - click in the row below which you would like a new row. Press Ctrl + Enter.. Move to next cell Tab Move to previous cell Shift + Tab Select a row Click in a row and click the row handle.

27 21 Table Tips (cont.) Function Keystroke Example Select multiple rows Click at the beginning of text in the first cell in the first row you wish to move and drag straight down until all rows are selected. Move a row Click in a row and drag the row handle Drag across the rows you want to split Result Split a table Change table column width Point to column border. When mouse pointer looks like a double-headed arrow, drag left or right to change column width. Select a column Move mouse pointer to top of column until it changes to a heavy black vertical arrow and then click to select column. End a table Press Enter 2 times - cursor must be in bottom right cell at the end of text Delete a blank row Delete twice. Cursor at beginning of row.

28 22 OneNote 2010 Split a Table Create two tables from one. Make the bottom half of the table starting with Resources into a separate table. 1. Select from the left of the word Resources to the right of the word Screen. 2. Select Cut (scissors tool) on the Home tab or press Ctrl + X to cut. 3. Press Enter a couple times and then select Paste on the Home tab or press Ctrl + V to paste. Tip: You can also drag any row handle to separate a table as long as you have all the rows you wish to move selected. Join a Table Join two tables together by cutting one table and pasting right above or below to another table. Join Resources to the top half of the P table. 1. Select from the left of the word Resources to the right of the word Screen. Tip: You can also drag any row handle to join tables as long as you have all the rows you wish to move selected. 2. Select Cut (scissors tool) on the Home tab or press Ctrl + X to cut. 3. Click right below # of tables and then select Paste on the Home tab or press Ctrl + V to paste.

29 23 Table Tab When your cursor is in a table, the Layout, Table Tools context tab appears. Use this tab for the commands displayed below. You can also right click in a table to select table options. Insert the Date & Time Place the cursor where you want the date and time to appear and select Insert, Date & Time. Insert the date and time below the Primary use table. 1. Place the cursor after the word Screen in the bottom right cell of the table. 2. Press Enter twice to end the table. 3. Select Insert, Date & Time.

30 24 OneNote 2010 Insert/Remove Space to Add Notes You may need to insert or remove space between notes on a page. Insert space does just that. Simply select Insert, Insert Space and then drag up or down in the notes area to add or remove space. Insert space between the notes and the table as shown in the example below. 1. Display the Classroom 1 page. 2. Select Insert, Insert Space. 3. Place mouse, which now displays as a blue line with a black arrow, after the word Screen as shown below. 4. Drag down to insert space. Let go of the mouse when enough space is added. Notice the display shows the amount of space being added.

31 25 Insert a Screen Clipping If you only wish to insert a portion of your screen, first go to the window where the shot is to be taken. Then go back to OneNote and select Insert, Screen Clipping. The last screen you displayed is redisplayed (but faded) with crosshairs for you to drag across a selection. The area of the screen you select with the crosshairs is cut and pasted into your OneNote notebook at the insertion point. You can use the Picture Tools tab to edit the new image. For example, to insert a screen clipping of an Outlook Calendar, go to that calendar first. Then return to OneNote and place your cursor where you want the clipping to appear in the notebook. Now you are ready to select Insert, Screen Clipping. You will see the Outlook Calendar screen reappear looking faded and your mouse will appear with crosshairs. At this point you drag across the area of the screen you wish to clip. When you are done dragging, the clip appears in OneNote with a date/time stamp see below. Insert a screen clipping of an Outlook Calendar schedule. 1. Display the Outlook Calendar you wish to capture. 2. Return to OneNote and place your cursor on the Classroom 3 page where you want the clipping to appear in the notebook. 3. Select Insert, Screen Clipping. 4. When the Outlook Calendar screen reappears and look dim, drag across the portion of the screen you wish to clip. When you are done dragging, the clip will appear in OneNote together with a date/time stamp as shown in the screen shot above.

32 26 OneNote 2010 Insert a Picture OneNote allows you to insert pictures into your notebook, but has limited picture editing capability. Insert a picture of a classroom setup on the Classroom 2 page. 1. Select Insert, Picture. Double click the classroom.gif picture in the DOP folder. 2. Move a picture by clicking on it and then dragging the move handle that is displayed in the upper left corner of the picture below. 3. Size a picture by clicking on it and then dragging any of the sizing circles surrounding the picture. 4. Other functions like rotating and arranging a picture can be found on the Draw tab.

33 27 Inserting File Attachments Attaching files can slow down synchronization over a network or to the internet. A file, once attached, is not linked to the source file. Insert a document as an attachment on the Amy page. 1. Position your insertion point where you want the attachment to appear on the Amy page. 2. Select Insert, Attach File. 3. Navigate to a document and double click to insert the file. 4. The attached file appears on the OneNote page. Double click the attachment to open. OneNote will display a message reminding you to only open safe attachments. Either select OK or Cancel. Inserting File Printouts Inserting a Printout creates a printout of a file and inserts all of the pages into OneNote. You can then resize, reposition and/or delete any undesired pages. All text in a printout is searchable. Insert a document printout. 1. Position your insertion point where you want the attachment to appear on the Colleen page. 2. Select Insert, File Printout. 3. Navigate to the document and double click to insert the file printout. If a document is long and you get a message saying all pages were not able to fit on a page, you may want to insert a link or attachment instead. File Printout inserted on page

34 28 OneNote 2010 Insert Scanner Printouts, Audio and Video Recordings, Equations and Symbols The insert tab allows you to insert all of the above. We will not cover all of them, but it is useful to know that they are options. Format Notes to Make them Easier to Read Formatting like bold, italics, font and size are all available on the Home tab. Also on the Home tab are Styles, which are simply a group of formatting characteristics given a name like (Heading 1, Heading 2 etc.). Styles allow you to consistently change the look, size, color, and alignment of text with one click. Add Heading 1 Style to Primary Use and Heading 2 style to Capacity on the Classroom 1 page. 4. Click anywhere in Primary Use and click Heading 1 on the Home tab. 5. Click anywhere in Capacity and click Heading 2 on the Home tab. Clear Formatting Use the Clear Formatting tool on the home tab to clear formatting. Select the formatted text and then click the tool to remove formatting.

35 29 Add Tags to Notes Adding tags to notes is a way to assign a category to a note. You may be familiar with categories from Outlook. Each tag also displays an icon to the left of the tagged text. You can tag text before or after you type the note. Tags can be found on the Home tab. Notice the list of tags below. Tags can be modified and new ones can be created. Multiple tags can be assigned to one note. Assign a Tag to a Note Create a To-Do s subpage under Colleen (as shown below). Type the following to-do s and add the To Do, Important and Question tags as shown below. 1. Click the To Do tag and type Call Jason to set up computers. Press Enter. 2. Click the To Do tag and type Call to confirm Students. Press Enter.

36 30 OneNote Click the To Do tag and type Ask Norman about new classes. 4. Click in the Call to confirm Students text and click the Important tab to add another tag. 5. Click in the Ask Norman about new classes text and click the Question tab to add another tag. Remove a Tag Right click on a tag and select remove tag. Customize or Create a New Tag Right click on a tag and select Customize Tags. At that point you can choose to create a new tag or modify an existing one. See the Modify Tag box below. This box allows you to modify the Tag name, symbol, font color and highlight color. Make the desired changes and click OK. Move a Tag Up or Down in the List The arrows at the right of the Customize Tags dialog box allow you to move tags up or down on the list or use the X to delete a tag.

37 31 Find Tags Right click on a tag to Find Tags or select Home, Find Tags. Notice a Tags Summary screen appears and allow you to view tags by Tag Name. You can also view tags by Section, Title, Date or Note text. Clicking on a tagged note in this screen will immediately take you to the note in the notebook. Refine a Search for a Tags in a Page, Section, All Notebooks, This week s notes etc. Create a To-Do list by Creating a Summary Notes Page When the tags appear in the Tags Summary Page, select Create Summary Page on the Tags Summary pane to create page with a list of all tags. You can also select Show only unchecked boxes to see only items that have not yet been completed. Always Refresh Results when you make changes to the search.

38 32 OneNote 2010 Linked Notes in OneNote 2010 When working in Word, PowerPoint, Internet Explorer, or even a different OneNote page you can take linked notes in in a docked OneNote window. With the OneNote window docked, you will see OneNote and the other application side-by-side. This makes it very easy to take notes. Linked notes are created automatically and they allow you to jump directly from the linked note to the referenced material in the linked application. Links will even open the other application if necessary. To dock OneNote to the right side of your screen you can click the Dock to Desktop tool on the quick access toolbar, press Ctrl + Alt + D or select Review, Linked notes on the ribbon. To stop taking linked notes, click the Dock to Desktop tool again. The Linked Notes Pane Ribbon When OneNote is docked the ribbon displays only 4 tabs with different tools than are displayed when OneNote is not docked. File: is identical to when OneNote is not docked. Home: has text formatting options and some options from the Insert tab: Screen clips, Video and Audio. Draw: has Select and Type, Drawing and Eraser tools and Insert Space and Delete tools. View: allows you to select Normal or Dock to Desktop as well as changing the zoom, Page Color, Rule Lines and Hide Page Title. Pages: allows you to navigate pages, search, create a new page, delete a page or move a page.

39 33 Create a Linked Note Create a linked note 1. Open Word and OneNote. 2. Either navigate to the page in OneNote where you want to take notes and select the Dock to Desktop tool on the QAT (Ctrl + Alt + D); or 3. Select Review, Linked Notes. Select a page for notes and click OK. If you select Review, Linked notes the Select Location in OneNote dialog box appears so you can select where you would like the link placed. Select from the Recent Pick list or select a notebook, then a section and finally a page from the All Notebooks section. You can also search for a location using the Pick a section or page in which to put the item textbox. Search for a page to place notes Pick a recent pick to place notes Drill down to a notebook, section and page to place notes 4. Open a document in Word and select a paragraph to reference. 5. Click a OneNote page and start your notes. As you begin to type your note the message box on the left appears to let you know that Linked Note Taking is active. In addition the Word icon appears to the left of the note text. This icon will allow you to click on it to open Word and then display the linked text in the document. Right clicking the icon will display a full menu of Linked Note options. 6. Save and close the Word document.

40 34 OneNote 2010 View a Linked Note and go to the Referenced Material Notice how OneNote displays a snippet of text or a slide as you hover over the linked icon. This enables you to get a preview of the reference before going to it. View a linked note and click on the icon to go to the referenced material 1. Hover over your OneNote notes to see the icon link and then click the Word icon. The document opens and the referenced paragraph is now highlighted. Re-Link Notes to Other Content As you see in the sample above (under View a Linked Note), you may want to change the material referenced in the notes. In this sample, the referenced material was changed from referencing a Word paragraph to referencing a PowerPoint slide. Change the material being referenced by a linked note by first selecting the new reference and then right clicking the linked notes icon and selecting Re-Link to Other Content. Re-Link the notes you just linked to a Word Paragraph, to a PowerPoint slide. 1. Open PowerPoint, open a Presentation and select a slide. 2. Right click the Word icon in OneNote and select Re-Link to Other Content. 3. A message will appear saying the note was successfully re-linked. Click OK.

41 35 Remove a Link Remove the link you just created. 1. Right click the PowerPoint icon and select Remove Link. End a Linked Notes Session When you are done taking Linked Notes, end the session by either clicking the Dock to Desktop tool or selecting View, Normal View, or if you want to stay in Docked mode, select the Linked Notes icon in the top left corner of the OneNote screen and select Stop Taking Linked Notes. 1. Click the Dock to Desktop tool (Ctrl + Alt + D); or 2. Select the View tab and select Normal View; or to stay in Docked View 3. Select the Linked Notes icon in the top left corner of the OneNote screen and select Stop Taking Linked Notes. Tip: Notice that is is also where you can Delete Links on This Page.

42 36 OneNote 2010 Create a Link to another OneNote Page or Section There are 3 ways to create a link to another OneNote page or section. Right click the Section tab or the Page Name and select Copy Link to Section or Copy Link to Page and then paste the link where desired. Type the name of the referenced page in OneNote with two square brackets on either side of the text (i.e. [[Classroom 2]] to reference the Classroom 2 page. Select Insert, Link and navigate to the desired page. Reference the Classroom 3 page from the Classroom 2 page by right clicking the Classroom 3 page, selecting Copy Link to Page and pasting the link on the Classroom 2 page. 1. Right click the Classroom 3 page. 2. Select the Copy Link to Page. 3. Go to Classroom 2page and paste below the picture of the classroom. Reference the Classroom 2 page from the Classroom 1 page by typing [[Classroom 2]] on the Classroom 1 page. 1. Place your cursor at the bottom of the Classroom 1page and type [[Classroom 2]]. Notice the text immediately changes to a Hyperlink as soon as the second right square bracket is typed. [[Classroom 2]] changes to Reference the Meeting Title page from the Classroom 1 page by selecting Insert, Link on the ribbon. 1. Select the Classroom 1page and select Insert, Link. 2. Click Meeting Title in the Link dialog box.

43 37 3. Type new display text if desired in the Text to display box. Click OK. Type new display text if desired. Browse the Web and Browse for File tools Search for a page to place notes You may have to drill down to display this page by clicking on the + next to Projects and then the + next to DOP Class Scheduling. Create a Link to a Document or Website 1. Select Insert, Link. 2. Type text to display. 3. Select an item to link using the tools to the right of the Address box. a. Insert a file: select the Browse for File tool, navigate to the file. Double click the item to select it and click OK. b. Insert a web address: select the Browse for Web tool, navigate to the website, drag across the web address and press Ctrl + C to copy the address. Click back in the Address box in the Link dialog box and press Ctrl + V to paste the address. Click OK.

44 38 OneNote 2010 Outlook Integration Page On the Home tab you have an Page tool. Just navigate to the page you want to send and select the Page tool. The OneNote page will be embedded in the Outlook message and the title of the page will become the subject of the message. You can also a page as an attachment or as a PDF attachment by selecting File, Send. Send a OneNote page in an message. 1. Navigate to the page you wish to send. 2. Select the Page tool. The OneNote page will be embedded in the Outlook message. Create Tasks in OneNote and Outlook You can insert a new task on your OneNote page, with a time stamp (i.e. Today, Tomorrow, Next Week, No Date, Custom, etc.) and it will be placed in your Outlook tasks at the same time. When you open the task in Outlook, you can double click the link in the body of the message to take you back to OneNote. Create the following tasks in OneNote: 1. Place your cursor on the Scheduling Consideration page under Classroom Select Home, Outlook Tasks, Today. Type Schedule DOP Classes. 3. Select Home, Outlook Tasks, Tomorrow. Type Resolve scheduling conflicts. 4. Select Home, Outlook Tasks, Next Week. Type Add classes from other departments. Here is how the tasks appear in Outlook:

45 39 5. When a task is marked complete in Outlook, this is how it looks in OneNote. Mark a task complete in Outlook, then view it in OneNote. 6. Now click a flag in OneNote to mark a task complete and then view it in Outlook. 7. Press Ctrl + Shift + O to delete a task from OneNote and Outlook. Tip: Inserting a Custom task will display the full new task screen if you need to add detail to a task. Meeting Details You can easily insert meeting details from your Outlook calendar into OneNote. Then additional space is added for you to add more notes in OneNote if desired. Create meeting details. 1. Place the insertion point below the task list. 2. Select Home, Meeting Details and then select one of your daily meetings. If you don t see the meeting you want on the list, select Choose a Meeting from another day and navigate to the desired day/meeting. Once you select a meeting, select Insert Details. Use arrow keys to move to different days. Use calendar icon to move to different days. Select a meeting and then select Insert Details.

46 40 OneNote 2010 This is the look of the meeting message in OneNote. Working with Sections Section Groups Section Groups give you one more level of organization should you need it. For example, we have a variety of Office Suite program sections in our Technical Issues notebook. If we want to add other Microsoft Programs like Visio that are not in the suite, we may want to organize these into section groups. Create a new Technical Issues notebook and create a section group called Microsoft Office Suite. 1. Right click the navigation pane in OneNote and select New Notebook. Create the Technical Issues notebook. 2. Right click the Technical Issues notebook and select New Section Group. Name the new group Microsoft Office Suite. 3. Type Microsoft Office Suite. Press Enter. Move or Copy a Section You can move a section within a notebook or to a different notebook by dragging it to the new location. You can copy a section by holding the Ctrl key down as you drag the section to the new location. Make sure you let go of the mouse before you let go of the Ctrl key if you want to copy the section. You can also use the Move or Copy Section dialog box by right clicking a section and selecting Move or Copy. 1. Create the following sections and move them under the Microsoft Office Suite section group.

47 41 Delete a Section Deleted sections are stored in the notebooks recycle bin for 60 days. Delete the Access section. 1. Right click the access section and select Delete. You will be asked to confirm the deletion. Recolor a Section If you want to select a different color for a section, simply right click the section and select a different color from the color palette. Rename a Section Double click on a section name and type a new name. Password Protecting Sections Right click a section and select Password Protect this Section Set a password and select Lock All to actually lock the password protected sections when desired. Be careful not to forget your password! Merging Sections Merging sections will move all the pages from one section to another section either in the same notebook or into another notebook. You can then choose to keep the empty section or delete it. Right click on the section you wish to merge and then select the section with which you wish to merge.

48 42 OneNote 2010 Working with Pages Moving or Copying Pages You can move or copy pages between sections and notebooks. Drag a page to a notebook and hold the mouse button down until the new section opens. Drag the page to the pages pane in the order desired. To copy the page, follow the same instructions, but hold the Ctrl key down while dragging. Below is a sample of dragging the Colleen page to from the DOP section under Projects to the OneNote section under the Microsoft Office Suite group section. To move more than one page at a time, Ctrl click on as may pages as desired and then drag pages to a new location. Changing Page Setup (Color, Rule Lines, Paper Size etc.) The View tab allows you to change a page s setup and view. Under View there is a Page Setup group that allows you to change a Page Color, Rule Lines, Hide (delete) the Page Title, and Paper Size. Change the color of the page and add lines. 1. Select any page and change the color to Lemon. Select View, Page Color, Lemon. 2. Display lines on the same page to Standard Ruled. Select View, Rule Lines, Standard Ruled.

49 43 3. Here is the new look with a yellow background and Standard Ruled lines. 4. Toggle between Full Page and Normal View by pressing F11. View Recent Edits You can view page edits within a date range selecting Share, Recent Edits and then selecting the time range you wish to view or you can view edits by author by selecting Share Find by Author. View the last 7 days of edits on the Classroom 1 page. 1. Select Share, Recent Edits, Last 7 Days Notice the edits are highlighted in yellow and displayed on the right task pane sorted by date.

50 44 OneNote Change the sort to by Author on the Search Results pane by using the sort by drop-down. 3. Clicking on any of the listed edits will immediately link you to that edit in the notebook. View edits by Author. 1. Select Share, Find by Author. Notice the edits are highlighted and displayed on the right Search Results pane sorted by author. Click on the arrow to the left of an author s name to expand or collapse the view of edits made by an author. Click on an edit to move to that part of the notebook.

51 45 Add a Date, Time, Author Stamp to a Note Right click on a note to add an author, date, time stamp to the note. Add Shapes to a Page The draw tab allows you to add shapes and drawings to a page. There are many pens and highlighter colors and thicknesses to from which to choose in addition to many shapes. Add a frame to the Classroom 2 drawing. First select the color and thickness, then select the shape. Frame Shape Frame Color & Thickness 1. Click the Color and Thickness tool and select the color and thickness desired. Click OK.

52 46 OneNote Select the rectangle shape. As you move your mouse in pointer into the OneNote page, it will change shape to crosshairs. Drag a rectangle around your picture and release the mouse. 3. When you release, the frame look like an outline with sizing handles. This shows you the frame is selected and can be sized, using the sizing circles, or moved simply by dragging anywhere on the picture. When you click off the rectangle, it will become solid yellow again. Add Drawings to a Page Drawings are useful to highlight or draw attention to text or pictures on a page. As you can see from the picture below, not only are there many pens and highlighters to choose from, but you can create your personal selection of Color and Thickness at the bottom of the pen gallery. You can also choose, under pen options, whether you want to create both drawings and handwriting with the pens or just one or the other or just use a pen as a pointer.

53 47 Use a pen to enhance your classroom picture as shown below. 1. Click the desired pen. Draw a picture like the one below. Select the Select & Type tool or press Esc on the keyboard to stop drawing. Use the Eraser to remove the drawing. 1. Select Draw, Eraser, Stroke Eraser to remove the drawing one line at a time, or use the Lasso Select tool to the right of the eraser tool to select the entire drawing an press Delete on the keyboard. Print and Print Preview Notebook Pages You can print a selection, one page, selected pages in a section, or an entire section. To choose what you would like to print, select File, Print, Print to view the Print dialog box.

54 48 OneNote 2010 You can also chose to Preview pages before printing by selecting File, Print, Print Preview. This gives you more printing options in addition to a preview of what you will be printing. Here you can select a print range, a paper size, whether to scale the page, print it portrait or landscape, whether to add a footer with the section name and/or page number and whether to start page numbering with page 1. Restore Deleted Pages or Sections New in 2010 You can restore sections or pages that you or others deleted (within 60 days) by going to the recycle bin of the active notebook and selecting Share, Notebook Recycle Bin, Notebook Recycle Bin. Then right click and move the section or page out of the bin or drag the section or page to the navigation pane. Select another section on the navigation pane to exit the Recycle bin. Pages Versions New in 2010 You can view old versions of a page by selecting Share, Page Versions. You can then restore the old version by right clicking and saying restore. It will replace the current version.

55 49 Change a Notebooks Properties You can change the display name of a notebook, the color, the version and the location under Settings, Properties. Change the color of Technical Issues to red. 1. Select File, Info and then select Settings, Properties for the Technical Issues notebook. 2. The Notebook Properties dialog box appears. Change the color to red by clicking the arrow to the right of the color drop-down. Notice you can also change the display name, the location and the version here.

56 50 OneNote 2010 Search for Notes The most valuable feature of OneNote is that everything you place in OneNote, even screenshots and handwritten notes, is searchable. To perform a search, type the text you wish to find in the search box at the top right of the OneNote screen just above pages. Notice below that the box says Search All Notebooks. If you wish to refine the search, click the down arrow next to the search box and select the scope of the search. At the bottom of the list you can set a default scope. Search for the word Scheduling. 1. Start to type Scheduling in the Search box. Click on one of the results to go to that note. Notice it starts to search immediately. Ctrl + F searches a page. Ctrl + E searches everywhere Here are 2 more places you can change the scope of the search

57 51 Tip: An issue with OneNote's search is that the list of results disappears when you click back in OneNote text. This means that you will have to repeat the search if you want to go to a different search result. To keep the search results on your screen you can view the Search Results Pane by clicking on the link at the bottom of the search results display or by pressing Alt + O. This docks the search results to the right side of your OneNote screen. You can easily change the scope of the search with the 2 dropdowns at the top of the screen and select any of the searches listed below. You can also drag the results pane anywhere you want by dragging its title bar where is says Search results. This will cause the pane to float. To dock the pane: double click the title bar. Text found is highlighted. Title bar- drag to float Modify scope of search: by area by date Search results

58 52 OneNote 2010 Floating Search Results pane: Title bar- drag to float or double click to dock to right side of window. Delete a Notebook Delete the Projects notebook. 1. Close the Projects notebook by right clicking the notebook and selecting Close this Notebook. 2. Open Windows Explorer. 3. Navigate to C:\Libraries\Documents\OneNote Notebooks or wherever your notebooks are stored. Imp! Notice if you select File, Info you can see where your notebooks are stored. 4. Select the Projects notebook and press Delete.

59 53 Create a Shared Notebook on the Web You can share a OneNote notebook on the Web as long as you have a Windows Live account (Hotmail or MSN). Even if the people you are sharing with, don t have a full version of OneNote on their laptops, they will be able to see and/or edit your notebook using the OneNote web application. Create a new Web notebook called Technical Issues that you will be able to share with others. 1. Select File:New. 2. Select Web. 3. Name the notebook Technical Issues. 4. Select Shared under Shared Folders as the Web Location. 5. Click Create Notebook. 6. When the Notebook is created, a message appears asking if you would like to someone about this notebook.

60 54 OneNote Shared Notebooks display a synchronize icon to the right of the notebook name. When it is synchronizing it will look like it is turning. When it is fully synchronized it displays a green check mark. When it needs to syncronize it is red. Click on the icon to see the syncronization status and to select Synchronize Now if desired. 8. Add the following sections: OneNote, Outlook, Word Excel and PowerPoint. An easy way to create a new section is to click on the New Section tab at the right of the section tabs. 9. View the notebook online by signing on to your Windows Live account (Hotmail or msn). Select Office, Your documents. 10. You will see at least 2 folders Personal and Shared. Double click the Shared folder to see your notebook. 11. Double click Technical Issues to open the notebook in the OneNote Web App.

61 Now add another section in the Web App called Access by right clicking in the section Navigation Pane on the left side of your screen and selecting New Section. Type Access in the Enter a section name box. Notice how this new section synchronizes with the view on your desktop. It may take a few seconds. 13. This view shows the Web App on the left and the desktop application on the right. Notice the synchronization icon is green and the new folder is displayed in both places. New sections can only be added by others if you give them editing rights. You can select viewing rights only if you prefer.

62 56 OneNote 2010 Share Permissions Share permissions can be changed by you on the web or in OneNote. Notice when you are seeing the notebook on line you are given the opportunity to select Share:Edit permissions. Change sharing permissions on the Web. 1. On the web, select Share:Edit permissions or More, Share:Edit permissions. 2. When the following screen appears, you can choose: the level of share (i.e. Some friends), the people with whom you want to share and whether you will allow only viewing or editing as well. 3. Once you have added people to share the notebook, you can them to inform them of the share.

63 57 4. The looks like this when it is received. 5. The recipient would just select View Folder to see the contents of the notebook. Important! You can set the default permissions for the folder as well as individual permissions for each user as shown below.

64 58 OneNote 2010 Invite Others to Use this Notebook You can invite more people to use this notebook by: 1. Select File:Info and then select Invite people to this notebook. 2. This brings you to the Share notebook view. Select Others About the Notebook. An with a link to the notebook will be sent to the people you select.

65 59 What s New in OneNote 2010 Customizable Ribbon with Tabs Tabs and the Ribbon, introduced in OneNote 2010, have replaced menus and toolbars. When you click on a tab, which looks like a menu, the toolbar changes to reflect commands related to the tab. These changing toolbars are called the Ribbon. Commands on a tab are divided into groups, with the group name appearing below the group. Sharing Notebooks on the Web You can now share notebooks on the Windows Live SkyDrive and Microsoft Office SharePoint sites. You can also edit notebooks simultaneously. Microsoft also has a OneNote web app so you can access notebooks stored on the SkyDrive or SharePoint site in your web browser. Linked Note Taking You can automatically have linked notes created when you dock OneNote and start taking notes in OneNote based on a document in Word, a presentation in PowerPoint or a web site. Notebook Recycle Bin Retrieve deleted notebooks from the recycle bin. Each notebook now has its own recycle bin where sections and pages are stored for 60 days prior to being deleted. This can be very useful when sharing a notebook with others because someone may want to retrieve a section that another person deleted. Better Formatting Options Quick styles have been added as have increased formatting options for numbered and bulleted lists. Sharing Enhancements New content is highlighted automatically and versioning allows you to view who made notebook modifications and when they made them. Backoffice View The File tab, which replaced the File/Office menu is also called Backoffice View and it has commands that deal with an entire folder like Open, New, Share, Save As, Send, Print, Help, etc. File Tab Group Name Notebook Name