Go paperless with OneNote 2016

Transcription

1 Go paperless with OneNote 2016 Published September 2015 OneNote makes your paper notebooks, index cards, and sticky notes obsolete, taming the paper jungle and raising your note taking to a whole new level. Microsoft OneNote 2016 makes taking notes a paperless activity, helping you become more organized, more productive, and more persuasive with your ideas than ever before. OneNote 2016 is the perfect solution for creating, organizing, searching, and sharing notes online. It stores your notebooks in the cloud, so you can access your work from anywhere and share it with your colleagues any time. Topics in this guide include: Benefits of using OneNote Creating a notebook, sections, and pages Capturing your information Using OneNote addins Organizing your notebooks Searching your notes Sharing notebooks OneNote on the go For more information

2 Page 2 Go paperless with OneNote 2016 Benefits of using OneNote Creative, paperless communication Using a touchscreen or keyboard, you can hand write or type detailed notes, jot down reminders, and draw sketches to communicate your ideas. You can also capture digital content that you never could on paper like musical recordings, screen captures, whiteboards, and screen clippings. By combining OneNote with the rest of the Microsoft Office suite, you can open up a whole host of features, including the ability to embed a Microsoft Excel spreadsheet or a Microsoft Visio diagram in your notes. Instantly saved content Everything you add to a OneNote notebook is immediately saved. Organizational changes, such as a moved page or section, are also saved, so you never have to worry about losing time or data. Shareable data that enhances collaboration With OneNote, you and your teammates can work on shared notebooks simultaneously, without ever losing each other's changes or overwriting one another's suggestions. Easy access on almost any device Access your work from your computer, tablet, or smart phone. Just download the OneNote app from the Windows Store, or go to OneNote.com to use OneNote on the web. The mobile version of OneNote is ideal for touch-first devices like the Microsoft Surface Pro 3, whereas the OneNote desktop program is designed to work with your computer. Creating a notebook, sections, and pages By creating a notebook in the cloud, you can access it from other devices no matter where you are, and easily share your notes with others. Your notebook is backed up automatically, so you never have to worry about losing data if your device is lost or stolen. Use the following table to determine where to create a notebook. Create your notebook here Microsoft OneDrive Microsoft OneDrive for Business Microsoft SharePoint Online When you want to store this type of information Personal information you want to share with trusted individuals or access from anywhere, on any enabled device Business information you want to share for a short-term project, or with a small, informal, or virtual team Business information you want to share with a formal team that has an existing SharePoint Online site Example A shared grocery list or family vacation plan A marketing campaign for a product launch that includes vendor writers and editors Training materials for employees or new feature development, including brainstorming, specifications, and schedules

3 Page 3 Go paperless with OneNote 2016 Creating a notebook in the cloud From the OneNote desktop program 1. Select File > New. 2. In the New Notebook pane, select the OneDrive for Business, OneDrive personal, or SharePoint Online site where you want to create your notebook. The Create New Notebook dialog box appears. This example shows a SharePoint Online site. If needed, browse to the subsite or folder you want. 3. Give your notebook a name and select Create. From OneDrive, OneDrive for Business, or SharePoint Online 1. Select + New > OneNote notebook. 2. In the OneNote notebook box, type a name. After you have created your notebook, you are ready to create sections and pages. Moving a notebook to the cloud To make it easier to access your information on other devices or share it with others, you might want to move a notebook to the cloud or from one location in the cloud to another. 1. To move your notebook, right-click its title, and then select Properties. 2. Select the Change Location button. 3. Select a cloud location for your notebook.

4 Page 4 Go paperless with OneNote 2016 Note: Moving a notebook from your local hard drive creates a copy of the notebook in the new location. It does not delete the original notebook. If you have shared your original notebook, it is important that you tell your team to close the notebook and reopen it with the new link. You might then want to delete the original notebook. Creating sections When you create a notebook, it contains one section called New Section 1. You can rename this section, and add and rename other sections, to fit your projects. Select the down arrow to see more sections. Select the plus sign (+) to create a new section. Creating pages New sections contain one untitled page. OneNote automatically inserts the date and time the page was created. You can add and rename pages as you see fit. Select Add Page to add a new page. Capturing your information With OneNote, you can capture information by typing your notes on a page, or by using one of several creative new options. Typing notes on a page When you are ready to start taking notes, tap or click to place the cursor anywhere below or to the right of the page title, then start typing. Notice how OneNote creates a note container for the text you type. Note containers are visible only when you type or format text in them, or when you hover over them. After you finish typing your text, you can move the container anywhere on the page by dragging it. And when you want to add a note somewhere else, just tap or click, and start typing. You can format the text in the note container in much the same way as you do in other Office programs. Tip: If you prefer to write notes instead of typing them, or if you want to create a sketch, select the Draw tab.

5 Page 5 Go paperless with OneNote 2016 Using the Send to OneNote tool The Send to OneNote tool is installed automatically and runs whenever you start your computer. It allows you to take screen clippings, copy information from a webpage to OneNote, and create Quick Notes. Tip: You can send a note even when OneNote is not running, by pressing the Windows logo key ( Using Quick Notes ) +N. 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. Tip: To keep the reminders and important information in Quick Notes visible at all times, you can pin the Quick Note. To pin a Quick Note, select the View tab, and then select Always on Top. Using OneNote add-ins OneNote features several add-in programs that you can use to share team notebooks, capture information from whiteboards, and print documents while viewing, searching, and formatting your OneNote content. Office Lens Office Lens turns your smartphone into a tool for capturing content on a whiteboard or printed document. Office Lens works with your phone's camera to take images, including pictures of business cards, whiteboards, and documents. You can then save the images directly to OneNote and your camera roll. You can also save images to OneDrive as Microsoft Word documents, PDFs, or Microsoft PowerPoint presentations. After images are inserted into OneNote, you can use optical character recognition (OCR) to turn the printed text in images into text that you can copy, paste, and edit. To learn more, go to A1F A440. To install Office Lens on your smartphone, see your phone s app store.

6 Page 6 Go paperless with OneNote 2016 Using Office Lens Office Lens turns your smartphone into a tool for capturing content on a whiteboard or printed document. To capture content on a whiteboard or printout: 1. Start Office Lens on your phone, then select Whiteboard mode. 2. Frame the whiteboard or printout so that the relevant information is visible, and take a picture. 3. Select the save options you want, and then tap the Save button. Note: You might be asked to sign in to OneDrive. Office Lens only works with personal accounts, not organizational accounts. Onetastic Onetastic is a third-party add-in for OneNote that lets you view content in a calendar, create custom styles for your content, and create or download macros. Onetastic adds three groups to the Home tab: Tools, Onetastic, and Macros, as shown here. You can download the Onetastic add-in from Organizing your notebooks After you have created sections and pages, you might want to organize these elements by re-ordering, combining, or deleting them in your notebook. You can also download the Onetastic add-in for OneNote to view OneNote items in a calendar view. Use the following table to learn how to perform common organizational tasks. To do this Re-order sections, pages, or notebooks. Move a page to a different section. Move a section to a different notebook. Delete a section or page. Do this Drag the section, page, or notebook to a new place within the section bar, page list, or notebook list. Drag the page tab, and let the pointer rest on the destination section until the section opens. Then drag the page to the desired location among the pages of that section. Drag the section tab, and let the pointer rest on the notebook list until the list opens. Then drag the section to the appropriate notebook. Right-click the section or page, and then select Delete. 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.

7 Page 7 Go paperless with OneNote 2016 Tip: You can also move or copy sections and pages by right-clicking the section or page title, and then selecting Move or Copy. Combining multiple sections into a section group You can use section groups to keep related sections together. This is useful if your notebook has more sections than will fit on your screen, or if you want to make it easier to navigate and understand a notebook s structure. 1. Open a notebook that contains at least two sections. 2. Right-click any section tab, and then select New Section Group. 3. Type a name for the section group, and then press Enter. The new section group appears to the right of the section tabs near the top of the page. 4. To add an existing section to the section group, drag the section tab to the section group s icon. 5. To go back up a level, select the green arrow to the right of the notebook name. Section groups Combining multiple subpages into a page group You can create subpages to group related pages into a page group. A subpage looks the same as any other page, but its page tab is indented. The visual difference makes it easier to keep information separate. In the example shown here, there are four subpages under the Project phases page. 1. Select Add Page. A new page is added below all the other pages. 2. Type a page title for the subpage, and then press Enter. 3. Drag the page tab to the right. Note: To demote or promote a subpage after you create it, right-click the page tab, and then select Make Subpage or Promote Subpage.

8 Page 8 Go paperless with OneNote 2016 Tagging notes to categorize and prioritize them You can tag your notes to categorize or prioritize information. For example, if you are writing a review, 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. Built-in tags include To Do, Important, Question, Remember for later, Definition, Highlight, Contact, Address, PhoneNumber, Idea, Website to visit, and Critical. To add a tag: 1. Select the text or other object you want to tag. 2. Select the Home tab and then, in the Tags group, select a tag. For example, to create a to-do list, select To Do. Tip: The first nine tags at the top of the list have shortcut keys, such as Ctrl+1 for To Do, Ctrl+2 for Important, and Ctrl+3 for Question. 3. To customize a tag, select the More button at the list s scroll bar, and then select Customize Tags. Organizing your view To easily switch from one notebook to another, you can pin your notebook list to the side of OneNote. Pinning the notebook pane 1. Select the down arrow to the right of the notebook title. 2. Select the Pin Notebook Pane to Side pushpin. Using Onetastic OneCalendar To view your OneNote content in a calendar format, do the following: 1. On the Home tab in the Tools group, select the Launch OneCalendar button. 2. Select your language. The default is English. 3. A new OneCalendar window opens, showing items from all of the currently open notebooks you have created or modified in the current month.

9 Page 9 Go paperless with OneNote 2016 Searching your notes One of the great things about OneNote is that you can start adding notes to your notebook right away without worrying about its organization. OneNote's powerful search tools make it easy to find information in your notebooks instantly. Searching for text in your notes By default, OneNote searches all of the notes in all of your notebooks. 1. Enter your search keywords in the search box. As you type, OneNote displays the search results in the pop-up window that appears below the search box. 2. Select an item in the results list to go to the page that includes your search keywords. You will see that the keywords are highlighted on the page. Select the X button to close the search results pop-up window. Note: By default, OneNote searches for text in pictures and screen clippings, in addition to note text. To turn these options on or off, select the File tab, select Options and then select Advanced. Under Text recognition in pictures, select or clear the Disable text recognition in pictures check box. Searching for tagged notes 1. Select the Home tab, and then, in the Tags group, select Find Tags. 2. In the Tags Summary pane on the right side of the window, OneNote displays a list of all the tagged notes in the notebook. To go to a tagged note on the appropriate page, select the entry in the list.

10 Page 10 Go paperless with OneNote 2016 Note: By default, OneNote searches for text in pictures and screen clippings, in addition to note text. You can also search audio and video recordings for words. Audio and video are turned off by default. To turn these options on or off, select the File tab, select Options and then select Audio & Video. Select or clear the Enable searching audio and video recordings for words check box. Sharing notebooks If you share a notebook on the cloud, you and your team members can work simultaneously and track each other s changes. If team members are viewing the shared notebook while you are typing, your notes will automatically appear on their screen. Likewise, their notes will appear on your screen. The notes are updated every few minutes, so you can see changes in near real time. You and your team members can even edit the same paragraph of notes on the same page without having note collisions. Sharing an existing notebook in the cloud From the OneNote desktop program 1. Open the notebook you want to share. 2. Select File > Share. You can share the notebook with people or with a meeting. Select Share with People, enter the names or addresses of the people you want to share the notebook with, and then select Share. Select Share with Meeting, then select Share with Meeting again to choose a meeting or start a new Skype for Business meeting. From OneDrive, OneDrive for Business, or SharePoint Online 1. Open the notebook you want to share. 2. Select File, and then select Share. 3. Select Share with People, then enter the names or addresses of the people you want to share the notebook with. 4. Select Share. You can also share a notebook from the cloud without opening the notebook itself. From OneDrive, OneDrive for Business, or SharePoint Online: 1. Navigate to the notebook you want to share. 2. Click the ellipsis ( ) next to the notebook you want to share, and then select Share on the menu that appears. 3. Enter the name or address of each person you want to share with, and then select Share. Note: If your team members do not have access to your SharePoint Online site, they will not be able to see the shared notebook. You cannot share just a section group, section, or page. You need to share the entire notebook. However, you can assign a password to a section to control access to it. Tip: To share the contents of a specific page, on the Home tab, select Page. This lets you a snapshot of the page.

11 Page 11 Go paperless with OneNote 2016 Working collaboratively After you have shared a notebook, you can begin working on it with your team. You can easily see each other s changes, because they appear in bold and the initials of the person who made each change appear next to it. You can also use the History tab for a more comprehensive view of changes. Using the History tab Use the History tab to determine who has made changes and what those changes were. The following table describes the buttons on the History tab. Use this button Next Unread Mark as Read Recent Edits Find by Author Hide Authors Page Versions Notebook Recycle Bin To do this Move to the next unread section in the notebook. If the Next Unread button is not available, there are no unread notes. Mark a section that you have already read (to narrow down unread content). Specify a time period to review recent edits. Search for changes by a specific author. Display or hide author initials. View a previous version of a page (select the page tab for a page to see a list of versions). Restore a deleted page or section from a shared notebook. Taking notes in an online meeting OneNote is fully integrated with Microsoft Outlook and Skype for Business, so you can easily take notes and share them with others. Taking notes in a scheduled Outlook meeting 1. In the Outlook calendar, open the meeting you want to take notes on. 2. On the meeting ribbon, select Meeting Notes. 3. In the Meeting Notes dialog box, do one of the following: To share your meeting notes with other participants, select Share notes with the meeting. To take notes just for yourself, select Take notes on your own. 4. In the Choose Notes to Share with Meeting dialog box, select a section and page for the new notes, and then select OK. Tip: If you want to take notes in a meeting, but you do not need to share them, you can select the Home tab and then select Meeting Details. OneNote creates a page that is linked to your Outlook appointment. That way, you can always keep the meeting details and your notes from the meeting together in one place.

12 Page 12 Go paperless with OneNote 2016 Take notes in a Skype for Business online meeting 1. In Skype for Business, send an instant message, or start an audio or video call. 2. In the meeting window, select the Present button. 3. Do one of the following: To share your meeting notes with other participants, select Shared Notes. To take notes just for yourself, select My Notes. 4. In the Select Location in OneNote dialog box, select a section and page for the new notes page, and then select OK. OneNote creates a page that is linked to your Skype for Business conversation, so you and other participants can contribute notes at the same time. OneNote on the go With OneNote 2016, you are not tied to one place or one device when you need to get your work done. For example, you can create a notebook for meeting notes on a desktop or laptop computer and save it to OneDrive for Business. You can then go outside to work on the notebook on your phone, using your finger or a stylus to take notes, or even using Cortana to take notes on your Windows Phone. You can also share the notebook with a colleague, and the two of you can coauthor the meeting notes you from your phone and your colleague from her tablet. For more information For more great productivity guidance, visit Microsoft IT Showcase OneNote Office Blog Onetastic for OneNote For more information about Microsoft products or services, call the Microsoft Sales Information Center at (800) In Canada, call the Microsoft Canada Order Centre at (800) Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information via the web, go to: Microsoft Corporation. All rights reserved. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.