Go Paperless with Microsoft OneNote


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Go Paperless with Microsoft OneNote

  1. 1. Work SmartGo Paperless with OneNote 2013Customization note: This document contains guidance and/or step-by-step installation instructions that can bereused, customized, or deleted entirely if they do not apply to your organization’s environment or installationscenarios. The text marked by yellow highlighting indicates either customization guidance or organization-specific variables. All of the highlighted text in this document should either be deleted or replaced prior todistribution.OneNote® 2013 can help support corporate initiatives to reduce employee dependence on paper and printeddocuments. This guide gives you a quick primer on OneNote 2013 so you too can join the paperless revolution!Topics in this guide include:Top 10 ways to useOneNote 2013Get started withOneNote 2013How OneNote isdifferentCapture informationCreate a notebook onSkyDrive ProTake notesOrganize yournotebookShare a notebook Take notes in an onlinemeetingSearch your notes Use OneNote on yourWindows PhoneMore information
  2. 2. 2 | Go Paperless with OneNote 2013Get started with OneNote 2013You can use OneNote the same way that you use a paper notepad on your desk. Write down detailed notes, jotdown a quick reminder, or draw a quick sketch to communicate an idea. But OneNote provides wonderfuladvantages that you don’t get with a paper notepad. For one thing, you never run out of paper! You can alsocapture things in your digital notes that you can’t capture on paper—like an audio or video recording, or a screenclipping.OneNote is easy to conceptualize because it’s structured just like a physical notebook, with sections and pages.Notebooksare for big things, like ―FY2013‖ or that big project that will keep you busy for the next few months.Use notebooks to group sections. Each notebook can hold many sections.Sections group pages of a similar subject together. For example, you might want to create a section for asmaller project, for meeting notes, for that vacation you’re planning, or for a class or seminar. Each section canhold many pages.Pages are where you actually create your notes. Write, type, and draw on pages just as you would on paper,and create more pages whenever and wherever you need them.How OneNote is differentOneNote is different from other applications in a few very important ways.Open a notebook and never close itWe’re conditioned to close files after we’re done using them. The best way to use OneNote, however, is to open itand never close it unless you need to reboot your device. It’s like always having that paper notepad or sticky padon your desktop within easy reach.
  3. 3. 3 | Go Paperless with OneNote 2013You never have to saveAnything 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.Send links instead of attachmentsWe have become accustomed to sending documents as attachments through Outlook, this is changing with theincreased use of SkyDrive®Pro/SharePoint®Online. With OneNote, when you want to share a notebook, or asection or page within a notebook, you just send a link.Multiple authors can edit the same notes at the same timeWith OneNote, you and your teammates can work on a shared notebook at the same time and see each other’schanges in real time. This makes OneNote a great collaboration tool.Top 10 ways to use OneNote 2013OneNote provides lots of great ways to go paperless. Use this list to jog some ideas. Each of these ideas iscovered in more detail later in this guide.1. Review and comment on a document. If you’re asked to review a file (a PowerPoint® deck, for example),print the file to OneNote, and then annotate it with typed or handwritten notes.2. Go shopping and capture screen shots as you go. For example, search for a new car. Easily capture andsend screen shots to OneNote as you do your research.3. Organize your work and life.Store and categorize the things that are most important to you in a centrallocation. This information might be in email, different programs like Word, Excel®, or PowerPoint, in a papernotepad or printout, or even on sticky notes.4. Share your notes. OneNote is all about sharing. Share a notebook with your teammates on SkyDrive Pro andthen edit together in real time. If you want to share notes in a Lync online meeting, you can start with Outlookor Lync. Or share a notebook (i.e, budget, to-do list, or product research) with a family member on theconsumer version of SkyDrive.5. Take your work with you. If you upload a notebook to SkyDrive Pro, you can take your work with you andeasily access the notebook from another Windows 8, Windows RT, or Windows Phone device.6. Create a To-Do list. Add a To-Do-list to projects that you’re working on, and then mark off items as you go.7. Sketch an idea. Use OneNote to jot down anything that’s on your mind. Sketch out an idea for a floor plan ora server topology and watch your ideas grow.8. Take down random thoughts with Quick Notes. If you have a random thought that you don’t want toforget, jot it down as a Quick Note. With a Quick Note, you don’t have to think about where to place it in anotebook. You can always move it to a notebook section later. Or not.9. Take lecture notes. Sometimes you can’t write or type fast enough to take down everything in a meeting orlecture. With OneNote, you can record audio (and video) so you won’t miss a beat.10. Experiment! There’s no right way or wrong way to use OneNote. Organize as much or as little as you like. Jotdown an idea and watch it grow and take shape over time.
  4. 4. 4 | Go Paperless with OneNote 2013Create a notebook on SkyDrive ProThe best way to create a notebook is to create it on SkyDrive or SkyDrive Pro. When you create the notebook inthe cloud, you can access it from other devices wherever you are. It’s also much easier to share your notes withothers if you store your notebooks in the cloud. And when your notebook is automatically backed up, you don’thave 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 forpersonal files and notes. If you want to store business information, store it on SkyDrive Pro (no HBI or PII datathough!), not your personal SkyDrive. Be careful about which notebook you’re working with so you don’taccidentally 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 yourorganization.Create a notebook on SkyDrive Pro1. Tap or click FILE, and then tap or click New.2. On the left side of the New Notebook screen, tap or click <<SkyDrive Pro portal name>>, and then on theright side of the screen, tap or click Documents.3. In the Create New Notebook dialog box, select a location for the notebook, enter a name in the NotebookName box, and then tap or click Create.4. You’ll be prompted to share your notebook with others. It’s probably best to add your notes first, and thenshare it, so tap or click Not now in the Microsoft OneNote dialog box.NOTE: You can password-protect a section if you don’t want to share it with others. For more information, see “Share anotebook” later in this guide.Take notesAfter you’ve created your notebook on SkyDrive or SkyDrive Pro, you’re ready to create sections and pages, andstart taking notes.Create sections and pagesYou can create a section for anything you want in your notebook.For example, you might want to create a section for each of theprojects that you’re working on, and then create another sectionfor personal items. There’s no right way or wrong way to organizea notebook. Just create some sections and pages and see whatmakes sense. You can always reorganize later.When you create a new notebook, the notebook contains one section called New Section1. That section containsone untitled page. Add and rename sections as you see fit. To rename a section, right-click the section tab, andthen tap or click Rename. To add more sections, tap or click the plus sign at the end of the section bar. If you addmore sections than will fit on the section bar, OneNote hides some of the section names, but you can click thedown arrow next to the last section tab to see the hidden sections.
  5. 5. 5 | Go Paperless with OneNote 2013To rename the untitled page that’s included by default, just click the page title on the right side of the screen, andthen start typing at the top of the page. OneNote automatically inserts the date and time that the page wascreated.To create a new page, on the right side of the screen, tap or click Add Page, and then type a name for the newpage.To insert a page between already existing pages, just tap or click the + sign that appears when you hover themouse over an existing page.Type notes on a pageWhen 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 areonly 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 canmove the container anywhere on the page by dragging it. When you want to add a note elsewhere on the page,just tap or click 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 anyMicrosoft®Office application. For example, you can create a bulleted or numbered list, or align text within a notecontainer.
  6. 6. 6 | Go Paperless with OneNote 2013Write notes or create a sketchIf you prefer to write notes instead of type them, or if you want to create a sketch, tap or click the DRAW tab. TheDRAW tab includes several different pens and highlighters. Just choose the pen or highlighter you want, and thenuse your finger or a stylus to start writing or sketching.When you’re ready to start typing again, tap or click the Type button on the DRAW tab.If you want to draw a shape, select an item from the Shapes list (tap or click the More arrow if you don’t see theshape you want), and then tap or click and then drag to draw the shape.TIPS:If you’re using your finger to write or sketch, you can add more space between buttons and commands bytapping or clicking the Touch/Mouse Mode button. You can add this button to the Quick Access Toolbar.OneNote can convert handwritten notes to text. Just select the handwritten notes you want to convert, andthen on the DRAW tab, tap or click Ink to Text.Add linksWhenever you type text that OneNote recognizes as a link, OneNote automatically formats it as one. You can alsocreate a link manually. Just select the text you want to use as the link, and then tap or click Link on the INSERTtab.Attach files to your notesOneNote can keep all of your information about any subject or project together in one place—including copies ofrelated files and documents. Inserted files show up as icons on your notes page. Double-click any icon to open itsfile.TIP: As an alternative to attaching a file this way, consider printing a file to OneNote as a static image. For moreinformation, see “Capture information” later in this document.To attach a file:1. In your notes, go to the page where you want to insert a file or document.2. Tap or click INSERT, and then tap or click File Attachment.3. In the Choose a file or a set of files to insert dialog box, select one or more files, and then tap or clickInsert.
  7. 7. 7 | Go Paperless with OneNote 2013Manage random information with a Quick NoteIf you want to just take a random note and don’t want to think aboutwhere to put it in your notebook, use a Quick Note. A Quick Note is like anelectronic sticky note. Quick Notes are stored in Unfiled Notes or theQuick Notes section at the bottom of the list of notebooks.You can move quick notes to other sections in the notebook later or youcan leave them in the Quick Notes section. You can search for informationin a Quick Note like any other note, so you don’t have to worry aboutfinding the information later.Create a Quick Note with the Send to OneNote toolYou can create a Quick Note even when OneNote isn’t running by using the Send to OneNote tool. The Send toOneNote tool is automatically installed and runs whenever you start your computer.1. Press + N, and then press N again.2. Type your note in the small note window. If you want to handwrite your note or format it, click the three dotsat the top of the note window, and then select from the different options on the ribbon. You can even addpictures or sketches to a Quick Note or record audio or video.NOTES:To review your Quick Notes, tap or click the down arrow next to the notebook name, and then tap or clickQuick Notes.If you’re using Quick Notes to keep small reminders and important information visible at all times, you can pinthem so that they stay visible. To pin a Quick Note, tap or click the VIEW tab, and then tap or click Always onTop.Capture informationThe previous section showed how to take notes in your notebook. You can also use OneNote to ―capture‖information in a number of different ways.Record audio and videoRecording audio or video notes is a great option when can’t write or type fast enough to take down everythingword 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 playback 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 thisguide.To start an audio or video recording:1. Tap or click a location on the page where you want to place the recording.
  8. 8. 8 | Go Paperless with OneNote 20132. Tap or click the INSERT tab, and then in the Recording group, tap or click Record Audio or Record Video.OneNote displays the AUDIO & VIDEO tab on the ribbon.3. The recording starts as soon as OneNote places a media icon and date and time stamp on the page, as shownin the following illustration.4. While OneNote is recording, you can type notes that will be associated with the recording.5. When you’re finished recording, tap or click the Stop button in the AUDIO & VIDEO tab.6. To play back a recording, tap or click the media icon on the page, and then tap or click Play on the AUDIO &VIDEO tab.NOTE:If you tap or click the See Playback button on the AUDIO& VIDEO tab, OneNote will automatically positionthe cursor within any notes that you took on the page while the recording was made. For example, if you’re recordingan interview and you took notes two minutes into the clip, OneNote will jump to that exact part of your notes when youplay back the clip and it reaches the two-minute mark.Capture a screen clipping1. Go to the screen you want to capture. For example, open a particular web page.2. Switch to OneNote, and then click the spot on a page where you want to place the screen clipping.3. Press + S.OneNote is minimized and the screen is dimmed.NOTE: Press Esc if you want to cancel the screen clipping.4. With your mouse, click and drag in any direction to create a rectangular selection over the area you want tocapture. When you release the mouse button, OneNote captures your selection as a picture and inserts it intoyour notes page. If you’re capturing a screen from the web, OneNote also inserts the URL for the webpage(and the date that you captured the screen) so you can get back to it easily.Print a document to OneNoteYou can print a static copy of a file to OneNote. This is particularly useful if you want to annotate the text withtyped or handwritten notes. For example, you might want to annotate a co-worker’s PowerPoint presentation withhandwritten notes.To insert a document or file as a printout:1. Tap or click the INSERT tab, and then tap or click File Printout.
  9. 9. 9 | Go Paperless with OneNote 20132. In the Choose Document to Insert dialog box, navigate to the file that you want to insert, tap or click toselect it, and then tap or click Insert.3. Depending on the type of file you are inserting, OneNote will attempt to launch the source program for theselected file, and then digitally print its contents to the current page in your notebook.NOTES:For more information on using PowerPoint and OneNote together, go to:<<URL>>.By default, each page of an inserted document or file is placed in your notes as a separate picture. You canmove it wherever you want, like any other picture in OneNote.Organize your notebookAfter you’ve created a number of sections and pages, you’ll probably want to reorder and combine elements toorganize your notebook. Use the following table to learn how to do common organizational tasks.To Do thisReorder sections, pages, ornotebooksDrag the section, page, or notebook to a new place within the section bar, page list, ornotebook list.Move a page to a differentsectionDrag the page tab and let the pointer rest on the destination section until the sectionopens, and then drop the page in the desired location within the pages in the newsection.Move a section to adifferent notebookDrag the section tab and let the pointer rest on the notebook list. When the list opens,drag the section to the appropriate notebook.Delete a section or page Right-click the section or page, and then tap or click Delete.NOTE: If you need to recover a section or page that you deleted from a shared notebook, open the shared notebook,tap or click the HISTORY tab, and then tap or click Notebook Recycle Bin.Combine multiple sections into a section groupIf your notebook has more sections than will fit on the screen, consider combining sections into section groups. Asection group keeps related sections together and can hold as many sections as you want. For example, if you useyour 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:1. Open a notebook that contains at least two sections.2. Right-click any section tab, and then tap or click New Section Group.3. Type a name for the section group, and then press Enter. You’ll see the new section group to the right of thesection tabs near the top of the page.4. To add an existing section to the section group, just drag a section tab to the section group icon. When youtap or click the section group, you’ll see the sections you added.
  10. 10. 10 | Go Paperless with OneNote 20135. To go back up a level, tap or click the green arrow to the right of the notebook name.Create subpages to create a page groupCreate subpages to group related pages together in a page group. A subpage is the same asany other page, but its page tab is indented. The visual indentation makes it easier to keepinformation separate. The following graphic shows subpages grouped under theProductivity page group.To create a subpage:1. On the right side of the OneNote window, above the page tabs, tap or click Add Page.A new page is added at the bottom of the other pages.2. Type a page title for the subpage, and then press Enter.3. Drag the page tab to the right. You can also drag the page up if you want to place it under a different page.NOTE:To promote or demote a subpage after you create it, right-click the page tab, and then tap or click MakeSubpage or Promote Subpage.Share a notebookIf you share a notebook on SkyDrive Pro, you can work simultaneously with team members and track changes inreal-time. If team members are viewing the shared notebook while you’re typing, your notes will automaticallyappear on their screen and vice versa. The notes are refreshed every few minutes so everyone can see each other’schanges. You can even edit the same paragraph of notes on the same page without having ―note collisions.‖Share an existing notebook on SkyDrive Pro1. Open the notebook that you want to share.2. Tap or click FILE, and then tap or click Share.3. On the left side of the Share Notebook screen, tap or click <<SkyDrive Pro portal name>>, and then onthe right side of the screen, tap or click Documents.4. If prompted, sign in to Office 365.5. If you want to start sharing immediately, in the Share Notebook screen, on the right side of the screen underInvite People, enter the names or email addresses of the people you want to share with, specify permissions(Can edit, or Can view), include a personal message to include with the invitation (optional), and then tap orclick Share.NOTE: You can assign a password to a section if you don’t want people to be able to access that section. To add apassword to a section, right-click the section tab, and then click Password Protect This Section. In the PasswordProtection pane that appears, under Current Section, tap or click Set Password, and then enter and confirm yourpassword.
  11. 11. 11 | Go Paperless with OneNote 2013Use the HISTORY tabWhen you’re working with a shared notebook, use the HISTORY tab to determine who has made changes, whatchanges have been made, and so on.The following table describes the buttons on the HISTORY tab.Use this button ToNext Unread Move to the next unread section in the notebook. If the Next Unread button isnot available, there are no new unread notes.Mark as Read Mark a section that you’ve read (to narrow down unread content).Recent Edits Specify a time period to review recent edits.Find by Author Search for changes by a specific author.Hide Authors Display or hide author initials.Page Versions View a previous version of a page (select the page tab for a page to see a list ofversions).Notebook Recycle Bin Restore a deleted page or section from a shared notebook.Take notes in an online meetingOneNote is fully integrated with Outlook and Lync, so you can take and share notes easily with others.Take notes in a scheduled Outlook meeting1. In the Outlook calendar, open the meeting you want to take notes on.2. On the ribbon, tap or click Meeting Notes.3. In the Meeting Notes dialog box, do one of the following:a. To share your meeting notes with others, tap or click Share notes with the meeting.b. To take notes for yourself only, tap or click Take notes on your own.4. In the Choose Notes to Share with Meeting dialog box, pick a section and page for the new notes, and thentap or click OK.5. OneNote creates a page linked to your Outlook appointment so you can always keep the meeting details andyour notes from the meeting together in one place.Take notes in a Lync online meeting1. In Lync, send an instant message, start an audio or video call, or tap or click Meet Now to start an onlinemeeting with someone.
  12. 12. 12 | Go Paperless with OneNote 20132. In the meeting window, tap or click the Manage Presentable Content icon.3. In the pop-up window, tap or click the ONENOTE tab, and then tap or click My Notes.4. In the Select Location in OneNote dialog box, pick a section and page for the new notes page, and then tapor click OK.5. The new page is linked to your Lync conversation, so you and other participants can contribute notes in real-time.Search your notesOne of the great things about OneNote is that you can just start adding notes to your notebook without worryingmuch about organization. OneNote has very powerful searching tools so you can always find your notes instantly.Search for text in your notesBy default, OneNote instantly searches all of the notes in all of your notebooks. To start an instant search:1. Press Ctrl+E, and then enter your search keywords in the search box. As you type, OneNote displays thesearch results in the pop-up window below the search box.NOTE:If you want to change the search scope to just the current page, tap or click Find on page (Ctrl+F). You can alsonarrow the search to a section, section group, or a notebook by selecting from the search list.2. Tap or click an item in the results list to go to the page that includes those search terms. The search terms arehighlighted on that page.3. When you’re done, press Esc or tap or click the x in the search window.NOTE:By default, OneNote searches for text in pictures and screen clippings as well as note text. You can turn this off ifyou want. You can also choose to search audio. (You can’t search audio if you’re using a Windows RT device, however.)Audio search is turned off by default. To turn these options on or off, tap or click the FILE tab, and then tap or clickOptions.
  13. 13. 13 | Go Paperless with OneNote 2013Tag notes to categorize and prioritize themYou may want to tag your notes to categorize or prioritize information. For example, if you’re writing a paper, youmight want to highlight information with the Important tag. When you tag a note, OneNote places an icon to theleft 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 tag.Examples of other built-in tags that you can use include: To Do, Question, Highlight, Definition, Contact, PhoneNumber, Idea, Web site to visit, Critical, and so on.To tag a note:1. Select the text or other object you want to tag.2. Tap or click the HOME tab, and then in the Tags group, select a tag. For example, to create a To Do list, tap orclick To Do.NOTE: You can customize the built-in tags to suit your needs. To customize a tag, tap or click the small downward-facing arrow at the bottom of the tags list box, and then tap or click Customize Tagsin the list.Search for tagged notes1. Tap or click the HOME tab, and then in the Tags group, tap or click Find Tags.2. In the Tags Summary pane on the right side of the screen, OneNote displays a list of all the tagged notes inthe notebook. To go to a tagged note on the appropriate page, tap or click the entry in the list.3. If you want to customize the display of the results list, in the Group tags by list, select a different grouping.For example, you might want to display the results by section name.
  14. 14. 14 | Go Paperless with OneNote 20134. If you have a lot of notes and a large number of tags, you may want to narrow the search scope. To do this,select from the Search list at the bottom of the pane. For example, you might want to narrow the results to aparticular section or to a particular week or day.Use OneNote on your Windows Phone orWindows RT deviceAfter sharing a notebook on SkyDrive or SkyDrive Pro, you can easily access the notebook from a Windows Phoneor Windows RT device.Access a notebook from your Windows PhoneIn 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 withjust your voice, search the contents of notes, and get around your notebooks more easily. To learn more aboutOneNote on Windows Phone 8, go to: http://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobile. For more information about Windows Phone 8, see the ―Extend Your Productivity (and Have Fun!) withWindows Phone 8‖ Work Smart Guide at: <<URL>>Access a notebook from your Windows RT deviceWindows RT includes Microsoft Office Home & Student 2013 RT, which includes OneNote 2013 RT. You canaccess a notebook on SkyDrive Pro using OneNote 2013 RT or you can install and use the OneNote WindowsStore app. For more information about accessing SkyDrive Pro with a Windows RT device, see the ―Get Productivewith Your Windows RT Companion Device‖ Work Smart Guide at: <<URL>>
  15. 15. 15 | Go Paperless with OneNote 2013For more informationWhat’s New in OneNote 2013?http://office.microsoft.com/en-us/onenote-help/what-s-new-in-microsoft-onenote-2013-HA102749260.aspxMicrosoft Office OneNotehttp://office.microsoft.com/en-us/onenote/OneNote on Windows Phone 8http://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobileThis guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATIONIN THIS DOCUMENT. © 2013 Microsoft Corporation. All rights reserved.More Work Smart content:http://worksmart