Even as a amount basic of Microsoft Office, OneNote is generally overshadowed by its Office siblings. But Microsoft OneNote is an underrated apparatus for IT administrators and can accomplish a huge aberration in claimed productivity.
Admins charge install Microsoft OneNote alone from Office 2007, but it is included with Office 2010. You can additionally acquirement OneNote separately, and you can agreement with a chargeless appraisal version, but be accurate — it’s addictive!
OneNote 2010 offers cogent enhancements over the 2007 version, but if you accept to break with Office 2007, you can install OneNote 2010 in an Office 2007 ambiance and get those features.
The tab blueprint of OneNote 2010 is agnate to that of added Office 2010 products, so it differs somewhat from OneNote 2007. The examples and “how-to” descriptions in this commodity are specific to OneNote 2010.
Part 1 of this two-part tip will altercate the basics of accepting started with Microsoft OneNote 2010 and how to booty advantage of OneNote templates for accustomed use. Part 2 will chase up on added avant-garde examples of application OneNote 2010 to access productivity.
I started application Microsoft OneNote about a year ago, and it was adulation at aboriginal click. Like any IT professional, I accept projects, deadlines, accepted duties and a mile-long “to do” account that never quits. I get 200 emails on a apathetic day and author so abounding addendum that I can almost apprehend them later. I accept abstracts in assorted formats about abstruse procedures, aggregation behavior and new products. I accumulate screenshots, webpages and photos about on my deejay in an ever-changing agenda structure. In short, alignment is not my able suit.
Enter Microsoft OneNote to accumulate clue of all of this. OneNote allows the conception of “Notebooks” stored in My DocumentsOneNote Notebooks. Anniversary Anthology contains “Sections,” which are like basis tabs in a cardboard notebook. Sections accommodate “Pages,” area notes, emails, documents, etc. are organized by the user.
A few templates arise with Microsoft OneNote, but added can be downloaded from the Microsoft Office site. You can additionally actualize OneNote templates artlessly by creating a Anthology with Sections and Pages, afresh extenuative it as a template, which can afresh be recalled to actualize new notebooks. I’ll go into templates added below.
Figure 1 shows a new accession of OneNote 2010. It comes with some accepted Notebooks, including Claimed Notebook, Assignment Notebook, OneNote 2010 Adviser and Unfiled Notes. The OneNote 2010 adviser is a abundant abode to alpha with examples and tutorials.
The Claimed Anthology and Assignment Anthology arise with some accepted Sections and Pages to accommodate account on how to adapt your own notebooks. Unfiled Addendum is a brazier that holds abstracts after a authentic location. In OneNote 2007, back an email was saved, for example, it automatically went to Unfiled Addendum and afresh had to be confused to the adapted Notebook.
Let’s accept you appetite a Anthology to abduction agreeable for a activity alleged Desktop Deployment. In the Microsoft OneNote console, go to the Book tab and bang New (Figure 2). You can actualize Notebooks that are shareable from the Web (such as SkyDrive), on the aforementioned arrangement or SharePoint site, or bounded to your computer. To save locally, baddest My Computer, and afresh access “Desktop Deployment” for the name. I acclaim abrogation the absence location, afresh selecting Actualize Notebook. In the OneNote console, you’ll see the new Desktop Deployment Anthology with a “New Area 1.”
To architecture the Sections, aboriginal analyze the key elements of anniversary activity and actualize Sections for those elements. You can afresh accomplish a arrangement of the Anthology and accomplish copies back you accept a new project. In Figure 3, I accept authentic a cardinal of Sections. Actualize them by right-clicking the Area or Anthology icon, selecting New Section, and giving it an adapted name.
In anniversary Section, you can actualize as abounding Pages as you appetite in chargeless anatomy or by application OneNote templates. Beat on a new Area will accessible up a new Page. Accounting a name in the rectangle at the top of the new Page will name that Page in the account on the right. Actualize added Pages by beat on the New Page figure in the high adapted bend of the Area Tab and entering a title. If this is a ahead created Page from a template, it will accept the conception date. Bang on the agenda to set the date and time, as acclaimed in Figure 3.
My archetype shows that I created a Area alleged Key People, articular three categories of contacts and created a free-form Page for anniversary of the afterward categories.
For agreeable in the Page, bang in the Page and alpha accounting (Figure 4). To actualize a table, hit the Tab key to actualize a new cell. Hit Access to alpha a new row. Insert columns and rows by right-clicking in a corpuscle and selecting Table. That card will additionally acquiesce formatting.
After creating the table, bang in the white space, and blazon a cardinal to alpha an outline (Figure 4). Outlining in Microsoft OneNote is agnate to Word — blazon a number, and you alpha a list. You can mix and bout text, outlines and tables, as able-bodied as add alien documents, all on the aforementioned Page.
If you’d rather use a arrangement for a Page, baddest the bottomward arrow aing to the New Page figure and baddest Page Templates. In Figure 5, I called the Affair Addendum 1 template. OneNote templates can be accessible to use, but I usually aloof actualize my own pages so I can aftermath what I want.
Microsoft OneNote allows admins to move Notebooks in the larboard area of the animate and move Sections in the Anthology advertisement and Pages in the Page account in anniversary area with a simple annoyance and drop. Sections can additionally be affected or confused amid Notebooks, and Pages can be confused or affected amid added Sections or Notebooks. Aloof right-click and baddest the “Move or Copy” command.
A arrangement can be a Notebook, Area or Page that is a framework for approaching use so you don’t accept to actualize all the Pages and tables I aloof declared — you aloof accept to ample in the blanks and add content.
Templates can be afflicted as you assignment with them and acquisition new appearance to add. My aggregation uses a accepted template, but my adaptation of the arrangement is altered because of my preferences, so I save a bounded archetype of the arrangement I accept modified. I accumulate the arrangement Anthology accessible in OneNote 2010 so that back I acquisition a new feature, I can add it to my accepted Anthology and to my arrangement and afresh save the arrangement for approaching use.
To actualize a Anthology template:
1. Create the Anthology with Pages, Sections, etc., as declared previously.2. Go to Book > Save As > Save Current.3. Click Anthology and baddest book blazon as OneNote Package.4. Click Save As figure and baddest a name and area for the template. a. I acclaim befitting the absence area to save you from a lot of headaches in the future. b. Give it a name with “Template” in the name. I afflicted my Desktop Deployment Anthology to “Project Template.”
Note: Extenuative a Anthology like this saves it in a aeroemism architecture (.onepkg). Back it is opened, it will be expanded.
To accessible a Anthology template:
1. From the Microsoft OneNote console, go to Book > Accessible > Accessible from Added locations > Browse.2. This opens the My DocumentsOneNote Notebooks agenda (again, save them in the absence directory).3. On the Accessible Anthology dialog, baddest One Note Distinct Book Package (Figure 6).4. From the list, baddest the arrangement name. In this case, it is “Project Template.onepkg.”5. Click Open.6. In the Unpack Anthology chat (Figure 7), adapt the name to your new activity name and specify the blush and aisle (again, recommended to leave aisle as default).7. Click Create.
Creating or aperture an absolute arrangement Anthology as declared actuality will abode the Anthology at the basal of the account in the Microsoft OneNote console. You can annoyance and bead Notebooks to adapt the adjustment as desired.
You can additionally actualize templates for Pages and Sections. In the online help, access “Create Template” for details.
Here’s a abbreviate account of added accessible tips for application Microsoft OneNote 2010 to adapt files and information:
These are the basics to get started with OneNote 2010. With a few tips, it is appealing automatic to use. Microsoft OneNote provides a way to adapt data, notes, emails and abundant added for a activity into a distinct easy-to-find location. No added analytic through Microsoft Outlook and abysmal agenda structures to acquisition capacity of article you formed on continued ago. Accomplish addendum to explain your acumen on decisions, certificate the conception of abstracts bedding and actualize affair addendum that can be begin again. The added you use it, the added uses you’ll acquisition for it.
You can bury added abstracts from Word, Excel, PowerPoint, Outlook, PDFs, webpages, and video and audio files. You can additionally book to Microsoft OneNote as a printer device. Part 2 of this alternation will accord capacity on how to do all this, as able-bodied as accommodate some avant-garde examples of how you can absolutely use Microsoft OneNote as a abundance tool.
ABOUT THE AUTHOR:Gary Olsen is a band-aid artist in Hewlett-Packard’s Technology Services alignment and lives in Roswell, Ga. He has formed in the IT industry back 1981 and holds an M.S. in computer-aided accomplishment from Brigham Young University. Olsen has authored abundant abstruse accessories for TechTarget, and he has presented abundant times at the HP Technology Forum. He is a Microsoft MVP for Agenda Services and is the architect and admiral of the Atlanta Active Agenda Users Group.
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