Go paperless by using OneNote 2013

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1 Work Smart by Microsoft IT Go paperless by using OneNote 2013 Customization note: This document contains guidance and/or step-by-step installation instructions that can be reused, customized, or deleted entirely if they do not apply to your organization s environment or installation scenarios. 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 to distribution. The Microsoft OneNote 2013 note-taking program can help support corporate initiatives to reduce employee dependence on paper and printed documents. This guide gives you a quick primer on OneNote 2013 so you can join the paperless revolution. Topics in this guide include: Understanding the basics of OneNote 2013 Creating a notebook Taking notes Capturing information Organizing a notebook Sharing a notebook Taking notes in an online meeting Searching through your notes Using OneNote on a Windows Phone or a Windows RT device For more information

2 2 Go Paperless by using OneNote 2013 Understanding the basics of OneNote 2013 You can use OneNote the same way that you use a paper notepad on your desk. Write down detailed notes, jot down a quick reminder, or draw a quick sketch to communicate an idea. But OneNote provides advantages that you don t get with a paper notepad. For one thing, you never run out of paper. You can also capture things in your digital notes that you can t capture on paper like an audio or video recording, or a screen clipping. OneNote is easy to understand because it s structured just like a physical notebook, with sections and pages. Here's how these common terms are used in OneNote: Notebooks are for big things, like FY2014 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 a smaller project, for meeting notes, for a vacation that you re planning, or for a class or seminar. Each section can hold many pages. Pages are where you actually create your notes. Write, type, and draw on pages just as you would on paper. Create more pages whenever and wherever you need them. Understanding how OneNote is different OneNote is different from other applications in a few important ways.

3 3 Go Paperless by using OneNote 2013 You can open a notebook and never close it We re conditioned to close files after we ve finished using them. The best way to use OneNote, however, is to open it and never close it unless you need to restart your device. It s like always having that paper notepad or sticky pad on your desk within easy reach. You never have to save Anything that you add to a OneNote notebook is immediately saved. An organizational change such as moving a page or section is also saved automatically, so you don t have to think about it. You send links instead of attachments We have become accustomed to sending documents as Microsoft Outlook attachments, but this is changing with the increased use of Microsoft OneDrive for Business and Microsoft SharePoint Online. With OneNote, when you want to share a notebook, or a section or page within a notebook, you just send a link. Multiple authors can edit the same notes at the same time In OneNote, you and your teammates can work on a shared notebook at the same time and see each other s changes in real time. This makes OneNote a great collaboration tool. Top 10 ways to use OneNote 2013 OneNote provides lots of great ways to go paperless. Use this list to jog some ideas: 1. Review and comment on a document. If you re asked to review a file (a Microsoft 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 and send screen shots to OneNote as you do your research. 3. Organize your work and life. Store and categorize the information that s most important to you in a central location. This information might be in ; in different programs like Microsoft Word, Microsoft Excel spreadsheet software, or PowerPoint; in a paper notepad or printout; or even on sticky notes. 4. Share your notes. OneNote is all about sharing. Share a notebook with your teammates on OneDrive for Business and then edit together in real time. Share notes in a Microsoft Lync online meeting that you start from Outlook or Lync. Or share a notebook (for example, budget, to-do list, or product research) with a family member on the consumer version of OneDrive. 5. Take your work with you. If you upload a notebook to OneDrive for Business, you can take your work with you and easily access the notebook from a Windows Phone or another device that s running the Windows 8 or Windows RT operating system.

4 4 Go Paperless by using OneNote 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 or a server topology, and watch your ideas grow. 8. Take down random thoughts by using Quick Notes. If you have a random thought that you don t want to forget, jot it down as a Quick Note. With a Quick Note, you don t have to think about where to place it in a notebook. 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 or lecture. In OneNote, you can record audio (and video) so that you won t miss a word. 10. Experiment. There s no right way or wrong way to use OneNote. Organize as much or as little as you like. Jot down an idea and watch it take shape over time. Creating a notebook The best way to create a notebook is to create it on OneDrive or OneDrive for Business. When you create the notebook in the cloud by using one of these services, you can access it from other devices wherever you are. It s also much easier to share your notes with others this way. And when your notebook is automatically backed up, you don t have to worry if a device is lost or stolen. To determine where to store a notebook, keep in mind that OneDrive is a consumer service that s appropriate for personal files and notes. If you want to store business information, store it on OneDrive for Business, not your personal OneDrive account. Be careful about which notebook you re working with so that you don t accidentally upload personal information to OneDrive for Business or business information to OneDrive. To create a notebook on OneDrive for Business: 1. Tap or click FILE, and then tap or click New. 2. On the left side of the New Notebook screen, tap or click OneDrive for Business portal name, and then on the right 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 Notebook Name box, and then tap or click Create. 4. You re prompted to share your notebook with others. It s probably best to add your notes before you share the notebook, so tap or click Not now. Note: You can password-protect a section if you don t want to share it with others. For more information, see Sharing a notebook later in this guide. Taking notes After you ve created your notebook on OneDrive or OneDrive for Business, you re ready to create sections and pages, and start taking notes.

5 5 Go Paperless by using OneNote 2013 Creating sections and pages You can create a section in your notebook for anything that you want. For example, you might want to create a section for each project that you re working on, and then create another section for personal items. There s no right way or wrong way to organize a notebook. Just create some sections and pages and see what makes sense. You can always reorganize later. When you create a new notebook, the notebook contains one section called New Section 1. That section contains one untitled page. Add and rename sections as you see fit. To rename a section, right-click the section tab, and then tap or click Rename. To add more sections, tap or click the plus sign (+) at the end of the section bar. If you add more sections than what will fit on the section bar, OneNote hides some of the section names, but you can click the arrow next to the last section tab to see the hidden sections. To rename the untitled page that s included by default, just click the page title on the right side of the screen, and then start typing at the top of the page. OneNote automatically inserts the date and time that the page was created. To create a new page, on the right side of the screen, tap or click Add Page, and then type a name for the new page. To insert a page between already existing pages, just tap or click the plus sign that appears when you pause on an existing page.

6 6 Go Paperless by using OneNote 2013 Typing notes on a page When you re ready to start taking notes, place your cursor anywhere below or to the right of the page title, and then start typing. When you start typing, OneNote creates a note container for the text. Note containers are visible only when you type or format text in them, or when you pause on them. You can type as much or as little text as you want in a note container. After you finish typing your text, you can move the container anywhere on the page by dragging it. When you want to add a note elsewhere on the page, just 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 any Microsoft Office application. For example, you can create a bulleted or numbered list, or align text within a note container. Writing notes or creating a sketch If you prefer to write notes instead of typing them, or if you want to create a sketch, tap or click the DRAW tab. The DRAW tab includes several different pens and highlighters. Just select the pen or highlighter that you want, and then use 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 the shape that 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 by tapping 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 that you want to convert, and then on the DRAW tab, tap or click Ink to Text.

7 7 Go Paperless by using OneNote 2013 Adding a link Whenever you type text that OneNote recognizes as a link, OneNote automatically formats it as a link. You can also create a link manually. Just select the text that you want to use as the link, and then tap or click Link on the INSERT tab. Attaching a file to notes OneNote can keep all of your information about any subject or project together in one place including copies of related files and documents. Attached files appear as icons on your notes page. Double-tap or double-click any icon to open its file. To attach a file: 1. In your notes, go to the page where you want to attach a file. 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 click Insert. TIP: As an alternative to attaching a file this way, consider printing a file to OneNote as a static image. For more information, see Capturing information later in this document. Managing random information by using a Quick Note If you want to just take a random note and don t want to think about where to put it in your notebook, use a Quick Note. A Quick Note is like an electronic sticky note. Quick Notes are stored in Unfiled Notes or the Quick Notes section at the bottom of the list of notebooks. You can move Quick Notes to other sections in the notebook later, or you can leave them in the Quick Notes section. You can search for information in a Quick Note as you would in any other note, so you don t have to worry about finding the information later. Creating a Quick Note by using the Send to OneNote tool You can create a Quick Note even when OneNote isn t running by using the Send to OneNote tool. The Send to OneNote tool is automatically installed and runs whenever you start your computer. To create a Quick Note by using the Send to OneNote tool: 1. Press the Windows logo key ()+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 dots at the top of the note window, and then select from the options on the ribbon. You can even add pictures or sketches to a Quick Note, or record audio or video.

8 8 Go Paperless by using OneNote 2013 Notes: To review your Quick Notes, tap or click the arrow next to the notebook name, and then tap or click Quick Notes. If you re using Quick Notes to keep small reminders and important information visible at all times, you can pin them so that they stay visible. To pin a Quick Note, tap or click the VIEW tab, and then tap or click Always on Top. Capturing information The previous section showed how to take notes in a notebook. You can also use OneNote to capture information in a number of ways. Recording audio and video Recording audio or video notes is a great option when you can t write or type fast enough to take down everything word for word. Audio and video recordings in OneNote are directly linked to any notes that you take while recording, so you can search through your notes for specific notes that are associated with a particular part of a recording. When you play back the audio clip, OneNote automatically moves the cursor through your notes. Note: You can search through audio recordings for spoken words. For more information, see Searching through your notes later in this guide. To start an audio or video recording: 1. Tap or click a location on the page where you want to place the recording. 2. 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. The recording starts as soon as OneNote places a media icon and date/time stamp on the page. 3. While OneNote is recording, you can type notes that will be associated with the recording. 4. When you ve finished recording, tap or click the Stop button on the AUDIO & VIDEO tab. 5. 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 position the cursor within any notes that you took on the page during the

9 9 Go Paperless by using OneNote 2013 recording. For example, if you recorded an interview and you took notes two minutes into the clip, OneNote will jump to that exact part of your notes when you play back the clip and it reaches the two-minute mark. Capturing a screen clipping To capture a screen clipping: 1. Go to the screen that you want to capture. For example, open a particular webpage. 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. Drag in any direction to create a rectangular selection over the area that you want to capture. When you release the mouse button, OneNote captures your selection as a picture and inserts it into your 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 that you can return to it easily. Printing a file to OneNote You can print a static copy of a file to OneNote. This is particularly useful if you want to annotate the text with typed or handwritten notes. For example, you might want to annotate a coworker s PowerPoint presentation with handwritten notes. To insert a file as a printout: 1. Tap or click the INSERT tab, and then tap or click File Printout. 2. In the Choose Document to Insert dialog box, browse to the file that you want to insert, tap or click to select it, and then tap or click Insert. Depending on the type of file that you re inserting, OneNote will attempt to start the source program for the selected file, and then digitally print its contents to the current page in your notebook. Note: By default, each page of an inserted file is placed in your notes as a separate picture. You can move it wherever you want, like any other picture in OneNote. Organizing a notebook After you ve created a number of sections and pages, you ll probably want to reorder and combine elements to organize your notebook. Use the following table to learn how to do common organizational tasks.

10 10 Go Paperless by using OneNote 2013 Table 1. Common organizational tasks To Do this Reorder sections, pages, or notebooks Move a page to a different section Move a section to a different notebook Drag the section, page, or notebook to a new place on 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, and then place the page in the desired location within the pages in the new section. Drag 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. Combining multiple sections into a section group If your notebook has more sections than what will fit on the screen, consider combining sections into section groups. A section group keeps related sections together and can hold as many sections as you want. For example, if you use your notebook to store a large collection of recipes, you can 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 the section tabs near the top of the page. 4. To add an existing section to the section group, just drag a section tab to the icon for the section group. When you tap or click the section group, you ll see the section that you added. 5. To go back up a level, tap or click the green arrow to the right of the notebook name. Creating subpages to create a page group Create subpages to gather related pages together in a page group. A subpage is the same as any other page, but its page tab is indented. The visual indentation makes it easier to keep information separate. The graphic in the following procedure shows subpages grouped under the Productivity page group. To create a subpage: 1. On the right side of the OneNote window, above the page tabs, tap or click Add Page.

11 11 Go Paperless by using OneNote 2013 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 demote or promote a subpage after you create it, right-click the page tab, and then tap or click Make Subpage or Promote Subpage. Sharing a notebook If you share a notebook on OneDrive for Business, you can work simultaneously with team members and track changes in real time. If team members are viewing the shared notebook while you re typing, your notes automatically appear on their screen and vice versa. The notes are refreshed every few minutes so that everyone can see each other s changes. You can even edit the same paragraph of notes on the same page without interfering with each other. To share a notebook on OneDrive for Business: 1. 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 OneDrive for Business portal name, and then on the right side of the screen, tap or click Documents. 4. If you re prompted, sign in to your Microsoft Office 365 account. 5. If you want to start sharing immediately, on the right side of the Share Notebook screen, under Invite People, do the following: Enter the names or addresses of the people that you want to share with. Specify permissions (Can edit or Can view). Type an optional personal message to include with the invitation. 6. Tap or click 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 a password to a section, right-click the section tab, and then click Password Protect This Section. In the Password Protection pane that appears, under Current Section, tap or click Set Password, and then type and confirm your password. When you re working with a shared notebook, use the HISTORY tab to determine who has made changes and what changes they made. The following table describes the buttons on the HISTORY tab.

12 12 Go Paperless by using OneNote 2013 Table 2. 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 Move to the next unread section in the notebook. If the Next Unread button is not available, there are no new unread notes. Mark a section that you ve 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. (To see a list of versions, select the page tab for a page.) Restore a deleted page or section from a shared notebook. Taking notes in an online meeting OneNote is fully integrated with Outlook and Lync, so you can take and share notes easily with others. To take notes in a scheduled Outlook meeting: 1. In the Outlook Calendar, open the meeting that 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: To share your meeting notes with others, tap or click Share notes with the meeting. 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, select a section and page for the new notes, and then tap or click OK. OneNote creates a page that s linked to your Outlook appointment so that you can always keep the meeting details and your notes from the meeting together in one place. To take notes in a Lync online meeting: 1. In Lync, send an instant message, start an audio or video call, or tap or click Meet Now to start an online meeting with someone. 2. In the meeting window, tap or click the Manage Presentable Content ( ) icon.

13 13 Go Paperless by using OneNote 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, select a section and page for the new notes page, and then tap or click OK. The new page is linked to your Lync conversation, so you and other participants can contribute notes in real time. Searching through your notes One of the benefits of OneNote is that you can just start adding notes to your notebook without worrying much about organization. OneNote has powerful search tools to help you find your notes quickly. Searching for text in your notes By default, OneNote instantly searches through all of the notes in all of your notebooks. To start an instant search: 1. Press Ctrl+E, and then type your search keywords in the search box. As you type, OneNote displays the search 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 (or press Ctrl+F). You can also narrow the search to a section, a 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 are highlighted on that page. 3. When you ve finished, press Esc or close the search window. Note: By default, OneNote searches for text in pictures and screen clippings in addition to note text. You can turn this off if you want. You can also choose to search through audio. (You can t search through audio if you re using a Windows RT based 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 click Options.

14 14 Go Paperless by using OneNote 2013 Tagging notes to categorize and prioritize them You can tag your notes to categorize or prioritize information. For example, if you re writing a paper, you might want to highlight information by using the Important tag. When you tag a note, OneNote places an icon to the left of the tagged text or other object. For example, the following graphic shows a line of text that s marked with the Important tag. Examples of other built-in tags that you can use include: To Do, Question, Highlight, Definition, Contact, Phone Number, Idea, Web site to visit, and Critical. To tag a note: 1. Select the text or other object that 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 or click To Do. NOTE: You can customize the built-in tags to suit your needs. To customize a tag, tap or click the downward-facing arrow at the bottom of the tag s list box, and then tap or click Customize Tags in the list. To search for tagged notes: 1. 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 in the notebook. To go to a tagged note on the appropriate page, tap or click the entry in the list.

15 15 Go Paperless by using OneNote 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. 4. If you have a lot of notes and 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 a particular section or to a particular week or day. Using OneNote on a Windows Phone or a Windows RT based device After you share a notebook on OneDrive or OneDrive for Business, you can easily access the notebook from a Windows Phone or a Windows RT based device. Accessing a notebook from a Windows Phone On Windows Phone 7, Microsoft OneNote Mobile is included as part of Microsoft Office Mobile. On Windows Phone 8, OneNote is a stand-alone app that you can pin to Start to access your notes in one tap. You can take a note by using just your voice, search through the contents of notes, and move through your notebooks more easily. To learn more about OneNote on Windows Phone 8, go to For more information about Windows Phone 8, see the Extend your productivity (and have fun) by using Windows Phone 8 Work Smart guide at Accessing a notebook from a Windows RT based device Windows RT includes Microsoft Office Home & Student 2013 RT, which includes Microsoft OneNote 2013 RT. You can access a notebook on OneDrive for Business by using OneNote 2013 RT, or you can install and use the OneNote Windows Store app. For more information about accessing OneDrive for Business by using a Windows RT based device, see the Get productive with your Windows RT companion device Work Smart guide at For more information What s new in OneNote OneNote product page

16 16 Go Paperless by using OneNote 2013 Use OneNote Mobile Work Smart by Microsoft IT Modern IT Experience featuring IT Showcase This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT Microsoft Corporation. All rights reserved.