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1 Microsoft Office Specialist 2010 Series Microsoft OneNote 2010 Core Certification Lesson 1: Getting Started Lesson Objectives In this lesson, you will look at how to configure or personalize OneNote, including the working environment, pages, and notebooks. You will also look at how to create and save a notebook in various locations. On successful completion of this lesson, you will be comfortable with: identifying screen elements customizing the working environment customizing the page setup docking the notebook to the desktop creating a new OneNote notebook for local or shared use setting properties and quick access for the notebook v1.00 CCI Learning Solutions Inc. 1

2 Lesson 1 Getting Started Introducing OneNote Microsoft OneNote is an application within the Microsoft Office 2010 suite of programs that enables you to gather information in the form of notes from a variety of sources in an undefined manner, and then organize these into pages or sections. This is similar to gathering pages of hard copy notes and diagrams and adding them to a binder, using dividers to separate the information. In OneNote, the notes can be handwritten or typed, and can contain pictures or drawings as well as audio or media files. You can then share this information with others and collaborate on the project using the OneNote notebook to store everyone s contributions. The difference between using OneNote and a program such as Word to capture your notes is that the information you gather for OneNote usually is not structured for publication in the same manner as a Word document. You may eventually turn your notes from the OneNote notebook into a published document, but at the time you are working in OneNote, it is simply a central location to deposit related information on a topic. Common uses for OneNote include: a journal to keep notes on a trip (e.g. photos, contacts, itinerary) a schedule of things to do, which link to additional pages where you can get information on these tasks (e.g., church, reception rentals, florists, pictures of favorite wedding dresses along with local wedding dress retailers, or contact information for printers) a research project (e.g. Web sites with historical information, contact information such as libraries or people, or contributions from other people involved in the research project) a place to keep notes from meetings, lectures, studying, or exam preparation As you begin using OneNote, you will find there are many ways you can use it to help you keep organized, or to simply gather information for a particular task. Looking at the Screen An example of a typical OneNote page is shown: Navigation Bar Page Title Section Tabs Page Content Page Tabs Search Field Unfiled Notes button v1.00 CCI Learning Solutions Inc.

3 Getting Started Lesson 1 File Tab Quick Access Toolbar Click to display Backstage view, from which you can select commands for a file (e.g. New, Open, Save). A panel at the left displays commands that may include tabs with a set of sub-commands you can use to manage the file. Gain quick access to frequently used commands. You can customize the toolbar, which is located above the Ribbon, to contain commands you use regularly. Title Bar View the name of the page currently displayed on the screen (e.g. Untitled page Microsoft OneNote, Tax Savings Microsoft OneNote) on the title bar, located at the top of the screen. Minimize the Ribbon Help Ribbon Ribbon Tab Ribbon Group Navigation Bar Section Tabs Search Field Page Tabs Page Content Unfiled Notes button Minimize the Ribbon to display the Ribbon Tabs only, enabling you to see more of the page on screen. Display the Help window to obtain the latest help on a feature; Microsoft s Help option links to the Microsoft Web site for the latest information. You can also use the help topics installed with Office. Gain quick access to commands through this collection of tabs (e.g. File, Home, Insert, Share). Gain access to commands grouped on tabs for specific purposes, such as editing, inserting objects, viewing options, or page layout. Gain access to tabs, each of which contains a group of related commands for editing, formatting, or enhancing items in your notebook. Some groups have a Dialog box launcher button at the bottom right that displays a dialog box or window with more commands and options. View available notebooks on the panel or bar at the left side of the screen. The preceding screen capture shows the Navigation Bar collapsed and displaying a button for the current notebook (Personal) and an icon at the bottom for Unfiled Notes. Use the button to expand the bar or the button to collapse it. Display the name of each section in colored tabs to indicate the different content for that page; the preceding screen capture shows Reminders as an example, but you can rename these tabs to match your content. Use this field to search for content on individual pages, in sections, or in notebooks. Create new pages or subpages. The preceding screen capture shows the Page Tabs bar expanded and displaying pages called July 2012, August 2012, and so on. Use the button to expand the pages or the button to collapse them. Display all your notes, pictures, and links in this area. Enter the Page Title in the box at the top of the page; it then automatically appears in the Page Tabs area to the right. Click on this icon at the bottom of the Navigation Bar to make notes that may not be related to the notebook you are currently using. For instance, you may be taking notes at a lecture and suddenly remember the Web address that a contact gave you earlier in the day for another project you are researching. Use this button to create a new page where you can enter the information quickly, and then file it later with its appropriate notebook. The previous screen displays commonly used areas of the OneNote screen. However, as you can customize the screen s appearance, additional items may appear on your screen that are not discussed here. We will look at how to change or reset preferences for the working environment or notebook shortly v1.00 CCI Learning Solutions Inc. 3

4 Lesson 1 Getting Started Using the Quick Access Toolbar The Quick Access Toolbar, at the left of the title bar above the Ribbon, includes buttons for frequently used commands. By default, this toolbar contains the following icons: Back Dock to Desktop Use the last button to customize the toolbar to display those commands you use frequently, such as print preview, forward, or a favorite pen. To customize the Quick Access Toolbar, use one of the following methods: Click Customize Quick Access Toolbar, and then click a button from the displayed list or click More Commands; or click File, click Options, and then click Quick Access Toolbar; or right-click anywhere on the Ribbon, click Customize Quick Access Toolbar, and click a button from the list or click More Commands. To move the Quick Access Toolbar to below the Ribbon: Undo Click Customize Quick Access Toolbar and then click Show Below the Ribbon; or right-click the Ribbon and then click Show Quick Access Toolbar Below the Ribbon. Using the Ribbon Full Page Customize Quick View Access Toolbar The Ribbon can help you find commands quickly. Commands are grouped on tabs with each tab relating to a type of activity, such as inserting items, changing the view, or formatting text. You can customize the Ribbon to display commands you use frequently in a particular order, or to add or remove commands for a Ribbon tab. To reduce screen clutter, contextual tabs, such as Table Tools, appear only when they are applicable v1.00 CCI Learning Solutions Inc.

5 Getting Started Lesson 1 A button that appears in a different color or has an outline is active; many of these de-activate when you click the same button again or click another choice. For instance, you can apply the Bold command to selected text by clicking that button and then turn off the boldface by clicking the same button again. When the feature displays an arrow, as with the Font or Size feature, the active item appears in the list and you can click the arrow to display the full list for selection. In most cases, you will be able to change the selection for the feature by clicking the same arrow and then clicking another item from the list. For instance, if you want the text to be a different size, click the arrow for the Size button and choose the required size. When you need to change the font size again, click the arrow for Size and then select the new size. Each tab on the Ribbon contains groups with similar commands; for example, the Home tab includes a group called Font that contains buttons for formatting text characters while the Insert tab includes a group with different types of items that can be inserted into a note page. If a group of commands is accompanied by a scroll bar, you can click on a button below the bottom scroll button, called the More button, to display the full list of options for that command. This is shown in this illustration. When clicked, the More button displays a gallery with additional options, as seen in the illustration to the right. The currently selected option (in this illustration, Normal) is highlighted with a box around it; to apply any other selection, simply click on it v1.00 CCI Learning Solutions Inc. 5

6 Lesson 1 Getting Started Occasionally when you select a feature, it will open a dialog box or a task pane offering further selections, as shown in the following illustration. Dialog Box Task Pane With a dialog box, you can type in an entry (such as a measurement), select an item from a list, use the arrow with a list box to display more choices for that list, or click a command to turn the feature on or off. A dialog box may also display a preview of the changes to guide your choices. A task pane, on the other hand, usually offers options specific to a feature. This is shown in the preceding graphic, which includes fields you can use to find specific research information. Another task pane is the Customize Numbering pane, which displays a list of formats you can use to number your text list. You can minimize the Ribbon if you want to show more of your document or you do not want to display the Ribbon. To minimize the Ribbon: Click the button at the far right of the top of the Ribbon; or double-click any of the ribbon tabs; or right-click anywhere on the Ribbon and then click Minimize the Ribbon; or press +. To display the Ribbon again, use the button or any of the previous methods. You can also access the Ribbon using the keyboard; some users consider the keyboard a faster method for accessing commands. Many keyboard shortcuts, such as + to copy, + to save, and + to print, are the same throughout Windows programs, making it easy to remember what to do from one program to another. To access the Ribbon using the keyboard, press or ; this will display the keyboard buttons for the commands in the Ribbon v1.00 CCI Learning Solutions Inc.

7 Getting Started Lesson 1 When you press the key for the appropriate feature, OneNote displays the next set of keys you can use to select a command or feature. For example, pressing displays the Home tab. You can then press the appropriate key to access that feature. You can also use the keyboard to: Access another tab; with the Ribbon active, press or to move to the appropriate tab. Change the highlight or focus from the active tab to the search field; simply press. Display a shortcut menu for the selected command; press +. Move from the tab to the command in the first group; press. Continue pressing to move to the next command, or + to move to the previous command. (You can only do this if you ve pressed or to display the keyboard shortcuts on the Ribbon.) Activate the selected command; press. Exit or cancel a selection at any time; press. (You may need to press more than once to return to your page.) 1 Start OneNote, if it is not already open. 2 Click the File tab. Notice that OneNote now shows you a screen with various features. This is known as Backstage, where you can choose commands that deal with files, such as opening, saving, printing, using properties, and so on. 3 Click Print. Learn the Skill In this exercise, you will familiarize yourself with screen elements. OneNote now displays two commands for further action. 4 Click the File tab once more to exit Backstage. 5 Click the View tab to display the commands for this Ribbon tab. 6 In the Zoom group, click the arrow for Zoom and choose a smaller percentage than currently selected. OneNote reduces the view of the Unfiled Notes page to the new percentage. 7 Click the Minimize the Ribbon button in the top right corner. The Ribbon should no longer appear on the screen; only the Ribbon Tabs will remain visible. 8 Click the button to Expand the Ribbon. The Ribbon re-appears on the screen for easy access. Now try accessing Ribbon commands using the keyboard. 9 Press the key and then press to display the Home tab. 10 Press to select Numbering v1.00 CCI Learning Solutions Inc. 7

8 Lesson 1 Getting Started Press to exit this feature. Notice that OneNote exits the command and continues to display the key to press for another command. OneNote enables you to go back one level each time you press so you can choose another command at that level. 12 Press to access the Styles feature. You should now see the gallery of styles available. 13 Press once to exit this command. Notice that you are viewing the commands available on the Home tab. 14 Press again to go back one level. You should now see the keys that allow you to select a Ribbon tab. 15 Press once more to exit this level. You should now have no keys displayed to select anything on the Ribbon. Customizing OneNote When you start OneNote the screen appears with some default settings for the working environment that you can change to suit your preferences. These can be found by clicking the File tab and then clicking Options v1.00 CCI Learning Solutions Inc.

9 Getting Started Lesson 1 Use this dialog box to make changes to default options for all of your OneNote notebooks. General Display Proofing Save & Backup Send to OneNote Audio & Video Language Advanced Customize Ribbon Quick Access Toolbar Add-Ins Trust Center Display options such as whether to display the Mini Toolbar when text is selected, which color scheme to use when working in OneNote, which font, size, and color to use for text, and which name or initials should appear on active user fields. Specify how notes or features display on the screen, such as whether to show rule lines, and where the Navigation Bar or page tabs should appear. Set options for proofing your document, such as spelling, grammar, thesaurus, and research options. Use AutoCorrect Options to set automatic proofing features like capitalizing the first character of a sentence (usually denoted with a period and a space), correcting words you commonly misspell, or selecting the language to use when checking spelling. Specify the way OneNote saves and backs up your note files. Many of these options can help you recover files using backups that OneNote makes every day. By default, OneNote makes two backups per day; you may want to increase the frequency if you work in your notebooks often. As you begin to add large items, such as pictures, to pages, you may need to optimize (reduce the size of) your notebooks; this will allow you to maintain the free space needed to handle all the types of information you may be inserting into notebooks. You also have the option to change the cache location for notebooks; however, changing this feature is not recommended unless you are switching your file-saving location to a network drive, web storage, or a new computer. Set the default locations for applications you want to integrate or automatically insert into OneNote, such as messages, tasks/to do items in Outlook, or items from the Internet. Set options for how OneNote records or plays audio or video files. Set the default language, or add other languages you may need for translation purposes, such as Spanish, French, or Simple Chinese. Choose editing options and features that will help you input and manage your notes. For example, you can add bullets or numbering automatically to lists, decide how to handle linked notes, select settings for the Pen feature, choose how to handle sent from OneNote, choose battery options, decide how to manage tags and passwords, and select the unit measure to use in your notebooks (i.e., inches, centimeters, picas, or points). Add or remove commands on any tabs of the Ribbon, including contextual ribbons that only appear when a specific item exists in the notebook, such as a picture or table. Add or remove buttons on the Quick Access Toolbar, set up keyboard shortcuts for accessing commands, and determine the location for this toolbar. Check which add-in programs have been set up for your system or use Manage to set or customize other features, such as COM items. Determine how you will protect the computer and your files, such as by setting Windows security options, providing feedback to Microsoft, or changing the privacy and security settings for OneNote v1.00 CCI Learning Solutions Inc. 9

10 Lesson 1 Getting Started Learn the Skill In this exercise you will make some changes to reflect the standard settings that Tolano uses for their documents, starting with the default font and size. 1 Click File and then Options. 2 Ensure you are viewing the General category at the left, and then click the arrow for Font. 3 In the list of fonts, find and select Arial. 4 Click the arrow for Size and then click Click in the User name text box and replace the existing text with your name. 6 Click in the Initials text box and replace the existing text with your initials. Now change the default language. Although Tolano has many locations globally, Head Office is based in North America, so this needs to be set to English (U.S.). 7 In the panel at the left, click Language. Depending on your location, the language may already be set for English (U.S.), as shown. If so, review the next steps for the procedure to set the default language. 8 If English (U.S.) is available in the list of Editing Languages, click to select it and then click Set as Default. If not, click the arrow for [Add additional editing languages], find and select English (U.S.) in the list, and click Add. Ensure English (U.S.) is selected in the list of Editing Languages and click Set as Default v1.00 CCI Learning Solutions Inc.

11 Getting Started Lesson 1 Now that the language has been set, you can check the proofing options. 9 In the panel at the left, click Proofing. 10 Review the options here and ensure Check spelling as you type is on. 11 Click AutoCorrect Options. You can use AutoCorrect to correct common spelling errors such as typing two uppercase letters at the beginning of a word so that OneNote automatically replaces them with the correct spellings, or type in words not on the list that you would like OneNote to change automatically. You can also use AutoCorrect to insert strings of words that you use frequently, such as a company name, but do not wish to type in full each time. 12 With the cursor in the Replace text box, type: TEC v1.00 CCI Learning Solutions Inc. 11

12 Lesson 1 Getting Started 13 Click in the With text box, type: Tolano Environmental Consultants and then click Add. Whenever OneNote sees the TEC characters, it will prompt you with the option to change this to Tolano Environmental Consultants. 14 Repeat steps 12 and 13 with TA as the text to replace, and Tolano Adventures as the replacement text. Then click OK. Now let s take a look at some display options for OneNote. 15 In the panel at the left, click Display. At this point, you may not want to make any changes as you haven t yet done anything in OneNote that will allow you to determine where the noted items should be placed. However, you might like to have lines to help you align items on the screen; you may turn these off later but lines can provide a helpful guide initially. 16 Click Create all new pages with rule lines. 17 As these are currently the only options you want to change, click OK to accept these changes and return to the main OneNote screen. One other area where you would like to change some default settings is research or translation options. 18 Click the Review tab and then click Research. At the bottom of the Research pane, click Research options v1.00 CCI Learning Solutions Inc.

13 Getting Started Lesson The options you choose will depend on the type of research you need to do, but you can choose which services you would like OneNote to search first, and it will do so automatically. Notice that you can also add, update, remove, or add parental controls to items in the list. For the purpose of this courseware, you will set options applicable for Tolano where English is the primary language. 19 In the Reference Books area, click options on or off that show English (U.K.) or English (U.S.) only. 20 Leave the options in Research Sites as already set up. Then click OK. Working with Notebooks Files created for OneNote are considered notebooks, similar to traditional paper notebooks that you may have used to keep track of notes, ideas, pictures, and so on. Notebooks can consist of: individual pages sections that may contain pages and subpages section groups that may contain sections, pages, and subpages Creating a New Notebook MMM Go online for Additional Review and Activities A new notebook can be created any time you need one. To create a new notebook, use one of the following methods: Click File and then New; or right-click in a blank area of the Navigation Bar and click New Notebook v1.00 CCI Learning Solutions Inc. 13

14 Lesson 1 Getting Started You are now required to select the location for where this notebook will be stored (saved): Web Access this notebook from anywhere in the world, or share it with others located anywhere in the world, by storing the notebook in a location on the Internet called Microsoft SkyDrive. When you select this option, OneNote presents you with the following: Network To use SkyDrive, you need to have a Windows Live ID, which you can set up at any time. People who want access to this notebook only need to sign in with their Windows Live ID. Provided you have assigned them with share permission to access the notebook, they can view or make changes to it directly. Store the notebook on a network such as SharePoint for others in the same organization to view or change. Once this option is selected, you can confirm the noted location or click Browse to change to another network location: Locations that have been recently used are listed in the box below the current network location. My Computer Store the notebook in a location on your computer, usually the default as seen in the following: You can continue with this location, or click Browse to select another location on your computer v1.00 CCI Learning Solutions Inc.

15 Getting Started Lesson 1 Once you have created the notebook, OneNote displays this information on the screen with a new page and section. This page is usually the first page to appear when the notebook is opened, so you can think of it as similar to a table of contents. Configuring the Notebook Settings OneNote provides tools you can use to help identify the contents of each notebook or to help you share its contents. Use the File tab to open Backstage and click Settings to set up these tools. Share Close Properties Saving a Notebook Choose from options for sharing the notebook on a network or the Web. Close this notebook Change settings for the selected notebook so that you can identify specific types of notebooks by color or location so that you can find them again easily. You can also use Properties if you need to convert your OneNote 2010 notebook to OneNote 2007 format. By default, OneNote automatically saves information you put into the notebook and makes a backup copy according to the frequency you set up in the Save & Backup option. If you want to save the notebook with a different name, use the Save As command in Backstage. You will still need to specify a location and whether the notebook is to be shared. You can also use the Save As feature to save the notebook into another format v1.00 CCI Learning Solutions Inc. 15

16 Lesson 1 Getting Started You can also save an individual page or section, as seen in the previous screen capture, for other purposes such as creating a template with predesigned elements for the page or the section. Opening and Closing Notebooks OneNote does not require you to open a notebook every time you open the program. You also do not need to close a notebook before you can open another one. There is no actual limit to the number of notebooks you can have open in OneNote at any one time. However, you may want to set a limit for yourself as the tabs for each notebook become smaller and harder to read in the Navigation Bar. The number of tabs that display will depend on the size of your screen. Eventually, OneNote displays the icon shown at right in the Navigation Bar; you can use this icon to switch to another notebook. To open a notebook, use one of the following methods: Click File and click Open; or v1.00 CCI Learning Solutions Inc.

17 Getting Started Lesson 1 press + ; or right-click a blank area of the Navigation Bar and click Open Notebook. Notice that the first method gives you the option to open a file from your computer or from the Web (e.g. SkyDrive), whereas the latter two methods display the File Explorer window so that you can navigate to the notebook s location. When you have two or more notebooks open, OneNote displays them in the Navigation Bar, as shown in the following screen capture. To switch between the notebooks, use one of the following methods: click the appropriate notebook on the Navigation Bar; or press + and use the arrow keys to select a notebook. To close a notebook, use one of the following methods: Click File, ensure Info is selected in the left panel, click Settings, and then click Close; or right-click the notebook in the Navigation Bar and click Close This Notebook v1.00 CCI Learning Solutions Inc. 17

18 Lesson 1 Getting Started If you want a particular notebook to be readily available to open, you can pin it to the list of Recently Closed Notebooks in the Backstage area. To pin a notebook, use one of the following methods: Click File, click Open and then, in the Recently Closed Notebooks list, click the white pin icon at the right side of the required notebook; or in the same list, right-click the notebook and then click Pin to list. The list then appears similar to the following illustration, showing a blue pin icon are pinned to the list. for those notebooks that Backstage also gives you the option to manage this list with the following options by right-clicking a notebook: These options can be useful when you no longer want a notebook to be available all the time from the list, or to clear individual or all unpinned items from the list. Learn the Skill In this exercise, you will create a new notebook for the work that needs to be done for attending a trade show, and save it to the Student Data folder on your computer. 1 Click File and then click New. 2 In the Step 1 area, click My Computer. 3 In the Step 2 area, type: Travel the World as the name of the new notebook. 4 In the Step 3 area, click Browse and navigate to the location of the student data files for this courseware (see the page ii of the Preface for more information). Click Select. 5 Click Create Notebook v1.00 CCI Learning Solutions Inc.

19 Getting Started Lesson 1 Your new notebook is created and shows the rule lines you requested in the default display options for each page. 6 Click File, click Open, and then click Open Notebook. 7 Navigate to the Student Data location, if not already there, and select the Employee Handbook folder. Then click Open. You should now have two notebooks open, with the Home page for the Employee Handbook active. Now try closing the Employee Handbook notebook. 8 Right-click the Employee Handbook tab in the Navigation Bar and then click Close This Notebook v1.00 CCI Learning Solutions Inc. 19

20 Lesson 1 Getting Started You should now only have the new notebook, Travel the World, open on the screen. 9 Right-click the Travel the World tab and click Close This Notebook. There should be no open notebooks on the screen. Try pinning the Travel the World notebook. 10 Click File, click Open and, in the Recently Closed Notebooks list, click the white pin icon at the right of the Travel the World notebook. 11 Click the white pin icon at the right of the Employee Handbook notebook. You should now have two notebooks pinned and readily available to open. Now try closing OneNote to see if the notebooks are available to you at any time. 12 Close OneNote. 13 Start OneNote and then click File, Open. Both notebooks should appear in the list with blue pin icon 14 Click the Travel the World notebook to open it. Try changing some properties for this notebook. at the right. 15 Click File and ensure Info is selected in the left panel. Click Settings and then Properties. 16 Click the arrow for the Color and then click the green color in the first row to set this as the color for all Tolano notebooks. Click OK. 17 Click File and then click New. 18 Click My Computer, type: Personal Your Initials as the name of the new notebook, and change the location to be the Student Data folder, as necessary. 19 Click Create Notebook v1.00 CCI Learning Solutions Inc.

21 Getting Started Lesson 1 Notice that the Travel the World notebook is still open on the screen for easy access, and the new notebook you just created is active. You can tell which notebook is active by the notebook icon it will be closed as seen in the Travel the World tab, and open as seen in the Personal tab. 20 Click File and click Settings for the Personal notebook. Then click Properties. 21 Change the color of this notebook to be one of your choosing and then click OK. 22 To view whether this notebook has been associated with the new color, click the Travel the World tab to make this notebook active. The tab for the Personal notebook should now show as a closed notebook in the color chosen in step Right-click the Personal tab and then click Close This Notebook. Learn the Skill In this exercise, you will create a new notebook that will be saved to your SkyDrive account. Ensure you have a Windows Live ID before proceeding with this exercise. 1 Click File and click New. 2 In the Step 1 area, ensure Web is selected. 3 In the Step 2 area, type: NK Trip (replace NK with your initials) as the name of the notebook to be stored on SkyDrive. 4 In the Step 3 area, click Sign In. 5 Enter your Windows Live ID and password, and then click OK v1.00 CCI Learning Solutions Inc. 21

22 Lesson 1 Getting Started 6 Click Create Notebook. If you want to share the notebook with someone else (a primary reason for using SkyDrive to store the notebook), click a Link to send a message notifying someone else that the file is now available on SkyDrive. For instance, in the example we are using, Nicole has created a notebook that Nick Klassen can use whenever he is travelling to record items for Nicole to manage. She will therefore use this option to send him a link to the notebook file v1.00 CCI Learning Solutions Inc.

23 Getting Started Lesson 1 7 For the purpose of this courseware, click No, Thanks to return to the notebook. 8 Right-click the Trip notebook tab and then click Close This Notebook v1.00 CCI Learning Solutions Inc. 23

24 Lesson 1 Getting Started 1.5 Customizing a Notebook Once a notebook exists, you can set options to customize the way its pages are set up. For instance, you may want to set every notebook dealing with Tolano business to show the first section tab and page in green in order to quickly identify that the first page contains the contents of a work notebook. Another example could be to use a calendar graphic as background on the first section and page to indicate a schedule for any timesensitive projects. Changes to the page setup can be found in the Page Setup group of the View tab. Be careful when customizing the page setup that you do not have too many features, such as color or gridlines, displayed, as these can be distracting and make it difficult to read the notes on the page. This is especially true if you are sharing the notebook with others. Choosing the Page Size The default setting for the page size of a OneNote notebook is Auto, which means the size varies with the size of the screen. Notebooks are usually viewed on screen and, as such, no standard page size is required until you want to print hard copies. To change the page size, click the View tab and then click Paper Size in the Page Setup group. Choosing the View Paper size Print margins Save current page as a template Select the appropriate size from the drop-down list, change the orientation from portrait to landscape, or set a specific width or height for a custom paper size. Set the margins as required to fit the contents on the page for the paper size selected. Margins determine the amount of white space from the edge of the paper to where the content begins on the page. Set the changes made to the paper size and print margins to apply to future notebooks. By saving this as a template, you can select it from the list of templates when you create a new page from the Page Tabs area. You can change the view for a page at any time, as well as set a default view to use v1.00 CCI Learning Solutions Inc.

25 Getting Started Lesson 1 Normal View Full Page View Display the different areas to select items, as required. This is the default view. Display the page to the width and height of the screen, providing focus for the page contents. Dock to Desktop Dock or leave the OneNote window open on the Desktop. This option gives you the flexibility to work with other applications and insert or edit items for the notebook quickly by clicking in the page of the OneNote window, which is reduced in size to approximately one-quarter of the width of your screen. Choosing a Page Color When you create a new notebook, OneNote displays a new page for the current section with no default page color. This can be changed to a color of your preference or to meet a company standard. To change the page color, click the View tab and then click Page Color in the Page Setup group. Displaying Rule or Grid Lines Rule and grid lines provide a visual guide for where to insert notes or other items on the pages, or select the type of paper you want to use in the notebook. Rule lines are horizontal lines on the page, similar to ruled paper and useful when entering text notes. Grid lines are both horizontal and vertical and useful when inserting a variety of items. To add or remove rule or grid lines on individual pages, use one of the following methods: Click the View tab and in the Page Setup group, click the arrow for Rule Lines; or press + + to show or hide lines v1.00 CCI Learning Solutions Inc. 25

26 Lesson 1 Getting Started Setting the Page Title When a new page is created, the cursor appears in a rounded rectangular box that is the Page Title area. Enter the name for the page, which will appear in the Page Tabs area as well as the Navigation Bar if expanded. Remember that this is not the name of the section, which needs to be entered separately. To set the Page Title, click in the Page Title box and type the text for the title. As you enter the text, it will begin to appear in the Page Tabs area. Hiding the Page Title If at any time you want to hide the page title, click the View tab, and in the Page Setup group, click Hide Page Title. By using this feature you will actually be deleting it from the page and it is cannot be restored from the Notebook Recycle Bin. To reset the Page Title area, turn off the Hide Page Title feature. Learn the Skill In this exercise, you will begin working with a new page after setting some options for the page setup. 1 Click the View tab and then, in the Page Setup group, click Paper Size. 2 Click the arrow for Size and then click Letter v1.00 CCI Learning Solutions Inc.

27 Getting Started Lesson 1 3 Close the Paper Size task pane. Rules lines appear on every new page from the setting made earlier in the lesson. If you only want rule lines on specific pages, use this option to turn the lines on or off as required. Let s start by turning off the display for every new page. 4 Click File, click Options, and then click the Display category at the left. Click Create all new pages with rule lines to turn this off. Click OK to exit this window. 5 On the View tab, in the Page Setup group, click Rule Lines, and click None. Notice the horizontal rule lines no longer appear. 6 Click Rule Lines again and point at each of the Rule Line options to view the screen tip; then click one of your choice. 7 Click Rule Lines once more and, in the Grid Lines area, click Large Grid. You should notice that the page displays lines horizontally and vertically, setting a grid as a guide for placing items. 8 Click Rule Lines once more and click Standard Ruled. 9 In the Views group, click Full Page View. Notice that the page now displays in full width and the Navigation Bar and Page Tabs areas are hidden. 10 If necessary, click to open the View ribbon and, in the Views group, click Dock to Desktop v1.00 CCI Learning Solutions Inc. 27

28 Lesson 1 Getting Started This time you should notice that the OneNote window now appears at the right of the screen with the page in Full Screen View. You could start another application for other work and click in the OneNote window when required. 11 In the Views group, click Normal View. Now enter a title for the page. 12 Click in the Page Title box and type: Travel the World Trade Show. The text should appear at the top of the page as well as in the Page Tabs area and the Title bar. The color for this notebook was set previously to indicate that it is a work notebook. You will now set the front page to be the same color so that anyone viewing this notebook will recognize this as the table of contents page for a work notebook. 13 In the Page Setup group, click Page Color. 14 Click Apple as the color for this page (last color in the first row) v1.00 CCI Learning Solutions Inc.

29 Getting Started Lesson 1 15 Close OneNote. Lesson Summary In this lesson, you learned to set up OneNote to work with notebooks, including the following: identifying screen elements customizing the working environment customizing the page setup docking the notebook to the desktop creating a new OneNote notebook for local or shared use setting properties and quick access for the notebook v1.00 CCI Learning Solutions Inc. 29

30 Lesson 1 Getting Started Review Questions 1. What does the Quick Access Toolbar by default contain? 2. Why might you want to change the default font and size for a OneNote notebook? 3. When you set rule lines to appear in the Display options, what happens in the notebook? 4. Why use SkyDrive as the location to save the notebook instead of My Computer? 5. What does pinning a document to the Recently Closed Notebooks area in Backstage mean? 6. When might you change the Auto default paper size to another size? 7. What s the difference between Full Page View and Dock to Desktop? 8. What s the difference between rule lines and grid lines? 9. When you enter text for the page title, where else does the text appear, if at all? MMM Go online for Additional Review and Activities v1.00 CCI Learning Solutions Inc.

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