TABLE OF CONTENTS LECTURE 1: EXPLORING THE USER INTERFACE 6 LECTURE 2: TOOLBARS 8 LECTURE 3: CREATING A NOTEBOOK 10 LECTURE 4: NOTES PAGE BASICS 13

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2 TABLE OF CONTENTS LECTURE 1: EXPLORING THE USER INTERFACE 6 LECTURE 2: TOOLBARS 8 LECTURE 3: CREATING A NOTEBOOK 10 LECTURE 4: NOTES PAGE BASICS NAMING AND RENAMING SECTIONS NAMING AND RENAMING PAGES CHANGING AND DELETING DATE AND TIME ADDING AND DELETING SECTIONS ADDING AND DELETING PAGES AND SUBPAGES GROUPING AND UNGROUPING PAGES SELECTING PAGES 16 LECTURE 5: TAKING NOTES AND WORKING WITH NOTE CONTAINERS SHOWING AND HIDING NOTE CONTAINERS MOVING NOTE CONTAINERS RESIZING NOTE CONTAINERS MERGING AND SEPARATING NOTE CONTAINERS 18 LECTURE 6: (RE)ORGANIZING OUR NOTES REARRANGING PAGES REARRANGING SECTIONS REARRANGING NOTEBOOKS 20 LECTURE 7: SEARCHING NOTES 21 LECTURE 8: INSERTING PICTURES INSERTING A PICTURE MOVING A PICTURE RESIZING A PICTURE 24 LECTURE 9: SCREEN CLIPPING 25 LECTURE 10: SIDE NOTES 27 LECTURE 11: CONNECTION BETWEEN OUTLOOK AND ONENOTE SENDING INFORMATION FROM OUTLOOK TO OUR NOTES SENDING NOTES IN AN OUTLOOK MESSAGE 28 LECTURE 12: OUTLOOK APPOINTMENTS AND MEETING REQUESTS CREATING AN OUTLOOK APPOINTMENT CREATING AN OUTLOOK MEETING REQUEST INSERTING MEETING DETAILS FROM OUTLOOK CREATING LINKED NOTES FOR OUTLOOK MEETINGS 32 Partners in Learning 2

3 LECTURE 13: OUTLOOK TASKS AND CONTACTS CREATING AN OUTLOOK TASK CHANGING AN OUTLOOK TASK CREATING AN OUTLOOK CONTACT 34 LECTURE 14: ADDING NOTE TAGS ADDING AND REMOVING NOTE TAGS SEARCHING FOR TAGGED NOTES MODIFYING NOTE TAGS 37 LECTURE 15: PAGE TEMPLATES HOW TO APPLY A PAGE TEMPLATE? CUSTOMIZING A TEMPLATE 40 LECTURE 16: SHARED NOTEBOOKS CREATING A NEW SHARED NOTEBOOK SYNCHRONIZATION MANUAL SYNCHRONIZING SYNCHRONIZATION CONFLICTS SYNCHRONIZATION SETTINGS 46 LECTURE 17: LIVE SHARING SESSIONS START A LIVE SHARING SESSION PARTICIPATE IN A LIVE SHARING SESSION LEAVE A LIVE SHARING SESSION 49 LECTURE 18: CONNECTIONS WITH WORD AND POWERPOINT SENDING NOTES TO WORD INSERTING DOCUMENTS OR FILES INTO NOTES 50 LECTURE 19: WORKING WITH PRINTOUTS INSERTING A DOCUMENT OR FILE AS A PRINTOUT MOVING AND RESIZING A PRINTOUT COPYING TEXT FROM A PRINTOUT 54 LECTURE 20: UNFILED NOTES VIEWING NOTES IN THE UNFILED NOTES SECTION MOVING UNFILED NOTES PAGES TO ANOTHER SECTION 55 LECTURE 21: HYPERLINKS HYPERLINKS TO WEBSITES HYPERLINKS TO PAGES, SECTIONS AND NOTEBOOKS EXAMPLE: CREATING A TABLE OF CONTENTS CREATE INLINE DEFINITIONS 59 LECTURE 22: CREATING TABLES INSERTING A TABLE 61 Partners in Learning 3

4 2. SELECTING PARTS OF THE TABLE ADDING ROWS AND COLUMNS DELETING ROWS AND COLUMNS TABLE BORDERS COLUMN WIDTH FORMATTING TABLE 63 LECTURE 23: DRAWING TOOLS 65 LECTURE 24: CALCULATE WITH ONENOTE HOW TO USE A CALCULATOR? SUPPORTED ARITHMETIC OPERATORS SUPPORTED MATH AND TRIGONOMETRY FUNCTIONS 67 LECTURE 25: TEXT FORMATTING SELECTING TEXT FORMATTING TEXT CREATING LISTS AND USING OUTLINES ADDING OR DELETING SPACE ON A PAGE FULL PAGE VIEW SAVING NOTES 72 LECTURE 26: RECORDING AUDIO AND VIDEO NOTES HOW TO RECORD? PLAYING A RECORDING SHARING RECORDINGS WITH OTHERS RECORDING SETTINGS 76 LECTURE 27: PROTECT YOUR NOTES SETTING A PASWORD CHANGING THE PASSWORD REMOVING THE PASSWORD LOCK ALL PASSWORD-PROTECTED SECTIONS AT ONCE PASSWORD PROTECTION OPTIONS 79 LECTURE 28: PUBLISH NOTES AS PDF AND XPS INSTALL THE ADD-IN EXPORTING FILES VIEWING AND CHANGING FILES IN PDF AND XPS FORMATS 83 LECTURE 29: PRINTING YOUR NOTEBOOKS HOW TO PRINT IN ONE NOTE? PRINT PREVIEW AND PRINT SETTINGS PAGE SETUP 86 APPENDIX: KEYBOARD SHORTCUTS 87 GREAT ONENOTE RESOURCES 98 Partners in Learning 4

5 Welcome to the OneNote 2007 tutorial! ONE NOTE 2007 TUTORIAL Irrespective of whether you already use OneNote or you haven't even tried yet we believe that this tutorial will help you realize, how much OneNote can help you stay organized and always prepared for whatever you do! We also believe that, like many others, you will find OneNote indispensable once you start using it, no matter if you work alone or in a team. What exactly is OneNote? The simplest way to describe OneNote is to describe it as an electronic version of a paper notebook or a note folder where you can write down notes, questions, ideas, reminders, important dates and all kinds of other information. Staying organized saves our precious time. Instead of many hard to follow notebooks, class and meeting notes, post-it's with important dates and numbers you can now use only one program OneNote will satisfy all your needs regarding note-taking. OneNote offers a free-form canvas where you can type, write or draw notes in the form of text, images, diagrams, tables, lists and even handwriting. Your information appears in separated note containers, which can be easilly moved or merged. Unlike paper notes, OneNote lets you add, move and delete anything on any page or in any section. You can add more space if you need it and drag your notes to the new page or section or even into a different notebook. In this tutorial, we will explore Brazil. Making of the notebook will be presented step by step in the following lectures. Let's start and launch the program: - Start All programs Microsoft Office Microsoft Office OneNote If you're Windows Vista user, do this: Start start writing»onenote«into the Start Search box click Microsoft Office OneNote Partners in Learning 5

6 LECTURE 1: EXPLORING THE USER INTERFACE Office 2007 Suite has changed a lot compared to its previous versions. Word, PowerPoint, Excel, Outlook and Access 2007 now have a new working environment, consisting of the Ribbon, Office Button and Quick Access Toolbar. Programs offer a variety of new and improved features, including Live preview. In contrast to them, OneNote's appearance didn't change much. On the top of the window we can still find the menus and toolbars with different commands. However, OneNote 2007 has changed compared to its first edition. Before we start with the work, let's take a look at the workspace and user interface of OneNote. 1 Menu Bar with the menu commands. Clicking the heading on a menu bar displays menu commands. 2 Toolbars with commands. Toolbar buttons provide shortcuts to menu commands. 3 Search Box. Searching our notes is one of the main benefits of taking Partners in Learning 6

7 notes in OneNote. 4 Notes Page. We take and collect notes within a notebook here. a. Notebook title and section tabs. Access to each section in the current notebook. Notebook can contain an optional number of sections (which could also be called chapters). Each section can contain an optional number of pages and subpages. b. Page and subpage tabs. Access to each page in the current notebook section. We can expand or collapse page tabs. c. Page Title. The title of the current page. d. Note containers. Boxes that contain typed or handwritten notes, images, tables, graphics, and other objects. Note containers can be formatted, moved, resized and merged. 5 Navigation Bar. Quick access to notebooks on our computer and in shared locations. We can expand or collapse the Navigation Bar to show or hide the section structure of our notebooks, access the Unfiled Notes section and view a complete list of open notebooks (All Notebooks). 6 OneNote screen clipper and launcher. Placed in the notification area of the Windows taskbar. We can use it to open a new side note, start an audio recording or capture a screen clipping without first starting OneNote. We can also use it to open OneNote. Partners in Learning 7

8 LECTURE 2: TOOLBARS We've already mentioned that Word, PowerPoint and Excel 2007 now have a completely changed user interface toolbars as we know them, were completely removed from those programs. However, there are still 9 different toolbars available in OneNote. A toolbar can be docked to the top, bottom, or side of the screen, or it can float. Docked toolbars can be shown in one, two, or more rows. We can display or hide any toolbar in OneNote. To show or hide a toolbar: - On the View menu, point to Toolbars. - Click the toolbar to: o Select the check box next to the name of the toolbar if you want to display it. o Clear the check box next to the name of the toolbar if you want to hide it. You can also: - Right-click the menu bar or any toolbar and: o Click the name of the toolbar that you want to show. o Clear the check box next to the name of the toolbar that you want to hide. We can leave the toolbars as they are or move them to different parts of the screen. To move a toolbar: - Drag the move handle on a docked toolbar to the new location. Partners in Learning 8

9 - Drag the title bar on a floating toolbar to the new location. Moving a docked toolbar might affect the location and size of other toolbars on the same row. If you move the toolbar to the edge of the program window (to the top, bottom or side of the screen), it becomes a docked toolbar (it dockes automatically). If you move the toolbar away from the sides of the screen, it will float. When two or more toolbars are docked together on the same row, they may overlap. We can make one toolbar smaller to see more of the commands on the other toolbar. To resize a docked toolbar: - Drag the move handle. If a toolbar is on a row by itself, you can't resize it. We can also change the shape of a floating toolbar (or menu bar). The same buttons or menus remain on the toolbar when we change its shape. To reshape a floating toolbar: - Point to any edge of the toolbar. - When the pointer changes to a two-sided arrow, drag the edge of the toolbar to reshape it. Partners in Learning 9

10 LECTURE 3: CREATING A NOTEBOOK OneNote 2007 files are called notebooks. This is not a coincidence an electronic notebook in OneNote looks and functions a lot like your paper notebooks. Still, no paper notebook can compete with what an electronic notebook has to offer. The advantages of using OneNote are hard to explain in a sentence or two as you can see, this tutorial has numerous pages. We dare to say that if you follow along, you will just love all the great features in OneNote! But we have to start at the beginning. Now that we are familiar with the workspace, we can create our first notebook in OneNote. There are two ways of creating a notebook: 1. Click File point to New click Notebook. New Notebook Wizzard takes us through the process of creating a new notebook. Step 1 - Name the notebook (write the name in the Name box). - Optional: o Select the color of the notebook (select a color from the Color list). o Choose a template (select a template from the From Template list). If you have an idea on how to arrange your notebook, select Blank. Instead of a blank template you can choose from a variety of templates and use the advantage of ideas and advice that OneNote offers with each of them. - Click Next. Partners in Learning 10

11 Step 2 - Decide who will use the notebook that you are creating (Who will use this notebook?) We can use a notebook on one or on multiple computers, or we can share it with others. We will talk about shared notebooks later. We will select I will use it on this computer. - Click Next. Step 3 - Confirm the location of the notebook (Path). By default our notebooks are stored in the OneNote Notebooks folder in My Documents folder (Windows XP) or Documents folder (Windows Vista). If you prefer another location, click Browse and select it. - Click Create. Partners in Learning 11

12 The first page in the first section of the notebook BRAZIL opens. 2. Instead of the File menu we can use the toolbar commands. To create a new notebook: - Click the down arrow next to New in the toolbar and select Notebook. - Follow the procedure described above. Partners in Learning 12

13 LECTURE 4: NOTES PAGE BASICS Before we start editing our notebook we have to learn some basic stuff: adding and deleting parts of our notebooks, naming and renaming them, grouping and selecting them. Even though your paper notebooks didn't demand that kind of knowledge, you will see that after trying it once or twice, the notes page basics are a piece of cake for you! 1. NAMING AND RENAMING SECTIONS Let's name the first section of our notebook. There are two ways of naming a section: - Double-click the section's name to highlight it. Now type the name of the section. - Right-click the section's name, select Rename and type the name of the section. You can rename the section's name anytime by doing the same. 2. NAMING AND RENAMING PAGES There is a title area at the top of any notes page. We name the page by typing a title into the title area. If we leave the title area blank, the first line of the notes automatically becomes the title of the page. To rename the page, type a different title into the title area. 3. CHANGING AND DELETING DATE AND TIME Date and time automatically appear under the page title as we create a new notebook, section, page or subpage. We can change or delete one of them or both. To change the date: - Click the date and then click the calendar icon that appears. - Select the date you want to display on the page: o Select the month by clicking the left and right arrows. o Select the day by clicking the suitable number. o To choose the current date, click Today. The new date will permanently replace the old date of the page. Partners in Learning 13

14 To change the time: - Click the time and then click the clock icon that appears. - Select the time and click OK. To delete the date and/or time: - Click the date and/or time. - Press Delete or Backspace on the keyboard. 4. ADDING AND DELETING SECTIONS To create a new section: - On the File menu, point to New and click Section. OR - Click the arrow next to the New button in the toolbar and select Section. OR - Right-click an existing section tab and then click New Section on the shortcut menu. Type a new title in the selected section tab and press Enter. Partners in Learning 14

15 To delete a section: - Right-click the tab of the section you want to delete and select Delete on the shortcut menu. 5. ADDING AND DELETING PAGES AND SUBPAGES Creating a page or subpage: - To create a new page, click the New page button above the page tabs. OR - Right-click an existing page tab and then click New Page on the shortcut menu. A new page is created at the end of the current section, based on a default template. - To create a new subpage, click the arrow next to the New page button and select New Subpage. You can also create a new subpage by right-clicking a page tab and then selecting New Subpage on the shortcut menu. A new subpage immediately follows the current page and is grouped with it. Partners in Learning 15

16 Deleting a page or subpage: - Right-click its (sub)page tab and select Delete on a shortcut menu. OR - Double-click its (sub)page tab ( a blue border appears) and press Delete on the keyboard. 6. GROUPING AND UNGROUPING PAGES Section groups are useful for keeping related sections together. To group pages: - Click and drag the tab of the page that you want to be the primary page so that it appears first in the list of pages that you want to group. - Hold down Ctrl while clicking the tabs of the page tabs of the pages that you want to group. - Right-click the pages that you selected and select Group Pages. To ungroup pages: - Right-click the page tab or any of the subpage tabs and select Ungroup Pages. 7. SELECTING PAGES To select a page: - Click its page tab to go to that page, and then click the page tab again to select the page ( doubleclick the page tab). To select a page group: - Select the primary page in that group and then double-click its page tab. To select several pages that are not part of a group: - Hold down Ctrl or Shift while clicking the tabs of the pages that you want to select. Partners in Learning 16

17 LECTURE 5: TAKING NOTES AND WORKING WITH NOTE CONTAINERS We're all used to taking notes using pen and paper. However, we suggest you to start practicing touch typing now unless you use a tablet PC! We can take notes using a keyboard or a pen-input device. - If you are using a keyboard, click anywhere on the page where you want the notes to appear and start typing. - If you are using a Tablet PC and therefore have a pen-input device, click Pen on the Writing Tools toolbar and then handwrite your notes anywhere on the page. To switch back to typing, click the Type Text or Select Objects tool on the Writing Tools toolbar. The text appears in a note container. Note containers are boxes that can contain text, pictures, drawings, tables, audio and video clips, handwriting and screen clippings. They can also be changed: we can change their size, move them around on a page or merge their contents. 1. SHOWING AND HIDING NOTE CONTAINERS Note containers appear on a page whenever we move the pointer over them or when we click on a page and start typing. We can turn this option off: - On the Tools menu, click Options. - In the Category list, under Display: o Clear the Show note containers on pages check box if you want to turn note containers off. This affects only the display of the borders and context menus it doesn't hide the contents of the containers. o Select the Show note containers on pages check box if you want to turn note containers on. 2. MOVING NOTE CONTAINERS We can easily change the appearance of our pages if we rearrange the note containers. We can move a note container by: - Dragging the container to another location on the same page: o Click the top edge of the note container and drag it to the new location. Partners in Learning 17

18 By default, note containers and other items on a page snap to an invisible grid when they are moved around on the page. This makes it easier to line them up. To override this setting temporarily hold down Alt while you drag a note container. - Copying (cutting) and pasting the note container on a different page: o Press Ctrl + C to copy or Ctrl + X to cut the note container. o Press Ctrl + V to paste the note container on a page you want. 3. RESIZING NOTE CONTAINERS The size of a note container automatically changes as we add to our notes. We can manually resize a note container if necessary (for example, after changing the font size of text from large to small). To resize a note container: - Move the pointer over the note container that you want to resize. - Click the sizing handle at the top right of the note container and move the pointer to the left or right to adjust the note container's size. 4. MERGING AND SEPARATING NOTE CONTAINERS We can merge the contents of multiple note containers into one. If you merge the contents of two or more note containers, the formatting and moving of the contents is easier, for example. To merge two containers: - Move the pointer over the note container that you want to merge with another. - Hold down Shift, click the move handle of the first note container and drag it over any other note container on the same page. - When the contents of the note containers are merged, release the Shift key. We can separate the contents of a note container, too. You might want to do this to move a portion of the text to another location. To separate the contents of one container into two or more containers: - By a paragraph: move the pointer over the paragraph handle until the pointer becomes a fourheaded arrow, then drag the paragraph outside the note container. - To move more than one paragraph into a separate note container, select the paragraphs that you want to move, then move the pointer over one of the paragraph handles and drag the text outside the note container. Partners in Learning 18

19 Tip! OneNote automatically aligns text, pictures, and other objects as you place or move them on the page, by snapping them to an invisible grid. This option is called Snap To Grid. When the Snap to Grid option is enabled, you can temporarily override it to more precisely align certain items on the page by holding down the Alt key while moving note containers and other objects. The size of the invisible grid corresponds roughly to the Small Grid rule lines option in OneNote. To view your page with this option, on the Format menu, point to Rule Lines, and click Small Grid. If you want to place or move items anywhere on the page, you have to turn this option off: - On the Edit menu, click Snap To Grid. Partners in Learning 19

20 LECTURE 6: (RE)ORGANIZING OUR NOTES We can easily organize and rearrange pages, sections, and notebooks in OneNote. Can you imagine doing this in a paper notebook? Well, maybe, but not without tearing your notebook apart first and sticking the pages together again. If you like things nice and tidy, you will prefer electronic notebooks soon. 1. REARRANGING PAGES To arrange the pages in your notebook into a specific sequence, do this: - In the list of page tabs, click the tab that you want to move. - Drag the page tab up or down in the list until a small, black triangle appears. - When the triangle points to the position where you want to move the page tab to, release the mouse button. 2. REARRANGING SECTIONS If you want to arrange the sections in your notebook into a specific sequence: - In the list of section tabs, click the tab that you want to move. - Drag the section tab left or right until a small, black triangle appears. - When the triangle points to the position where you want to move the section tab to, release the mouse button. You can also rearrange sections in your notebook by expanding the Navigation Bar and then dragging sections to another position. A line indicates where the section will move. 3. REARRANGING NOTEBOOKS You can also rearrange notebooks in the Navigation Bar: - In the Navigation Bar, click the notebook that you want to move to a different position. To make rearranging easier, expand the Navigation Bar. - Drag the notebook icon up or down until a horizontal insertion point appears. - When the insertion point is at the position where you want to move the notebook to, release the mouse button. If you begin dragging a page tab or section tab or notebook and change your mind about changing its position, press Esc to cancel. If you finish dragging a page tab or section tab or notebook to a new position and then change your mind, press Ctrl+Z to undo the change. Partners in Learning 20

21 LECTURE 7: SEARCHING NOTES One of the most important advantages of using OneNote instead of paper notebooks is OneNote's searching capability. Instead of leafing through the notebook, you can now find whatever you want within seconds even in audio and video notes or pictures! How to search in OneNote? There is a search box next to the section tabs. - In the Search box, type the text that you want to find. - To change the search scope, click the Change Search Scope arrow next to the Search button: o To search in the current section, click This Section. o To search in all open sections, click This Section Group. o To search in all sections and pages in the current notebook, click This Notebook. o To search in all sections and pages in all of your notebooks, click All Notebooks. The selected search scope is automatically applied to all subsequent searches. Therefore, check the search scope before you begin your next search! - Click the Search button or press Enter. - If the text is found, the total number of pages appears in the toolbar area. o To move from one instance of the text to another, click the Previous Match or Next Match arrows. o o To review the list of pages that contain the text, click View List. The Page List task pane opens: To open a specific page that contains the text, click the title of the page. To sort the list of pages in a different way, click the option that you want in the Sort list by list. You can sort the list ascending or descending. To change the scope of the search, click the option that you want in the Search list. Partners in Learning 21

22 OneNote displays only one match per page. In the Note Search Results list, click any page to display additional occurrences that may be found on that page. - To end the search, click the red Exit Search and clear match highlighting button. OneNote even finds text in pictures! For example, this means that you can scan a business card, take a picture of a map, an add or a notice board, and they will be included in the next search if you insert them into your notes. Important! - If your notebook contains password-protected sections and you want to search for notes in those sections, you must enter the passwords for those sections before you begin your search. - To enable searching for spoken words in any audio and video (.wma and.wmv) files recorded in OneNote: o On the Tools menu, click Options, and in the Category list, click Audio and Video. o Select the Enable searching audio and video recordings for words check box. o Click OK. Partners in Learning 22

23 LECTURE 8: INSERTING PICTURES We can make our notebooks more interesting by inserting pictures, graphics, and clipart into our notes. Even better we can move the inserted pictures around, resize them, write over them and use them as a background. You certainly cannot do all of this in a paper notebook. Well - at least not without scissors, glue and tape. 1. INSERTING A PICTURE We can insert a picture from a file on our computer, a picture from a camera or scanner, or a picture from the internet. To insert a picture from a file on our computer: - On the Insert menu, point to Pictures, and click From Files. - In the Insert Picture dialog box, navigate to the location where the file is located, click to select the file, and then click Insert. If you want to insert a picture from a camera or scanner, click From Scanner or Camera. You can also drag a picture into OneNote: Partners in Learning 23

24 To insert a picture from the internet: - DRAG AND DROP: On a website, click and drag the picture to the page in your notebook. - COPY AND PASTE: On a website, right-click the picture that you want to insert into your notes, and select Copy. To paste the picture, right-click on a page of your notes and select Paste or press Ctrl+V. The source of the picture (the website's URL) automatically appears under the inserted picture. 2. MOVING A PICTURE If you want to move an inserted picture to another location, you have to select it first. To select a picture, move the pointer over it. A dashed blue border appears around the picture, and a blue cross-hair handle appears next to the picture. Click the border or the handle to select the picture. Now click and drag it to a new location on the same page. To move a picture to another page in your notes, copy and paste it. 3. RESIZING A PICTURE If you want to resize a picture that you have inserted into your notes, select it: move the pointer over it and click the dashed blue border that appears around the picture or the blue cross-hair handle next to the picture. Now click one of the corners of the picture and drag it until the picture's size suits you. Why doesn't clicking an inserted picture select the picture in OneNote? Unlike most other Office programs, clicking an inserted picture in OneNote does not select the picture. Why is that? You can annotate pictures that you have inserted into your notes by typing text over them. Therefore, when you click the picture, OneNote places an insertion point for typing text. Partners in Learning 24

25 LECTURE 9: SCREEN CLIPPING If you're new to OneNote, you probably never heard of screen clipping. So, what is it? We can use OneNote to take a picture (a screenshot) of all or part of our computer screen, and then insert it into our notes. These pictures, called screen clippings, let us quickly capture information that we don't need to edit. If you research or plan a lot, but also when shopping or comparing things, screen clippings can help you a lot! Screen clippings can range from a 25-pixel square to the entire screen. Anything within the selected area is included in the image and is automatically added both to our notes and to the Clipboard. We can easily paste additional copies of the image onto other pages in our notebook or into another program. If you want to insert a screen clipping into a certain page in OneNote: - Open the program that displays information that you want to capture. This can be a website in a web browser or any other program on your computer. - In OneNote, place the pointer on the page where you want to add the screen clipping. - On the Insert menu, click Screen Clipping. OR - Click the Clip button on the toolbar. OneNote is minimized and the last active window becomes visible, slightly dimmed. - Click and hold the mouse button, and then drag the pointer in any direction to make a selection over the screen area that you want to capture. - Release the mouse button. OneNote captures your selection as a picture and inserts it into your notes page. Partners in Learning 25

26 To create a screen clipping without first starting OneNote: - Right-click the OneNote icon in the notification area of the taskbar. - On the shortcut menu, click Create Screen Clipping. OR - Press Windows logo key+s. The window becomes slightly dimmed. - Drag the pointer in any direction to create a rectangular selection over the screen area that you want to capture. - When you release the mouse button, OneNote captures your selection as a picture and inserts it into a new, blank page in the Unfiled Notes section. You can move this page to any section in any of your open notebooks, or paste the screen clipping to an existing page in your notes. What if the notification area doesn't contain the OneNote icon? If the OneNote icon is not visible in the notification area: - On the Tools menu, click Options. - In the Category list, click Other, and select the Place OneNote icon in the notification area of the taskbar check box. - Click OK. Whenever you create a screen clipping, it is automatically copied to the Clipboard. This means that you can insert the picture into any other program: click Paste or press Ctrl+V wherever you want to insert the picture. Below the screen clipping, OneNote automatically displays date and time when the screen clipping was made. If we take a screen clipping of a website, OneNote even includes the URL. Screen clipping is a picture. This means that we can move it around or resize it, just like we did with pictures in the previous lecture. Partners in Learning 26

27 LECTURE 10: SIDE NOTES If you are mainly working in a different program but want to capture your thoughts or copy some information into OneNote, use a Side Note. What is a side note? You can use a side note instead of a post-it: for writing down a telephone number or an address while making a phone call, or to jot down an important task that has to be done. When you are reading a book, a project or an and want to write down some details, thoughts, questions, opinions. If you're doing research on a topic and want to gather information from the internet. To avoid a stack of papers and notes, use side notes: - Click the OneNote icon in the notification area of the Windows task bar. OR - Press Windows logo key+n while in any other program. This is a side note: You can also select and drag text or images into a Side Note from other programs. When you're done with note-taking, just close the side note your notes will be automatically stored as a page in the Unfiled Notes section. You can move the notes to a corresponding section later. We will talk about moving notes to a different section a little later. Partners in Learning 27

28 LECTURE 11: CONNECTION BETWEEN OUTLOOK AND ONENOTE If you're also using other programs from the Office 2007 Suite, you will be glad to hear that connections between them are very good. In the following lectures we will explore how to use OneNote in connection with Outlook, Word, PowerPoint and Excel. First, let's look at how we can work with Outlook. 1. SENDING INFORMATION FROM OUTLOOK TO OUR NOTES If you're using Outlook 2003 or 2007 and OneNote 2007 on the same computer, you can quickly copy the contents of any message in Outlook to a new page in OneNote. To do so: - In Outlook, in the Mail view, navigate to the folder that contains the message that you want to copy to OneNote. - Click the message to select it. If you want to copy multiple messages to OneNote, hold down the Ctrl key while selecting messages in any Outlook message folder. OneNote creates a separate page in the Unfiled Notes section for each message. - Do one of the following: o Right-click a message and click Send to OneNote. OR o On the Standard toolbar, click Send to OneNote button. o OR Open the message (= double-click it) and click Send to OneNote on the Ribbon in Outlook 2007, or on the toolbar in Outlook The selected message is copied to a new page in the Unfiled Notes section in OneNote. You can move this page to any new or existing section in any of your open notebooks. We will talk about this in one of the following lectures. If you want to change the location where notes sent from Outlook are stored: - On the Tools menu, click Options. - Change the settings under Outlook Integration. 2. SENDING NOTES IN AN OUTLOOK MESSAGE The connection also works in the opposite direction - you can send any notes page in an message. To do so: - Select the pages that you want to send. o To select more than one page, hold down the Ctrl key while clicking the other page tabs. o To select a page and its subpages, double-click the page tab of one of the pages in the page group. Partners in Learning 28

29 - On the File menu, click . OR - On the Standard toolbar, click . - In the new that opens, type the appropriate information in the recipients (To, Cc, Bcc) and Subject boxes. - If you want to include a message, type your message in the Introduction box. The selected notes are copied into the body of the message. A file is also attached to the message, so that even recipients who don't have OneNote installed can view the notes in a standard Web browser. - Click Send a Copy. To cancel sending notes, click on the Standard toolbar again. Although this feature works best with Outlook 2007, it will also work with most other Windows-based e- mail programs if they properly support the MAPI interface. Partners in Learning 29

30 LECTURE 12: OUTLOOK APPOINTMENTS AND MEETING REQUESTS Are you a meeting person? Do you make several appointments a day? You will be happy to hear, that we can create an Outlook appointment or schedule a meeting in OneNote - even when Outlook is closed. 1. CREATING AN OUTLOOK APPOINTMENT To create an Outlook appointment: - If you want to include a part of your notes in the body of the Outlook appointment, do this: o To include text, select the text. o To include the entire contents of a note container, place the pointer in the note container. - On the Tools menu, point to Create Outlook Item, and click Create Outlook Appointment. - In the Outlook Appointment window, enter the information you want, and then click Save and Close on the ribbon. Partners in Learning 30

31 The appointment will be added to the Outlook calendar the next time you open Outlook. 2. CREATING AN OUTLOOK MEETING REQUEST You can also schedule meetings while taking notes in OneNote. This means that you set up an appointment and then specify that the appointment is a meeting. To schedule a meeting in OneNote: - On the Tools menu, point to Create Outlook Item, and then click Create Outlook Appointment. - On the Appointment tab, do the following: o In the Subject box, type a description. o In the Location box, type the location of the meeting. o Enter the start and end times. - Click Invite Attendees. - Type a name or names in the To box and select any additional options that you want. - Click Send. To add meetings to your schedule and send meeting invitations, you must open Outlook. 3. INSERTING MEETING DETAILS FROM OUTLOOK You can insert the details of an Outlook meeting into your notes. - On the Insert menu, click Outlook Meeting Details. - To select a meeting, click the calendar icon and then select a specific date, or click the Previous Day or Next Day button to display a past or future meeting, and then click its time and subject in the list. Partners in Learning 31

32 - Click Insert Details. Meeting details can include the date and location of the meeting, a list of attendees, the subject matter, and the agenda items. Meeting details are placed into OneNote as text, therefore you can add to, change, or delete any part of the meeting details in OneNote without affecting the original meeting notice in your Outlook schedule. To view the appointments and meetings in Outlook, click Calendar in Outlook's navigation bar. 4. CREATING LINKED NOTES FOR OUTLOOK MEETINGS If you want to take notes about a meeting, you can create linked notes for Outlook meetings: - In Outlook, select a meeting that you want to take notes about. - Click the OneNote button with a chain link to create the linked notes. A new page appears in the Unfiled Notes section, which contains meeting details and the link to the Outlook item. You can alco create linked notes for Outlook contacts (if you want to take notes about a particular contact). Partners in Learning 32

33 LECTURE 13: OUTLOOK TASKS AND CONTACTS How many tasks do you have to do every day? How many new people do you meet? You don't need to use post-its to remember a task or a name anymore. You don't have to switch to another program for saving them. You can create Outlook tasks and contacts directly in OneNote! OneNote and Outlook synchronize as soon as you open Outlook. 1. CREATING AN OUTLOOK TASK To create an Outlook task in OneNote: - In any part of your notes, type a description for the task that you want to create. - On the Insert menu, point to Outlook Task, and click the due date for the new task. - You can also use the Standard toolbar: click the arrow next to the Task button and select the due date for the task you are creating. Partners in Learning 33

34 A task flag appears next to the description when the task has been created. It may appear dimmed until Outlook recognizes the new task and the task is synchronized between Outlook and OneNote. To view details about the task, move the pointer over the task icon until a tooltip appears. The task will be added to your Outlook Tasks list the next time you open Outlook. If your installation of Outlook is configured for multiple profiles, you must start Outlook before you can successfully create and save Outlook tasks in OneNote. 2. CHANGING AN OUTLOOK TASK We can change the created Outlook task directly in OneNote: - Right-click the Outlook task (the flag) that you want to change. - On the shortcut menu: o To change the start date for the task, click a new start date. o To remove the start date for the task, click No Date. o To mark the task as completed, click Mark Complete. o To delete the task, click Delete Outlook Task. o To change the task in Outlook, click Open Task in Outlook. 3. CREATING AN OUTLOOK CONTACT To create a new Outlook contact in OneNote: - If you want to include a portion of your notes in the body of the Outlook contact, do this: o To include text, select the text. o To include the entire contents of a note container, place the pointer in the note container. - On the Tools menu, point to Create Outlook Item, and then click Create Outlook Contact. - In the Outlook Contact window, enter the information you want. You can also enter some detailed information (Details), add a picture (Picture) or create a business card (Business Card). - Click Save & Close on the ribbon. Partners in Learning 34

35 The new contact will be added to your Contacts list the next time you open Outlook. To view the tasks and contacts in Outlook, click Tasks or Contacts in Outlook's navigation bar. You can also check for tasks, meetings and appointments in the To-Do Bar: Partners in Learning 35

36 LECTURE 14: ADDING NOTE TAGS We can use tags to mark and easily find important parts of our notes. OneNote provides several predefined note tags. We can create our own note tags as well and search for tagged items anytime. 1. ADDING AND REMOVING NOTE TAGS To add a note tag: - Place the pointer in the paragraph that you want to tag. - On the Insert menu, point to Tag, and choose a note tag from the list. OR - On the Standard toolbar, click the arrow next to the Tag button, and select the note tag from the list. You can also use shorcuts, like Ctrl+2 for Important (see the picture). If you're using note tags frequently, you can display the Tags Toolbar: - On the View menu, click Toolbars. By default, the toolbar appears on the left side of the screen. To remove a note tag: - To remove a note tag, right-click it on the page, and click Remove Tag on the shortcut menu. - To remove multiple note tags, place the pointer anywhere in the text containing the tags that you want to remove and press Ctrl+0 (zero). 2. SEARCHING FOR TAGGED NOTES After we've added tags to our notes, we can search notes for tagged items and group tagged items together according to tag name. Partners in Learning 36

37 To search for tagged notes: - On the Standard toolbar, click the arrow next to the Tag button, and click Show all Tagged Notes. You can also use the Insert Tag menu. - The summary of all tags in our notes appears in the Tags Summary pane. o To display the tagged text, click one of the items in the summary. o You can group tags by different criteria: Tag Name, Section, Title, Date and Note text (Group tags by). o You can change the Search scope if needed, and click Refresh Results. o To add a special page with all of the tagged notes, click Create Summary Page. The page will appear at the end of all pages in the current section. 3. MODIFYING NOTE TAGS We can modify the note tags or even create our own: - On the Insert menu, point to Tag and select Customize My Tags. The Customize My Tags pane opens. We can add, modify and remove note tags here. - To remove a note tag from the list, click to select it, then click Remove. Partners in Learning 37

38 - To modify a note tag, click to select it, then click Modify. - To create a new note tag, click Add. In the Modify Tag dialog box: o Select the Display name, the Symbol, the Font Color and/or the Highlight Color for the tag. o Click OK to add the note tag to the list. - To change the order of note tags, click the note tag to select it, then click the up or down arrow to move the note tag to a different place. Partners in Learning 38

39 LECTURE 15: PAGE TEMPLATES We can use templates to apply a uniform page layout and design to the pages in our notebooks. Page templates can enhance the appearance of our notes through consistent use of color, background images, and text formatting. They can also help us avoid retyping common information across pages. OneNote provides a wide range of page templates. We can use them as they are, change them, or create our own. 1. HOW TO APPLY A PAGE TEMPLATE? To apply a page template: - On the File menu, point to New, and click Page from Template. OR - On the Format menu, click Templates. - In the Templates task pane, under Add a page, click a category in the list, and then click the name of the template you want to use. You can choose between ACADEMIC, BLANK, BUSINESS or DECORATIVE templates or you can choose a PLANNER. OneNote creates a new page in the current section based on the selected template. Templates can only be applied to new pages that do not already contain notes. If you decide to use a template for notes you have already taken, create a new page from the template you want, and then copy your existing notes into it. - To apply recently used templates to a new page: o In the page tabs list, click the arrow next to the New Page button. Partners in Learning 39

40 o o Click the name of the template you want to apply. To create a new blank page, click Blank Template. 2. CUSTOMIZING A TEMPLATE We can change an existing template and then save it as a custom template: - On the Format menu, click Templates. - In the Templates task pane, Under Add a page, click a category, and then click the name of the template you want to modify. - On the File menu, click Page Setup, and then in the Page Setup task pane, change any options you want. - Change any content on the page so that it is the way it should appear whenever new pages are created based on your modified template. Likewise, delete any existing template content that you do not want to keep. - At the bottom of the Page Setup task pane, click Save current page as template. - In the Save As Template dialog box: o o Type a name in the Template Name box. To apply this template to every new page that you add to the current Partners in Learning 40

41 o section in your notebook, select the Set as default template for new pages in the current section check box. Click Save. We can also create a new template. If you formatted a page in your notebook and want to use it again later, save it as a template (see the procedure above). Templates that you customize or create are automatically added to the My Templates category in the Templates task pane. Partners in Learning 41

42 LECTURE 16: SHARED NOTEBOOKS Unlike other programs that "lock" files for editing by one person at a time, OneNote 2007 lets multiple users access a shared set of notes at the same time. It automatically synchronizes everyone's changes to the notebook, so that the notebook is always up-to-date. OneNote maintains a separate offline copy of the notes on each user's computer. That way, participants can edit the notes locally even when they are disconnected from the network. The next time they connect to the shared notebook, OneNote automatically merges their changes with the changes made by everyone else. 1. CREATING A NEW SHARED NOTEBOOK To create a new shared notebook: - On the File menu, point to New, and click Notebook. The New Notebook Wizard guides you through the steps for creating a shared notebook in a network location or on a file share on your computer. - Name your notebook: o In the Name box, enter a name for the shared notebook. o Optionally: Select a color for the notebook cover. In the From Template list, select a default template to be used for the pages in the shared notebook. o Click Next. - Under Who will use this notebook?: o Click Multiple people will share the notebook. Partners in Learning 42

43 o o Select: On a server if you and the people who will be using the shared notebook have permission to access and change the files on a network file share or server. In a shared folder on this computer to create a file share on your computer that others will be able to access. You need to be logged in as an Administrator on your computer in order to create a shared folder on your hard disk drive. If you frequently take your computer offline or travel with it, consider creating the shared notebook on a network file share. Click Next. - Choose a suitable location for your new shared notebook, for example: An internal or public file share on your company's or school's computer network. A shared folder on a computer on which you have administrator permissions. A document library on a Microsoft Windows SharePoint Services Web site. A high-storage-capacity USB drive. o o It's recommended that you do not use shared notebooks with any other file-sharing or foldersharing and synchronization technologies. In the Location box, verify the suggested location for the shared notebook. To compose an message that contains a link to the location of the shared notebook, select the Create an with a link to this notebook that I can send to other people check box. To send a link to the shared notebook after it is created, on the Share menu, click Send Shared Notebook Link to Others. o Click Create. Partners in Learning 43

44 OneNote creates a shared notebook on the location that you named. Depending on the options that you selected in the New Notebook Wizard, OneNote may display a dialog box and an additional Help topic to guide you through the steps to set the permissions for other users. 2. SYNCHRONIZATION OneNote periodically synchronizes the notebook on each user's computer with the notebook files that are stored in the shared location. OneNote must be running in order to synchronize shared notebooks. If your computer is connected to the shared location on the network, but OneNote is closed, shared notebooks will not be synchronized on your computer. When you have a shared notebook open in OneNote, a synchronization status icon on the Standard toolbar and over the notebook icon in the Navigation Bar indicates the current synchronization status for the shared notebook: - This icon means: OneNote is synchronizing changes. This icon is displayed whenever OneNote attempts to synchronize the changes that you made with those of other users who are editing the shared notebook at the same time. During synchronization, it is best not to disconnect from the network or to shut down your computer. - This icon means: OneNote has finished synchronizing changes. This icon is displayed when the changes that you made to the shared notebook have been synchronized with the notebook file in the shared location. When synchronization is successful, other users can see the latest version of your notes. - This icon means: OneNote could not fully synchronize changes. This icon is displayed when you are not connected to the location where the shared notebook is stored or if errors occurred during the most recent synchronization attempt. To view the reason for a failure, pause the pointer over the notebook name on the navigation bar, and wait for a ScreenTip to appear. If you are not connected to the shared location, you can still edit your local copy of the notebook on your computer. The changes that you make offline will be automatically synchronized the next time you connect to the shared location. 3. MANUAL SYNCHRONIZING You can synchronize a shared notebook manually if necessary (for example, after making a large amount of changes to the shared notebook and then getting ready to shut down your computer): - On the File menu, point to Sync, and select: o Sync this Notebook now to synchronize only the shared notebook that you are currently editing. o Sync All Notebooks Now to synchronize all shared notebooks listed on your Navigation Bar. Partners in Learning 44

45 4. SYNCHRONIZATION CONFLICTS If the users of the shared notebook attempt to change the same paragraph of notes at the same time (or if they did it while they were offline), or if you make changes while another user's changes are being synchronized, synchronization conflicts can arise. In this case, the notebook owner or other users have to resolve the synchronization conflicts manually. An error message appears on the yellow Information bar. You will also see an icon on the page that has the conflict. To resolve a shared notebook conflict: - Click the yellow Information bar at the top of your page to view a page that lists the conflicting changes (highlighted in red). - Incorporate the changes into the main page, if necessary. - When you finish incorporating any changes, delete the Conflicts page (right-click the page tab and select Delete on the shortcut menu). It is not necessary to resolve conflicts immediately. The pages that list the conflicts remain in the notebook section until you decide what action to take about the conflicts. Conflicts pages for a particular shared notebook are visible on each user's computer, so anyone who is using the shared notebook in question can resolve the conflict. Partners in Learning 45

46 5. SYNCHRONIZATION SETTINGS By default, automatic synchronization of shared notebooks is turned on. You can disable this setting (for example, if you don't want others to see the changes until you are finished editing them): - Open the shared notebook for which you want to disable the automatic synchronization between your computer and the shared notebook file. - On the File menu, point to Sync, and click Work Offline. When you work offline, OneNote no longer attempts to synchronize any notebook changes that you make on your computer, even if you exit and restart OneNote at a later time. No one else can see your changes to the notebooks until you turn the automatic notebook synchronization feature back on. To turn automatic notebook synchronization on: - Open the shared notebook for which you want to enable automatic synchronization between your computer and the shared notebook file. - On the File menu, point to Sync, and then click Notebook Sync Status. - In the Shared Notebook Synchronization dialog box, click Sync automatically whenever there are changes, and then click Sync Now. - Click Close when notebook synchronization is finished. Partners in Learning 46

47 LECTURE 17: LIVE SHARING SESSIONS If you often work with others in a team, OneNote is the perfect solution for you. Start a live sharing session to work with people who aren't in the same location as you or people who you need to share your ideas on a joint project! When our computer is connected to the Internet or a network, we can participate in a shared note-taking session with other OneNote users. This means that all participants can view and edit each other's notes in real time. After the session ends, every participant is left with a complete copy of the notes. As a OneNote user, you can either start a new live sharing session or join an existing session as a participant. 1. START A LIVE SHARING SESSION To start a live sharing session: - Open the notebook and the section that you want to share with others. You can share one or more sections of a notebook. - On the Share menu, point to Live Sharing Session, and click Start Sharing Current Section. The Start Live Session task pane opens. - If you initiate the shared note-taking session, you can set a password for the session, so that only participants who enter the password can join. To do so, type a password in the Session password box in the Start Live Session pane. - Click Start Live Sharing Session. - In the Warning dialog box, click OK. - In the Current Live Session task pane, set the options that you want. - Invite participants to a Live Sharing Session: Partners in Learning 47

48 o o o Select the settings: To allow participants in the Live Sharing Session to edit the pages that you share, select the Allow participants to edit check box. To allow participants in the Live Sharing Session to view but not change the pages that you share, clear the Allow participants to edit check box. Click Invite participants. An message is automatically created that contains the invitation to the session, the IP address of the session host's computer, and the password for the session, if one is needed. In the To box, type the addresses of the participants that you want to invite. Click Send. If you do not have Outlook installed on your computer, when you click Invite participants, a dialog box appears containing information about the shared note-taking session. You should send the participants the relevant information (such as the password or the IP address) by using a secure method of communication. The names of all of the participants are listed in the Current Live Session task pane. The changes that participants of the live sharing session make in the shared section are transmitted in real time, as though we are watching another person work on his or her own computer. Using a telephone or instant messaging can help to clarify which participants are adding comments or editing notes. You can help yourself with a pen tool that you use as a pointer: - On the Drawing Toolbar, select a Pen. OR - On the Tools menu, point to Pen Mode and select Use Pen as Pointer. Partners in Learning 48

49 2. PARTICIPATE IN A LIVE SHARING SESSION Instead of starting one, you can join an existing session. To join a live sharing session: - On the Share menu, point to Live Sharing Session, and then click Join Existing Session. - In the Live Sharing Session Address box in the Join Live Session task pane, type the IP address of the session host's computer. - If a password is required in order to join the session, in the Session Password box, type the password. - Click Join Session. 3. LEAVE A LIVE SHARING SESSION Participants can leave a shared note-taking session at any time. To leave a live sharing session: - In the Current Live Session task pane, click Leave Shared Session. Partners in Learning 49

50 LECTURE 18: CONNECTIONS WITH WORD AND POWERPOINT If you've been following our tutorial, you already know that the connection between OneNote and Outlook is excellent. What about the other Office programs? Likewise, OneNote is connected with Word and PowerPoint. We'll take a closer look at those connections in the next two lectures. 1. SENDING NOTES TO WORD OneNote is an excellent program for exploring things and gathering different kinds of information in one place. But once you've done with the research, you have to form a formal document: a report, a project, an essay. If this is the case, you'll like this feature very much: you can send your notes to Word with one click! To send a notes page to Word: - On the File menu, point to Send To and click Microsoft Office Word. The selected page opens as a Word document. You can finish with formatting here. 2. INSERTING DOCUMENTS OR FILES INTO NOTES We can store documents and other files directly in OneNote. If you would like to keep all the information about a subject in one place, you can either attach or link files to your notes or you can insert them as printouts. In this way, you can save time and stay organized. To attach a document or file: - On the Insert menu, click Files. Partners in Learning 50

51 - In the Choose a file or a set of files to insert dialog box, navigate to the location of the file that you want to insert, and then click to select it. To select multiple files, hold down the Ctrl key while selecting files. - Click Insert. A copy of the file is inserted on the current page and shown as an icon. To open and edit a document or file in its intended program, double-click the attachment icon. OneNote attaches a copy of the source document or file not a link to the source file. This means that if the source file is updated later, those changes will not appear in the copy you attached. The easiest way of inserting documents or files into our notes, is to drag them to a notes page. If you drag a document or a file (for example a Word document or a PowerPoint presentation) into OneNote, a dialog box Insert File Options opens. You can choose between three options: a. You can insert a link to the original file. This means that a link to the document is inserted into your notes. To open the document, you need to click on the link. In this way, you will always have the access to the latest version of the document. b. You can insert a copy of a file. A copy of the document is inserted as an icon. You can open it by double-clicking the icon. Any later changes of the original document will not appear in the copy you inserted. c. You can also insert a file as a printout. We'll cover printouts in the next lecture. Partners in Learning 51

52 LECTURE 19: WORKING WITH PRINTOUTS One of the new features in OneNote 2007 is the ability to "print" documents and files to the pages of our notebooks. Printouts are a full-color, searchable pictures of any file type that your computer can print. You can type, draw, or handwrite on top of the printout picture in OneNote. If, for example, you insert a report or lecture slides, you can type your thoughts or additional notes on top of the printouts and circle interesting areas using Drawing tools. 1. INSERTING A DOCUMENT OR FILE AS A PRINTOUT If you woudn't like to attach or link the files to the pages of your notebooks, you can insert a printout of the information by using the OneNote printer driver. Instead of actually printing the file onto paper, the printer driver sends the printout to our notebook electronically. To insert a printout: - On the Insert menu, click Files as Printouts. - In the Choose Document to Insert dialog box, navigate to the location of the file that you want to insert, and then click to select it. To select multiple files, hold down the Ctrl key while selecting the files. - Depending on the type of file you are inserting, OneNote will attempt to launch the source program for the file and then print its contents to the current notebook page. Another way of inserting a file as a printout, is to use the File Print command in another Windows program and select Send to OneNote 2007 as your virtual printer. You cannot insert a password-protected document - you must enter the correct password first. Partners in Learning 52

53 As we've already mentioned, a printout is a picture. This means that you cannot open and edit it. Instead of this, you can: move a printout to another location and resize it, copy text from the printout and paste it anywhere for editing, search for text inside the printout picture, and type or write over the printouts to annotate them with additional notes. 2. MOVING AND RESIZING A PRINTOUT By default, each page of an inserted document or file is placed in your notes as a separate picture. You can move the inserted printout pictures like any other pictures: - Select the picture by moving the pointer over it and then clicking the dashed blue border or the picture handle alongside the picture. - Click and drag the picture to a new location. You can also select the printout (click the dashed blue border or the picture handle alongside the picture) and resize it. Partners in Learning 53

54 3. COPYING TEXT FROM A PRINTOUT To copy the text from a printout and paste it elsewhere for editing: - Right-click the printout image and select: o Copy Text from this Page of the Printout to copy the text from only the currently selected printout picture. o Copy Text from All the Pages of the Printout to copy the text from all of the pages of an inserted printout picture. - Navigate to the page in your notebook (or to another program) where you want to paste the text, and paste it: o Right-click on a page and select Paste. o Press Ctrl+V. Partners in Learning 54

55 LECTURE 20: UNFILED NOTES The information copied from the Web browser and other programs, is stored in a special section called Unfiled Notes. The copied information can include text, pictures, screen clippings and side notes. 1. VIEWING NOTES IN THE UNFILED NOTES SECTION Pages automatically appear in the Unfiled Notes section whenever you use OneNote to create a screen clipping or a side note and whenever you use the Send to OneNote command in programs such as Internet Explorer and Outlook To view the notes that are in the Unfiled Notes section, on the Navigation Bar, click Unfiled Notes. 2. MOVING UNFILED NOTES PAGES TO ANOTHER SECTION You can leave notes and screen clippings in the Unfiled Notes section, but we recommend you move them into other more relevant notebook sections you will stay organized this way and it will help you find information quickly. To move a page from the Unfiled Notes section to another section: - On the Navigation Bar, click Unfiled Notes. - Right-click the page tab of the page you want to move, point to Move Page To on the shortcut menu, and select Another Section. - In the Move or Copy Pages dialog box, click the notebook section where you want to move the selected page to, and then click Move (or select any other options). Partners in Learning 55

56 You can also drag pages from the Unfiled Notes section into other notebook sections: - Expand the Navigation Bar to show the list of sections in your open notebooks, and then click Unfiled Notes. - Drag a page tab of any Unfiled Notes page over any section name on the Navigation Bar. When you release the mouse button, the page is moved to the new section. Partners in Learning 56

57 LECTURE 21: HYPERLINKS We can create two types of hyperlinks in OneNote: - Regular hyperlinks to the websites. - Hyperlinks to any part of our notes. 1. HYPERLINKS TO WEBSITES OneNote automatically creates a hyperlink whenever we type or paste an Internet address into our notes. To create a hyperlink: - On the Insert menu, click Hyperlink. - In the Hyperlink dialog box, specify the Internet address that the hyperlink should point to (Address), and then specifiy the Text to Display where the hyperlink appears in your notes. - Click OK. To edit (and also copy, select or remove) a hyperlink: - Right-click the hyperlink, and then click Edit Hyperlink on the shortcut menu. 2. HYPERLINKS TO PAGES, SECTIONS AND NOTEBOOKS We can also create hyperlinks that point to pages, sections, notebooks or even to a particular paragraph. You can, for example, create a table of contents or a list of frequently used pages and sections in your notebooks. a. Hyperlink to the page: We can add a hyperlink from a text selection to jump to another page in our notebook: - Right-click the tab of the page that the hyperlink should point to. Partners in Learning 57

58 - Click Copy Hyperlink to this Page on the shortcut menu. - Click the location on the page where you want to paste the hyperlink. - On the Edit menu, click Paste, or press Ctrl+V. Clicking a hyperlink displays the page. b. Hyperlink to the section: We can add a hyperlink from a text selection to jump to a different section in our notebook: - Right-click the tab of the section that the hyperlink should point to. - Click Copy Hyperlink to this Section on the shortcut menu. - Click the location on the page where you want to paste the hyperlink. - On the Edit menu, click Paste, or press Ctrl+V. Clicking a hyperlink displays the section. c. Hyperlink to the paragraph: If you want to link to specific notes on a page: - Right-click the first line of text of the paragraph that you want to link to. - Click Copy Hyperlink to this Paragraph on the shortcut menu. - Click the location on the page where you want to paste the hyperlink. - On the Edit menu, click Paste, or press Ctrl+V. Clicking a hyperlink displays the paragraph. The hyperlinks are pasted to the Clipboard. This means that we can even paste the links outside OneNote, for example, send the link to others in an ! If the notes are in a shared notebook, they can click it to jump to our notes. 3. EXAMPLE: CREATING A TABLE OF CONTENTS Let's create a table of contents: - You can create a table of contents in a new section or you can add a new page to an existent section: o Create the section in which you want to create a table of contents. o Create a new page in the current section. - In the list of section tabs, drag the Table of Contents section tab to the top position so that it appears first in the list. Do the same with the page tab, if necessary. - Type Table of Contents in the title area. Partners in Learning 58

59 - If you are creating a table of contents with hyperlinks to individual pages, do the following: o Right-click the first page tab under the Table of Contents page, and then click Copy Hyperlink to this Page on the shortcut menu. o On the toolbar, click the Back button to return to the Table of Contents page. o On the Table of Contents page, place the cursor where you want the hyperlink to appear, and then press Ctrl+V. OneNote pastes the name of the page as a hyperlink, which navigates to the page when clicked. Repeat the steps for the subsequent pages in the list of page tabs, until your Table of Contents page contains hyperlinks to all of the pages in the current section. - If you are creating a table of content with hyperlinks to individual sections, do the following: o Right-click the first section tab next to the Table of Contents section, and then click Copy Hyperlink to this Section on the shortcut menu. o On the toolbar, click the Back button to return to the Table of Contents section. o On the Table of Contents page, place the cursor where you want the hyperlink to appear, and then press Ctrl+V. OneNote pastes the name of the section as a hyperlink, which navigates to the section when clicked. Repeat the steps for the subsequent sections, until your Table of Contents contains hyperlinks to all of the sections in the current notebook. Example 4. CREATE INLINE DEFINITIONS We can also select words or phrases and link them to another page. This is useful if we want to explain a word or a phrase, mentioned in our notes, in detail on a separate page. To create the linked page: Partners in Learning 59

60 - Right-click the selected word or phrase, and then click Create Linked Page. A page with that title will be created at the end of the current section and the selected word or phrase will be linked to it. Later, you can add or import detailed notes about the keyword or phrase from which it is linked. In the same way we can create linked pages from handwritten text. However, the handwritten word or phrase will be automatically converted to typed text when the linked page is created. If you move pages and sections in the current notebook, OneNote automatically updates any hyperlinks to pages and sections that you have previously created! Partners in Learning 60

61 LECTURE 22: CREATING TABLES To organize the information in our notes, we can easily create tables. 1. INSERTING A TABLE There are several ways of inserting a table. We can use the keyboard, the Table menu or the toolbar button. We can even draw a table with the help of the drawing tools. Using the keyboard: - Type the contents of the first cell of the table that you want to create. - Press Tab. OneNote automatically creates a table. - Type the contents of the next cell and press Tab this creates columns. - To move to the next row, press Enter this creates rows. Using the Table menu: - Click the location where you want to insert a table. - On the Table menu, click Insert Table. - In the Insert Table dialog box, enter the number of columns and rows, then click OK. You can also insert a table by using the Standard toolbar: - Click the location where you want to insert a table. - Click Insert Table, and then drag the pointer down and to the right to specify the number of rows and columns that you want. 2. SELECTING PARTS OF THE TABLE If we want to modify the table, we have to select it first. To select an entire table: - Click the top edge of the note container if it contains only the table. Partners in Learning 61

62 OR - Drag the pointer over the entire table. OR - Click in any cell of the table and then, on the Table menu, click Select Table. To select a part of the table using your mouse: - Drag the pointer over the parts of the table that you want to select. - To select a column, move the pointer over the column that you want to select. Click, when the pointer becomes a black arrow. - To select a row, move the pointer before a row that you want to select. Click the blue cross-hair handle that appears in front of the row. To select the part of the table using the Table menu: - To select a column, click in any cell of the column and then, on the Table menu, click Select Column. - To select a row, click in any cell of the row, and then, on the Table menu, click Select Row. - To select a cell, click any cell, and then, on the Table menu, click Select Cell. 3. ADDING ROWS AND COLUMNS To add a row or a column to your table, use the Table menu: Partners in Learning 62

63 - ROWS: Click in the cell above or below where you want the new row to appear. o Click Insert Rows Above to create a new row above the current table cell. o Click Insert Rows Below to create a new row below the current table cell. To quickly add more than one row, first select the same number of rows you want to create. Then click Insert Rows Above or Insert Rows Below. - COLUMNS: Click in a cell to the left or right of where you want the new column to appear. o Click Insert Columns To The Left to create a new column to the left of the current table cell. o Click Insert Columns To The Right to create a new column to the right of the current table cell. To quickly add more than one column, first select the same number of columns you want to create. Then click Insert Columns To The Left or Insert Columns To The Right. 4. DELETING ROWS AND COLUMNS To delete an entire table: - Click in any cell of the table you want to delete, and then, on the Table menu, click Delete Table. To delete a row or a column of a table, use the Table menu: - Select the row or rows that you want to delete, and click Delete Rows. - Select the column or columns that you want to delete, and click Delete Columns. 5. TABLE BORDERS We can hide the table borders if we want to, and show them again anytime. To show or hide table borders, click in any cell in the table and then, on the Table menu, select or deselect Show Borders. 6. COLUMN WIDTH To change the width of the columns: - Move the pointer to the border of a column. - When the pointer becomes a two-sided arrow, click and drag the border left or right. 7. FORMATTING TABLE We can format the text in the table in the same way as any other text in our notebooks: - Select the text that you want to format and use the commands in the Formatting toolbar. Partners in Learning 63

64 - Change the font, the font size, the font color or the alignment. Partners in Learning 64

65 LECTURE 23: DRAWING TOOLS Sometimes we have to insert a diagram into our notes or we want to annotate pictures, PowerPoint slides and so on. You might even create a photoalbum with your comments. We can do this very easily with the help of drawing tools. By default, the Drawing Tools toolbar is docked below the application window. If the drawing toolbar isn't displayed on the screen: - On the View menu, click Drawing Toolbar. - You can also use the toolbar button: While writting and selecting text, the Type Text or Select Objects command is on. If we want to draw objects, we can choose from a wide variety of options in the Drawing toolbar. We can draw: - lines, - arrows, - shapes or - systems of coordinates. We can define what kind of Pen we want to use. We can choose between: o different Felt Tip Pens and o Highlighters. We can also select the Line Color and the Line Thickness. Partners in Learning 65

66 To edit the drawings: - Click the line, arow or side of the shape that you to want to edit. - Change the size of the drawing, the color or thickness or move the drawing to another place. To rotate drawings, use Rotate command. To duplicate a shape, use Duplicate shapes command. While this command is on, you can create the same shapes with only one click. If you want to select one or more shapes at once, Lasso Select can help you. To erase drawings, use Eraser. The Stroke eraser removes an entire line, shape or stroke of ink with a single click or tap. Partners in Learning 66

67 LECTURE 24: CALCULATE WITH ONENOTE If you're not very good at mental arithmetic, you'll love this feature: we can quickly calculate numbers and mathematical functions while taking notes in OneNote. During a meeting, conference, or class you can write down various figures, and OneNote can instantly calculate the results for you. 1. HOW TO USE A CALCULATOR? How do we use this calculator? It's very easy: - Place the cursor where you want the result of a calculation to appear. - Type out the mathematical expression that you want to calculate. o Do not use spaces in the expression. Type the numbers, operators, and functions as one single, continuous string of text. o It's good to know that function codes are not case-sensitive. - Immediately after the expression, type an equals sign (=). - Press: o Spacebar to calculate and place the answer after the equals sign. o Enter to create a new line after the answer. If you want only the final figure to appear in your notes, you can delete the expression that precedes it. 2. SUPPORTED ARITHMETIC OPERATORS You can use the following arithmetic operators in your calculations: Arithmetic operator Meaning Example + (plus sign) Addition 3+3 (minus sign) Subtraction Negation * (asterisk) Multiplication 3*3 / (forward slash) Division 3/3 % (percent sign) Percent 20% ^ (caret) Exponentiation 3^2 3. SUPPORTED MATH AND TRIGONOMETRY FUNCTIONS You can use the following math and trigonometry functions in your calculations: Function Description Syntax ABS Returns the absolute value of a number ABS(number) ACOS Returns the arccosine of a number ACOS(number) ASIN Returns the arcsine of a number ASIN(number) ATAN Returns the arctangent of a number ATAN (number) COS Returns the cosine of a number COS(number) Partners in Learning 67

68 DEG Converts an angle (in radians) to degrees DEG(angle) LN Returns the natural logarithm of a number LN(number) LOG Returns the natural logarithm of a number LOG(number) LOG2 Returns the base-2 logarithm of a number LOG2(number) LOG10 Returns the base-10 logarithm of a number LOG10(number) PMT Calculates a loan payment based on a constant interest rate, a constant number of payments, and the present value of the total amount PMT(rate;nper;pv) RAD Converts an angle (in degrees) to radians RAD(angle) SIN Returns the sine of the given angle SIN(angle) SQRT Returns a positive square root SQRT(number) TAN Returns the tangent of a number TAN(number) REMEMBER: do not use spaces! Partners in Learning 68

69 LECTURE 25: TEXT FORMATTING We can of course format the text written in OneNote. If you are a master of formatting text in Word or other similar programs, you will find it very easy to do in OneNote, too. We can either use the Format menu (Format - Font) or the commands on the Formatting toolbar. 1. SELECTING TEXT First, we have to select the text that we want to format. Therefore, let's take a look at the ways of selecting text. There are different ways of selecting text and they are similar to those used in other programs for text editing, for example Word: - To select one word, double-click it. - To select a paragraph, triple-click anywhere in it. Some ways of selecting text particularly apply to OneNote: - To select the contents of the note container, click the top edge of the note container. - To select a paragraph, move the pointer over the paragraph handle. When the pointer becomes a four-headed arrow, click. 2. FORMATTING TEXT The default settings for fonts in OneNote are the following: the font is Calibri, size 17 for the title and 11 for other text. Font color is black. If you want to change the default settings: - On the Tools menu, click Options. - Under Editing, change the font, the font size and the font color. - Click OK. To change the font (do one of the following): - On the Formatting toolbar, type or click a font in the Font box. Partners in Learning 69

70 - In the Font task pane, select a font from the list. - Press Ctrl+Shift+F (use up and down arrows to choose a font, and press Enter to apply it). To change the font size: - On the Formatting toolbar, type or click a font size in the Font size box. - In the Font task pane, select a font size from the list. - Press Ctrl+Shift+P. To change the font color: - On the Formatting toolbar, click the arrow next to Font Color, and select the font color. - In the Font task pane, select a font from the list. To apply formatting to text: - On the Formatting toolbar: o Click Bold or press Ctrl+B. o Click Italic or press Ctrl+I. o Click Underlined or press Ctrl+U. - In the Font task pane, select one or more formatting effects. To apply highlighting to the text: - On the Formatting toolbar: o Click Highlight. To choose a highlight color, click the arrow next to the Highlight button, and click the color you want. o To remove the highlighting, click the arrow next to the Highlight button, and then click None. 3. CREATING LISTS AND USING OUTLINES We can also create lists in OneNote. To create a bulleted or numbered list: - On the Formatting toolbar, click Bullets or Numbering. - Type the text you want for the first item in the list, and then press Enter. - A new bullet or number for the next list item is created automatically. Partners in Learning 70

71 - To end the list: o Press Enter twice. o Press Backspace to delete the last bullet or number in the list. To automatically begin a list: - Type * (asterisk), and press Spacebar or Tab to create a bulleted list. - Type 1., and press Spacebar or Tab to create a numbered list. We can organize up to five levels of information, and it starts to assign a hierarchical structure to your notes as soon as you indent one paragraph under another. - To move the text to a lower level: o Place the pointer anywhere in the paragraph and click Increase Indent Position on the Formatting toolbar. o OR Select the paragraph (move the pointer over the paragraph and click the paragraph handle) and press Tab on the keyboard. - To move the text to a higher level: o Place the pointer anywhere in the paragraph and click Decrease Indent Position on the Formatting toolbar. o OR Select the paragraph and press Shift+Tab. You can use outlines, even if you don't use lists! 4. ADDING OR DELETING SPACE ON A PAGE If you need additional space on a page or if you want to remove blank space from the page, do the following: - On the Insert menu, click Extra writting space. OR - Click Insert or Remove Extra Writing Space on the Writing Tools toolbar. - On the page, click where you want to insert (or remove) more space, and drag the pointer in the direction indicated by the arrow to add as much space as you want (or to remove it). Partners in Learning 71

72 This is, undoubtedly, one of the great advantages of an electronic notebook compared to a paper notebook! If you want to add more space to the bottom of a page, click Scroll Down by Half Page on the vertical scroll bar. 5. FULL PAGE VIEW If you need a lot of space for your notes, the Full Page View can help you: - On the View menu, click Full Page View. - You can also click the Full Page View icon on the menu bar or press F11. To return to the normal view, click the same button on the top left corner of the page or press F SAVING NOTES If you were asking yourself about saving a notebook, here's the great news: OneNote AUTOMATICALLY SAVES our notes every thirty seconds, so there is no need to save them manually, even when you finish them. Despite this, you can save a notebook anytime by pressing Ctrl+S. If you want to save a copy of a section of your notes to a different location, on the File menu, click Save As. Partners in Learning 72

73 LECTURE 26: RECORDING AUDIO AND VIDEO NOTES We can record audio and video clips as we take notes in OneNote. Audio and video recordings that we make in OneNote are directly linked to any notes we take when the recording is made. Whenever we play back the recording, OneNote shows us the accompanying notes. This lets you later search your notes for keywords or specific text that is associated with a particular recording. 1. HOW TO RECORD? To record audio, you need a microphone. Most laptops and Tablet PCs already have a built-in microphone. To record video, you need a digital camera, such as a webcam. If you are in the middle of an important meeting or class, if you're interviewing someone or want to record a phone call (and have a permission for recording!): - Click the location on the page where you want to place the recording. - On the Insert menu, click Audio Recording or Video Recording. OR - On the Standard toolbar, click the arrow next to the Record button, and select Record Audio Only or Record Video. Audio and Video Recording toolbar appears on the page and the recording starts. To finish the recording, click Stop on the toolbar. The recording has the same name as the page, on which it is placed. Under the recording icon, OneNote automatically displays the date and time of the recording. Partners in Learning 73

74 The toolbar shows the length of the recording. To move forward or backward, click the left or the right arrow. You can start an audio recording, even if OneNote is not running: - Right-click the OneNote icon in the notification area of the Windows taskbar, and select Start Recording Audio. If you record audio, OneNote records the sound clip as a.wma file. If you record video, audio and video are combined in a.wmv file. To record audio or video clips in OneNote, Microsoft DirectX 9.0a or later and Microsoft Windows Media Player 9 or later are required. 2. PLAYING A RECORDING To play a recording: - Open the page that contains the audio or video recording that you want to play. - To play the recording, do one the following: o Double-click the recording icon. OR o Click the Play icon on the Audio and Video Recording toolbar. o OR Move the pointer over the time of the recording and click the icon that appears next to the line. To stop or pause the playback, click Stop or Pause on the Audio and Video Recording toolbar. The recording is linked to the notes that you take while recording. A small Partners in Learning 74

75 audio/video icon will appear next to notes associated with a recording. Clicking the icon takes you to the corresponding time in the recording. If you want to listen without following along in your notes, click the See Playback button on the Audio and Video Recording toolbar to deactivate it. To play back only the audio portion of a video recording, click Hide Video Window on the Audio and Video Recording toolbar. 3. SHARING RECORDINGS WITH OTHERS You can share the audio and video recordings that you make with other people: you can send them an e- mail or publish the page with the recording in a shared location. a. Sending audio and video files in an message: - On the Tools menu, click Options. o In the Category list in the Options dialog box, click Sending . o Select the Attach embedded files to the message as separate files option. o Click OK. - Click the tab of the page that contains the audio or video files that you want to send. - On the File menu, point to Send To, and then click Mail Recipient (as Attachment). - The opens, with the following attachments: Partners in Learning 75

76 o o o.wma or.wmv file (audio or video file)..one file this file can be opened by recipients, who have OneNote installed on their computers..mht file this file can be opened by recipients, who don't have OneNote installed on their computers. They can view the notes page as a website. - Enter addresses of the recipients and write a message if you want to. - Click Send. b. Publishing pages that contain audio and video files To publish pages that contain audio and video files: - Open the page that you want to publish. - On the File menu, click Save As. - In the Save As dialog box, navigate to the shared location where you want to publish the.one file and the.wma or.wmv files. - In the Save as type box, click OneNote Sections. - Click Save. 4. RECORDING SETTINGS If you want to change the default audio and video settings: Partners in Learning 76

77 - On the Tools menu, click Options. - In the Category list in the Options dialog box, click Audio and Video. - Select the options you want. o To verify that your camera, microphone, or speakers are working correctly, click Tuning Wizard. Partners in Learning 77

78 LECTURE 27: PROTECT YOUR NOTES If your notes contain personal data and similar information, you may not want to share them with others. If this is the case, protect your notes with passwords! W E RECO MM END YOU TO U SE STR O NG PASSW ORD S THA T C ON TAIN UPPER C ASE AND LO WERCASE LE T TER S, NUMBER S, AND SYMBO L S. YOUR PASS WORDS SHOULD HA VE AT LEA ST 8 CHARACTER S. IT IS VERY I MPOR TA NT TO R EME MB ER T HE PA SS WO R DS, SO STORE T HE M IN A S AVE LO CA TI ON, AWAY FROM T HE FI LE S TH AT Y OU ARE PROTEC T ING. 1. SETTING A PASWORD To password-protect a section of your notebook: - Click the tab of the section you want to protect. - On the File menu, click Password Protect this Section. - In the Password Protection task pane, click Set Password. - In the Password Protection dialog box, type the password in the Enter Password box. - Confirm the password by typing it in the Confirm Password box. - Click OK. Passwords are case-sensitive. Therefore, make sure that the Caps Lock key is turned off when you enter your password. It is very important that you remember your password. If you forget it, Microsoft cannot retrieve it! 2. CHANGING THE PASSWORD You can easily change the password for any section in your notebook: - Click the tab of the section whose password you want to change. - On the File menu, click Password Protect This Section. - In the Password Protection pane, click Change Password. - In the Change Password dialog box, type the current password in the Old Password box. Partners in Learning 78

79 - Type the new password that you want in the Enter New Password box. - Confirm the password by typing it in the Confirm Password box. - Click OK. 3. REMOVING THE PASSWORD To remove the password: - Click the tab of the section whose password you want to remove. - On the File menu, click Password Protect This Section. - In the Password Protection pane, click Remove Password. - In the Remove Password dialog box, type the current password. - Click OK. 4. LOCK ALL PASSWORD-PROTECTED SECTIONS AT ONCE You can lock all password-protected sections in your notebook simultaneously: - On the File menu, click Password Protect This Section. - In the Password Protection task pane, click Lock All or press Ctrl+Alt+L. 5. PASSWORD PROTECTION OPTIONS If you want to change the password protection options: - On the Tools menu, click Options. - In the Category list, click Passwords. o To lock notebook sections after a specified amount of time, select the Lock passwordprotected sections after I have not worked in them for the following amount of time check box, and specify the amount of time that you want. o To lock notebook sections immediately after you're done working in them (as soon as you navigate away from them or when you close OneNote), select the Lock password-protected sections as soon as I navigate away from them check box. Partners in Learning 79

80 o To make notes in password-protected sections temporarily available to other applications, select the Enable add-on applications to access password-protected sections when they are unlocked check box. Important! Password-protected sections are not included in notebook searches. You must unlock them before you begin searching your notes. Note flags used on the pages within a protected section are not included in the note flag summary unless the sections are first unlocked. Password-protected sections cannot be accessed by others during a live sharing session, even if the section is unlocked during the session. To include a protected section in a live sharing session, you must first remove the section's password protection and then start or join the live sharing session. You cannot apply passwords to audio and video recordings, because they are stored as separate files in your notebook. Partners in Learning 80

81 LECTURE 28: PUBLISH NOTES AS PDF AND XPS You can save your notes in formats like PDF or XPS if you want to distribute them to people who do not have OneNote or post them on a Web page. The 2007 Microsoft Office system offers a free add-in to save or export files in a PDF or XPS format. PDF and XPS formats are intended for saving your files in a fixed-layout format that is easy to share and print and hard to modify. To save or export a file to PDF or XPS, you must first install the Save as PDF or XPS add-in. To do so: - Go to the Microsoft Save as PDF or XPS Add-in for 2007 Microsoft Office programs website. This download allows you to export and save to the PDF and XPS formats in eight Office 2007 programs. It also allows you to send attachments in the PDF and XPS formats in a subset of these programs. 1. INSTALL THE ADD-IN To install the add-in, follow the procedure below: - On a website, click Continue. This download is available to you if you are running genuine Microsoft Office. Clicking the Continue button begins a short validation process. Once validated, you will be returned to the page with specific instructions for obtaining the download. - Click on the information toolbar and select Install ActiveX Control. This information toolbar appears only if the validation hasnt'b been performed yet. Source: - In the dialog box, click Install. Partners in Learning 81

82 - Click Download. - Click Run or Save and wait for the program to load. If you choose Run, the program will be saved on your computer and is going to run automatically after the setup. If you choose Save, you will have to launch the program manually. - Click Run. - Accept the licence terms and click Continue. Partners in Learning 82

83 - The installation is hereby complete. On the File menu, you can now find a new command: Publish as PDF or XPS. 2. EXPORTING FILES After you install the Save as PDF or XPS add-in, you can export your files to PDF or XPS: - You can publish one or more pages or a whole section. - On the File menu, click Publish as PDF or XPS. - In the File Name list, type or select a name for the file. - In the Save as type list, click PDF or XPS. - Next to Page Range, click the option that represents the portion of the notebook that you want to save as PDF or XPS. - Click Publish. 3. VIEWING AND CHANGING FILES IN PDF AND XPS FORMATS To view a PDF file, you must have a PDF reader installed on your computer (for example Acrobat Reader). To view a file in XPS format, you need a viewer. You or the recipient of your file can download a free viewer here. If you're Windows Vista user, this viewer is already installed by default. After you save a file as PDF or XPS, you cannot make changes directly to the file. You must change the original file in the program in which you created it and save the file as PDF or XPS again. Partners in Learning 83

84 LECTURE 29: PRINTING YOUR NOTEBOOKS You might want to print the pages of your notebook, too. In OneNote, we can print a single page, a page group or a section. 1. HOW TO PRINT IN ONE NOTE? You can print a page of notes by: - clicking Print on the File menu, - clicking Print on the Standard toolbar, - pressing Ctrl+P. In the Print dialog box: - Under Page Range: o Click All to print all pages. o To print single pages, click Pages, and then in the Pages box, type noncontiguous page numbers with commas between them. o For example, to print pages 1, 3, and 6, type 1,3,6. To print a range of pages, click Pages, and then in the Pages box, type a range of page numbers with a hyphen between the starting and ending numbers in the range. For example, to print pages 4, 5, 6, 7, and 8, type 4-8. You can calso combine instructions for printing noncontiguous pages and ranges of pages, for example, to print pages 2, 4, 5, 6, and 8, type 2,4-6,8. - To print more than one copy at a time: o In the Number of copies box, enter the number of copies that you want to print. o To print a complete copy of your notes before the first page of the next copy is printed, select the Collate check box. If you prefer to print all copies of the first page, and then print all copies of subsequent pages, clear this check box. o Click Print. To print a selection of pages, you can also do this: - Select the pages that you want to print: Partners in Learning 84

85 o To select contiguous pages (for example, pages 5, 6, 7, and 8), click the page tab of the starting page, and then hold down the Shift key and click the page tab of the ending page. o To select noncontiguous pages (for example, 2, 4, 8, and 10), hold down the Ctrl key and click the tab of each page that you want to print. - On the File menu, click Print. - In the Print dialog box, verify that Selection is selected under Page Range, and then click Print. 2. PRINT PREVIEW AND PRINT SETTINGS If you want to preview a page before printing and/or change the printing options: - On the File menu, click Print Preview. OR - Click Print Preview on the Standard toolbar. - In the Print Preview and Settings dialog box, select the options that you want : o Under Print range, select the appropriate option: Current Page to print only the current page, Page Group to print all the pages in the page group, Current Section to print the whole section. o Under Paper size, specify the paper size. o To shrink the content to make it fit the width of the specified paper size, select the Scale content to paper width check box. o Under Orientation: Click Portrait if you want the page to be longer than it is wide. Click Landscape if you want the page to be wider than it is long. o To print text at the bottom of each page, in the Footer box, select the appropriate option. Click None if you don't want to print a footer. o To use page numbering from your notebook, clear the Start page numbering at 1 check box. Partners in Learning 85

86 You can preview how the printed pages will look like, by clicking the Next Page or the Previous Page arrow. To print the selected page range, click Print. 3. PAGE SETUP We can set additional options for the appearance and dimensions of the printed notebook pages by clicking Page Setup on the File menu (you can set those options even if you don't want to print). In the Page Setup task pane, select the options: - Under Paper size select the Size, Orientation, Width and Height. - Under Print margins specify the margins: Top, Bottom, Left and Right. - Select the Rule lines: Line style and Line color. Note that rule lines don't print! - Select the Page color. Note that page color doesn't print! - Under Page title, clear the Show page title option if you want to hide the page title. Note that page title frame doesn't print even if the page title is shown! Partners in Learning 86