Microsoft Office OneNote 2007

Transcription

1 Microsoft Office OneNote 2007 Microsoft Office OneNote 2007 is a digital notebook that provides a flexible way to gather and organize your notes and information, powerful search capabilities so you can find what you re looking for quickly, and easy-to-use shared notebooks for teams to work together effectively. Gather Your Notes and Information in One Place Be more prepared and make better decisions by keeping your important information at your fingertips. Store all your notes and information in one location. Gather typed notes, Web research, your pictures, digital handwritten notes, your audio and video recordings, and information from other programs all in one place. Help protect intellectual property. Office OneNote 2007 automatically saves and creates backups of your notebooks, so you don t have to worry about losing your notes and important information stored in Office OneNote Capture and capitalize on the details and dynamics of meetings. A living repository of meeting notes taken in Office OneNote 2007 helps teams refer to and take advantage of group knowledge and brainstorming sessions, and always be aware of takeaways and next steps. Rely on more accurate, complete information. Catch all the details of meetings and phone calls (with consent) by synchronizing typed or handwritten notes with audio and video recordings. Synchronize mobile devices with OneNote. Stay productive while away from your computer: View notes and information from Office OneNote 2007 on your Microsoft Windows Mobile powered device. Capture information on your Smartphone or Pocket PC (including voice recordings and pictures) and easily transfer it to Office OneNote Gather almost any type of information in Office OneNote 2007 including text, audio, video, graphics, and more. Link information in Office OneNote 2007 to business systems.

2 Help reduce data-entry errors, eliminate wasted time, and make valuable information available by linking Office OneNote 2007 to your company s customer relationship management (CRM) and other business systems. A full export application programming interface (API) enables a smooth transfer. Share information between Office OneNote 2007 and other Microsoft Office system programs. Copy, paste, or print information from and into other Microsoft Office system programs including Microsoft Office Word, Microsoft Office PowerPoint, and Microsoft Office Outlook. Use Office OneNote 2007 drawing tools and tables to annotate and format information as you see fit. Organize information flexibly. A new navigation pane with drag-and-drop functionality makes it easy to arrange and rearrange notes. By adding hyperlinks to other pages in your notebook, you can quickly find content relevant to the task at hand. Office OneNote 2007 and Office Outlook 2007: better together. Two-way synchronization between Office OneNote 2007 and Office Outlook 2007 means that tasks created in Office OneNote 2007 are kept up to date in your Outlook task list. You can also link notes and other information to specific Outlook contacts or meetings to help you better prepare for meetings and recall information more easily. Know what s important. Drag-and-drop functionality helps you organize your notebooks quickly. Highlight important ideas or actions in your notes with note flags. Note flags can be customized to indicate level of priority or type of idea or task, and can even be sent to Outlook task lists. Find What You re Looking For Quickly Find what you need quickly to get better results faster and drive more value from your information. Find what you need. Use improved search features with optical character recognition (OCR) to search for information where you couldn t before, including text in scanned documents and pictures. You can also search for spoken words in audio recordings. Office OneNote 2007 continually indexes your information, giving you quick access to the information that helps you make better decisions.

3 Shared notebooks stored on Microsoft Office SharePoint Server 2007 sites make information easily available so that you can avoid duplicate work and brief new teams or people on projects more easily. Send fewer messages, reduce the number of meetings, and keep everyone better informed. Note flags help you mark and categorize information to easily return to it later. Work Together More Effectively Individuals and teams can share information and work together more effectively using Office OneNote 2007, and can even access their content while offline. Work together with the same information. Using shared notebooks, teams can work in the same notebook at the same time, or at different times from different locations. Office OneNote 2007 manages changes made to the same notebook so that there s no need to check in or check out or upload changes. Users can easily set up notebooks no IT help is required. Use them to keep your team on the same page literally. Create a team knowledge base. Shared and personal notebooks make it easy to work with others and stay organized. Work together in real time. Virtual teams can work together in real time by sharing the same page of notes. Multiple people can be writing on the same page of notes at the same time whether in the same room or located remotely. Only Office OneNote 2007 and an Internet connection is required you don t even need a server.

4 Manage personal and group information more easily. With multiple notebooks, you can designate which are personal and which ones you want to share with others. Store notebooks locally or on a file server, simplifying backup and adding information in shared notebooks to your organization s knowledge base. Share information easily. Send your notes in with a click of a button to Office OneNote 2007 users and nonusers alike (Office Outlook 2007 or Outlook 2003 is required for this functionality). You can also easily send your notes to a Word document or publish to the Web. For More Information Contact SystemSource: billc@systemsource.us Share only what you want. Retain control of your information by designating which parts of your notebook you want to share and which parts you want to keep private. Password protection helps ensure that only specified users have access to your notes. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. The example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred Microsoft Corporation. All rights reserved. Microsoft, MSN, the Office logo, OneNote, Outlook, PowerPoint, SharePoint, and Windows Mobile are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are property of their respective owners.

5 Using Microsoft OneNote Created by Salvatore DeGennaro Using Microsoft OneNote Microsoft OneNote is an application designed to create instructional documents by incorporating drawing and screen capture capabilities into a powerful word processing environment. OneNote also facilitates the exporting of documents to multiple file types. Folders and Tabs Layout OneNote has a substantially different look than the other applications of MS Office suite. OneNote organizes files in a folder and tab based layout. This layout gives OneNote the ability to effectively organize a large amount of instructional materials or class notes. When utilized on tablet PCs with touch screens OneNote facilitates hand written documents which can then be exported to word documents. At the top of the workspace, below the menus and toolbars, you will see a listing of tabs named miscellaneous, Research, Projects, etc You can right-click on any of these tabs and re-name the tabs, delete them, or create new ones. You can then create a new document under any tab. The new document will be stored under that tab and individual documents can be opened by clicking of the numbered tabs that appear on the right side of the workspace as documents are created. Folder Tabs Document Tabs Font and Pens OneNote contains a diverse set of tools that offer far more formatting and drawing capabilities than does MS Word. All of the standard tools are available on the formatting toolbar for font type, size, alignment options, color and highlighting options, etc However, OneNote also offers a variety of pen and marker tools that facilitate free-hand drawing and writing. Click on the pen icon sub menu to view these options. 1

6 Using Microsoft OneNote Created by Salvatore DeGennaro Pens and Highlighters Screen Clipping Another very useful tool that OneNote provides is a screen capture tool which allows you to capture any region of your computer screen and copy that region as an image into the OneNote document. To use screen capture go to the Insert menu and select Screen Clipping. This will automatically minimize OneNote and allow you to capture from your screen. If you wish to capture clippings from another application leave that application up while you choose screen clipping in OneNote. This will allow you to clip from the application when OneNote automatically minimizes during screen clipping. Screen Clipping Tool 2

7 Using Microsoft OneNote Created by Salvatore DeGennaro Audio Capture You can easily capture audio from a microphone or file and insert it into your OneNote document. To do this, go to the Tools menu and choose Audio and Video Recording and on the sub-menu you will see Record Audio Only. This will open the Audio and Video Recording toolbar. Audio recording will start automatically, but you can click the stop button on the toolbar and go into the Audio and Video Settings option. This will allow you to select what source to record audio from and you can also adjust the quality settings for recording. You can find these features under Tools-Options. When the Options panel opens select the Audio and video option. Audio and Video Settings Flagging Objects There is a variety of options within OneNote to flag objects. These options can be found under Format-Note Flags. These icons will insert into your OneNote document where your curser is placed. You can insert a To Do flag which can be checked off when completed. You can flag for importance, and can insert a question mark. The Remember for later and Definition options will highlight the line of text in which your curser is placed. 3

8 Using Microsoft OneNote Created by Salvatore DeGennaro Gridlines There are different gridline views that you can utilize on your document in OneNote. To find these options go to the View menu and choose Rule Lines. This will give you a selection of rule lines, like those on a standard notebook, to choose from. These rule lines can be useful for placing objects or utilizing the free-hand pen tools. 4

9 Using Microsoft OneNote Created by Salvatore DeGennaro Sending Documents to Word OneNote documents can be exported to MS word and even hand-written items created while using a Tablet PC will be turned to text in the Word document. To export a document to Word go to the File menu and choose Send To-Microsoft Office Word. 5

10 OneNote Basics Table of Contents Introduction to OneNote... 2 OneNote s Organization... 3 Creating a Notebook... 4 Creating a New Page... 6 Creating a New Section... 7 Reorganizing Your Notes... 8 Taking Unfiled Notes Taking Notes Making More Space for Notes Adding More Space at the Bottom of the Page Hyperlinking Notes Creating a Hyperlink Creating Linked Pages Inserting Documents Attaching Files Sending my OneNote Data to Word Publish a OneNote Page to PDF Searching OneNote Copying Text from a Picture Gathering Info from the Web and Computer Applications Sending Information to OneNote Inserting a Screen Clipping from the Web Inserting a Screen Clipping on the Current Page Gathering Notes Outside of OneNote Creating a Side Note Ink Notes Drawing Tips Handwriting Tips Writing Tools OneNote Basics User Guide 1

11 Introduction to OneNote OneNote is an idea processor, a notebook, and an information organizer. OneNote helps you: Make sure you don't lose important information Organize scraps of information Gather and refer back to notes from lectures Collect research from the Web or other sources and annotate it Keep track of what you need to do next and not miss anything Capture ideas and gather information You can capture class notes, brainstorming notes, ideas and thoughts, diagrams, and so on using the keyboard, pen, or the recording capabilities in OneNote. You can gather clippings from the Web, , and other resources for your and classes. Keep things organized OneNote uses the familiar concept of notebooks divided into sections with pages. All your information stays in one place. It is easy to organize it and then search and find it again. Be prepared Having all this information at your fingertips keeps you prepared for writing assignments. OneNote is fully customizable so you can adapt it to your work style. OneNote Basics User Guide 2

12 OneNote s Organization OneNote is a place for gathering, organizing, searching, and sharing notes, clippings, thoughts, reference materials, and other information. All your notes will be visible here organized by notebooks, sections, and pages. Notebooks: Start with one or two. Sections in the current notebook: Sections let you organize notes by activities, topics, or people in your life. Start with a few in each notebook. Pages in the current section: Create as many note pages in each section as you want. OneNote Basics User Guide 3

13 Step Action 1 Click File > New. 2 Select the Notebook option. 3 Enter the Name of the new notebook. 4 Click the Next > button. Creating a Notebook OneNote Basics User Guide 4

14 5 Select I will use it on this computer. 6 Click the Next > button. 7 Confirm the notebook s location. 8 Click the Create button. OneNote Basics User Guide 5

15 Creating a New Page Step Action 1 Click File > New. 2 Select the Page option. 3 A new Page displays. 4 Enter the Page Title in the Title Box. OneNote Basics User Guide 6

16 Creating a New Section Step Action 1 Click File > New. 2 Select the Section option. 3 A new Section tab displays. 4 Enter the Section Title in the Section tab. 5 Press the Enter key. Note: To change the Section Title, you can right-click and select Rename. Type the new name, and press Enter. Note: If you accumulate too many notebooks with too many sections inside each notebook, you can use Section Groups (File > New > Section Group) to nest a multi-level hierarchy of sections within one notebook. OneNote Basics User Guide 7

17 Reorganizing Your Notes You can drag and drop pages, sections, and notebooks to quickly reorganize notes. If you find yourself creating a lot of pages for a topic, try dragging them into a new section If you find yourself creating many sections in one notebook, try putting some of them into a separate notebook Make navigation between notes more convenient by creating several notebooks at the top level, rather than putting everything inside one notebook Note: When you need to reorganize your notes, you may find it convenient to expand the Navigation Bar: Reorder section tabs to bring frequently used sections close together. Or you can drag sections to a different notebook. OneNote Basics User Guide 8

18 Reorder page tabs or drag a page into another section Reorder notebooks on the Navigation Bar (on the left-hand side) You can expand the Navigation Bar when you want to reorganize many items at once. You can then drag the items within the navigation pane. Note: Press ESC if you want to cancel dragging an item. Note: You cannot drag page content to other pages, but you can still cut and paste items where you want them. OneNote Basics User Guide 9

19 Taking Unfiled Notes When you don't have time to think about where your notes should go, you can use the Unfiled Notes section. Step Action 1 Click Windows logo key + N to immediately launch OneNote and creates a new page in the Unfiled Notes section. 2 Click the button at the bottom of the Navigation Bar to jump to it later. Note: It's okay if this section gets big. You can drag the pages to other sections later, or just use search to find them in this section. OneNote Basics User Guide 10

20 Taking Notes You can take notes from top to bottom like in a word processor, or you can use the whole page to arrange things as they make sense to you. Just click and type anywhere on the page!! When you take notes all over the page, they end up in separate note containers that you can move around. You can move the note containers as desired. Click and drag the note containers using the handle at the top of each container. Press SHIFT while dragging if you want to merge the containers. Fun Fact: Don't worry about saving your data, because OneNote saves all your notes automatically! Note: You can modify text the same way you would in Microsoft Word. Use the toolbar at the top of the OneNote application to Bold, Italicize, change font and font size, created numbered and bulleted lists, etc. OneNote Basics User Guide 11

21 Making More Space for Notes Expand the OneNote page to full screen if you need more space for taking your notes. Step Action 1 Click the Full Page View icon or press F11. 2 The menu bar, navigation bar, section tabs, and page tabs disappear. Adding More Space at the Bottom of the Page Step Action 1 Click the button right below the vertical scrollbar. Result: The page displays more space for note-taking. OneNote Basics User Guide 12

22 Hyperlinking Notes In addition to creating regular hyperlinks that point to the Web, you can create hyperlinks to any part of your notes (a notebook, a section, a page, or even a specific paragraph). Use such OneNote hyperlinks to create: A table of contents A favorites list A definition or reference link OneNote Basics User Guide 13

23 Creating a Hyperlink Step Action 1 Right-click the tab or note you wish to link to. 2 Click Copy Hyperlink to this Page 3 Click Paste to place the link where you want it to appear Result: The hyperlink displays. Creating Linked Pages Step Action 1 High-light any word or phrase on the note page. 2 Right-click it, and select Create Linked Page Result: A page with that title will be created at the end of the current section and OneNote Basics User Guide 14

24 the selected word or phrase will be linked to it. OneNote Basics User Guide 15

25 Inserting Documents You can insert full-color, searchable printouts of any file type that your computer can print, including PowerPoint slides. You can then type, draw, or write on top of the printout picture. There are two ways to insert a document: Step Action 1 Place your cursor where you would like to insert a file printout. 2 Click Insert > Files as Printouts in OneNote. 3 Select the file you wish to Insert. 4 Click the Insert button. OR 1 Click File > Print command in another program and 2 Select Send to OneNote 2007 as your virtual printer. 3 Click the OK button. Tip: You can search for text inside the file printout picture just like you can search regular notes as well as images, audio, and video. Tip: Your annotations are not stored in (or synchronized with) the original file. OneNote Basics User Guide 16

26 Attaching Files You can store documents and other files directly on a OneNote page, which comes in very handy if you are trying to keep project files and project notes all in one place. Step Action 1 Drag and drop any file from Windows Explorer onto a page in OneNote. Result: An icon for the file displays on the note page. OR 1 Click Insert > Files on the OneNote Menu. 2 Select the file you wish to Insert. 3 Click the Insert button. Result: An icon for the file displays on the note page. Remember: You can open and edit an attached file by double-clicking its file icon!! OneNote Basics User Guide 17

27 Sending my OneNote Data to Word OneNote is great for gathering your thoughts before you are ready to create a final or formal document. Collect your ideas and flesh out your thoughts by using the flexible and unrestricted page layout in OneNote. When you are ready to put the finishing touches on the final document: Step Action 1 Click File > Send To > Microsoft Office Word (Office Word 2003 or 2007 required). Result: The OneNote page is automatically transferred to a new Word document. OneNote Basics User Guide 18

28 Publish a OneNote Page to PDF You can save your notes in formats like PDF of XPS, for distributing to people who do not have OneNote or posting your notes on a Web page. You can publish selected page(s) or a whole section. Note: You can save as a PDF or XPS file only after you install an add-in. For more information, see Install and use a PDF or XPS add-in. Step Action 1 Click File > Publish as PDF or XPS. 2 Select PDF or XPS Document from the Save as type menu. 3 Click the Publish button. Result: A new PDF or XPS is created. OneNote Basics User Guide 19

29 Searching OneNote OneNote can find keywords in typed text, handwritten notes, printouts of documents, audio, video, and even text inside pictures. This lets you search for any information in your notebook. Step Action 1 Enter a search term in the search box in the top right side of the OneNote window. 2 Press the Enter key or click the Search button. Result: The search results display in yellow. Note: You can also press CTRL + F to jump to the search box. Note: When the search results appear, you can view each search result individually, or click View List to see a complete list of the pages that contain your search term. Tip: Click the red X button when you want to clear the yellow highlighting. Tip: If you get poor results when searching for audio and video, you may be searching for a sound that occurs in too many words. Here are some workarounds that might help you: Longer words Try to recall one of the longer words mentioned in the recording. You will get best results with words of three or more syllables. More words If you can only think of short words, try to recall an exact phrase that may have been mentioned. Spell out the sound of unusual words If you are looking for an acronym or an unusually spelled word, spell out how it is pronounced OneNote Basics User Guide 20

30 Copying Text from a Picture You can also copy text from a picture. Step Action 1 Right-click each picture. 2 Select Copy Text from Picture. Note: If the Copy Text from Picture command is not available, right-click the image and click Make Text in Image Searchable. 3 Paste the text next to the picture. OneNote Basics User Guide 21

31 Gathering Info from the Web and Computer Applications You can capture screenshots of what you see on the Web or in other applications for your notes. Copy and paste information from the Web so you: Will not lose this information even if the Web sites disappear or change Can organize the pages the way you want Can make your own notes on the pages you keep. Sending Information to OneNote You can send some or all of the information on a Web page to OneNote with just the click of a button. Step Action 1 Highlight the information you would like to send to OneNote. 2 Click the Send to OneNote button in Internet Explorer. Result: These notes will appear in the Unfiled Notes section. Note: If you do a lot of research on different topics, you can control where the notes you captured will appear in OneNote by clicking Tools > Options > Send to OneNote. OneNote Basics User Guide 22

32 Inserting a Screen Clipping from the Web Step 1 Action Press the Window Logo key + S while in any program or browser. 2 Select an area of your screen. Result: A separate OneNote window will open showing the Unfiled Notes section where the screen clipping is inserted. Inserting a Screen Clipping on the Current Page Step Action 1 Switch to the OneNote window where you wish to insert the clipping. 2 Place the cursor where you want the clipping. 3 Click Insert > Screen Clipping or click the Clip button on the toolbar. Note: You can customize options for screen clippings by right-clicking the OneNote icon in the Windows taskbar. OneNote Basics User Guide 23

33 Gathering Notes Outside of OneNote You can use the Side Note feature when you are working in a different program but want to capture your thoughts or copy some information into OneNote. You can select and drag text or images into a Side Note from other programs. Side Notes are great for: Collecting information while browsing the Web Making quick notes thoughts while reading a document Copying reference data into OneNote while looking through presentation slides Creating a Side Note Step 1 Action Press Windows logo key + N while in any program, OR or click the OneNote icon in the Windows taskbar. 2 Highlight the text and images you want to save. 3 Drag the highlighted area into the Side Note. OneNote Basics User Guide 24

34 Remember: Side Notes are added as pages to the Unfiled Notes section at the bottom of the notebook Navigation Bar. OneNote Basics User Guide 25

35 Ink Notes If you are using a Tablet PC, you can draw or handwrite your notes. Drawing Tips Drawn shapes are created as ink strokes, so you can easily erase any part of them, select them with the Lasso Select tool, change their color, and so on. You can use drawing tools to make simple diagrams and annotations over pictures. Many of the tools on the Drawing Toolbar are the same as those on the Writing Toolbar. To display the drawing tools, click View > Drawing Toolbar. Tool Function Lines and Arrows: Click these icons to draw lines and arrows on the page. Shapes: Click the shape you wish to draw on the page. 2 Dimensions: Click to draw the X and Y axes of a chart. Rotate: Click to rotate your shapes. Duplicates: You can draw the same shape over and over without switching to Type/Selection mode. You can even create a shape with one click in this mode. OneNote Basics User Guide 26

36 Handwriting Tips o o o o Write numbers and bullets before your paragraphs for better paragraph break detection. Write straight lines for better text recognition. Scratch-out to quickly erase ink while you are writing. The Lasso Select tool is the easiest way to select and move ink. Writing Tools Use the Writing Tools to fine-tune your writing as needed. You can turn the Writing Tools toolbar on and off in View > Toolbars > Writing Tools. Tool Function Pen: Click the drop-down arrow to select one of pens. Also check out the available highlighter pens. Ink color: Click the drop-down arrow to select your ink color. Line Thickness: Click the drop-down arrow to select your line thickness. Lasso Select: Select ink strokes and handwriting or other objects by circling them. When you are manipulating drawn shapes or handwriting, use the Lasso Select tool to select just the part of the ink strokes that you care about. Tip: Hold ALT when you move or manipulate shapes if you don't want them to snap to the invisible page grid or to each other. Eraser: Click the drop-down arrow to BLANK. Typing/selection: Click this button to type text, or to use your Tablet PC pen as a regular mouse (for example, to move note containers or click hyperlinks). Delete Insert more space: Shift everything below the cursor up or down, or sideways if you are on the right or left edges of the page. Rule lines: Turn them on and off. Note: To select the style of rule lines, click Format > Rule Lines. Convert handwriting to text OneNote Basics User Guide 27