Q U I C K R E F E R E N C E G U I D E MICROSOFT OneNote 2013 Microsoft OneNote 2013 is the perfect place to gather and organize your ideas, thoughts, lists, plans, timelines, and references into one file. It acts as a notebook system that holds any type of information including text, graphics, audio and video. It provides an easy way to document, save and share information across the BJC network - making you more productive on the job. ONENOTE STRUCTURE A Notebook is divided into Sections. Each section can have one or more Pages. These pages by default have no size limits and contain no structure. Text can be entered anywhere on the page by just clicking where you want the text and start typing. OneNote places all text within a Note Container. These containers can be moved around anywhere on the page. And the page can be any size. All text is placed in a Note Container FILE TAB Called the Backstage View, is used to manage your multiple notebook files. QUICK ACCESS TOOLBAR This customizable toolbar can display your favorite commands for quick use. SECTION TABS Divides your notebook into named sections that contain multiple pages. PAGE TITLE Important to the organization of the notebook page titles appear as a list on the right. SEARCH BAR Searches for keywords within all page elements (including audio and video). For More Information visit our website: scroll down and click on Microsoft Help. Each Microsoft product is represented as a tab. These tabs contain the manuals and class files used in the BILD Office 2013 classes. The Resources Tab contains a list of other TECH TALK handouts addressing various Microsoft topics and other technical information. TABS/RIBBON Displays commands you need to fill, save and share the pages of your notebook. NOTEBOOK PANE Displays all the notebooks you created and saved to your computer or the BJC network. UNFILED NOTES Stores all Quick Notes so you can access them and move them to a particular page within a notebook at a later time. NOTE PAGE Click anywhere on the page and start typing your notes. OneNote will create a note container for each block of text. NOTE CONTAINER A note container is a text box that automatically displays for every block of text. PAGE TAB PANE Displays a list of page titles created within the current section. NOTE! You will not lose information in a OneNote file because everything is automatically saved when you add to or alter a page. Use Save As to save individual sections or pages as Word documents, PDFs, or a single page web file. Page 1
OneNote QRG Building a Notebook CREATING A NEW NOTEBOOK When you create a notebook for the first time, you are actually naming the OneNote folder that each section will be stored. Then within the folder, each section is a separate file with a.one extension. The onetoc2 file is a table of contents file that OneNote creates to keep track of the position of the sections. Each section = one file Onetoc2 = table of contents file THE ONENOTE HIERARCHY Starting a New Notebook: 1. Click the File tab and select New. 2. Type a New Notebook name. 3. Click Create in a Different Folder. 4. Save the new notebook folder within the H or S drive in a dedicated folder. 5. Click OK. 6. Click Create. When the software displays, it will display the Ribbon at the top collapsed. The default notebook that opens is called My Notebook. You can close this notebook since it s just a sample. If you don t specify which folder, OneNote will save it to the H drive root directory. ADJUSTING THE ONENOTE DISPLAY Double click on a tab to permanently display the Ribbon commands. WHERE DO I STORE THE ONENOTE FILE? OneNote has a unique way of storing and retrieving your files. This sometimes causes problems when you save a notebook to a folder that contains other files used by other software. Therefore, it is best to store your OneNote notebooks in a separate folder structure dedicated to just That OneNote file. When creating your OneNote file, you need to decide if this notebook is only for you or to share with others. That will help you decide which network drive to save. Use the Change Location feature under Properties to relocated the OneNote Folder (there is no Save As). WHAT CAN I STORE IN A ONENOTE FILE? OneNote files are actually folders DON T PANIC! OneNote will pull all your H drive folders into the OneNote notebook display. That is because the default file location is set to H:/ drive. Once unneeded OneNote folders are closed they won t redisplay Closing Unneeded Notebooks (especially from H Drive!): 1. Right-click on the Notebook name. 2. Within the right-click menu, choose Close This Notebook. The notebook will not be deleted, just removed from the display. WHAT IS THE ONETOC2 FILE? The Onetoc2 file is a "Table of Contents" files created by OneNote. You can actually delete them but OneNote will recreate them as needed. If OneNote is creating this file in every folder within your network drive then either the saved OneNote folder is not in a dedicated folder or someone accidently opened a parent or grandparent folder as a "Notebook" in OneNote. NO NEED TO SAVE AS YOU WORK OneNote is a different type of file than other Microsoft applications. When you create your notebook and start to fill it, all information is AUTOMATICALLY SAVED as you work. Notice there is no save button on the Quick Access Toolbar. Instead, the open notebook is synced with the notebook stored on the network. Page 2
OneNote 2013 QRG Adding and Formatting Text ADDING AND FORMATTING TEXT By default your notes are typed in 11pt Calibri. You can change the formatting of your notes by using the commands under Home tab s Basic Text group. You can also change the default font under the File tab s Options command. Adding and Formatting Text on a Page: 1. Click within a Section s page and type the note. 2. Select the text you want to change or click the Container Title Bar to select all text. 3. Click the Home tab. 4. Within the Basic Text group, choose the text formatting you need. Controlling the Text Container: 1. Select the Title bar to move the container. 2. Press DELETE to remove container. 3. Use the Right Corner arrows to adjust the right border. APPLYING TEXT STYLES OneNote offers a standard list of styles you can use to format text quickly. Unlike Word or Excel, there is no way to customize these styles. Applying Styles to Selected Text: 1. Select the text you want to change. 2. Click the Home tab and choose the Styles drop-down list. 3. Select a style from the list. TAGGING TEXT Tagging your notes provides a great way to get organized. Tags are categories you can assign to a line of text. OneNote provides a list of pre-defined tags located under the Home tab. You can also create Custom Tags, which are available to all notebooks and display on the Home tab. Adjust existing tags by changing their name, symbol, font color, or highlight. Assigning/Removing a Text Tag: 1. Select the text you want to tag. 2. Click the Home tab and choose the Tag Gallery drop-down list. 3. Right-click to remove the tag. Creating a Custom Tag: 1. Click the Tag Gallery drop-down list. 2. Choose Customize Tags. 3. Click New Tag. 4. Type a display name and choose the symbol, font and highlight color. 5. Click OK twice. Click New Tag to create a custom tag NOTE: The first 9 Tags in the list are automatically assigned a shortcut key CTRL + # Default style Click the Title bar to select all the text Click the arrows to control the box width. The most popular tags have shortcut keys assigned to them Adjust Tag order SEARCH FOR TAGGED TEXT Use the Find Tags feature to search for specific tags. A Tags Summary pane opens to display the search results. Use the Group Tags By option to adjust how the summary displays. At the bottom, choose where you want to search or create a Summary Page. Finding Tags in a Notebook: 1. Under the Home tab, select Find Tags. 2. Under Group Tags by, choose a group. 3. Under Search, select a search location. 4. Click Refresh Results to see changes. INSERTING A TABLE Use Tables in OneNote to organize and arrange information in columns. There are no tab stops or rulers in OneNote. You can insert a table anywhere on the page. Tables created in OneNote are a simplified version of Word tables. Tables are placed in a text container. Ways to Insert a Table: 1. Click the Insert tab. 2. Select the Table drop-down list. 3. Select the # of Rows and Columns or 4. Select Insert Table. 5. Type the # of Rows and Columns needed. 6. Click OK. Moving within a Table: 1. Press TAB to move to the next column or create a new column. 2. Press ENTER to move to the next row when you reach the last column. MANAGING A TABLE Use the Table Tools Layout Ribbon to select rows/columns, delete rows/columns, insert rows/columns, or align text within the table. By default, a simple black border will appear around each cell in the table. You cannot change the border s format, but you can hide it. Delete or Insert rows/columns Create a summary page of search results Turn off all borders Adjusting the Table Column Widths: 1. Rest your mouse on the right side line of the column you want to adjust the width. 2. Click and drag your mouse right to expand the column. Select # rows and columns by highlighting the boxes Type # rows and columns needed Align or Sort contents Convert to Excel for more options Adjusts the column to the left An easy way to insert text into a table is to start typing the first column then press TAB. OneNote will place the text in a table and move to the next column. Move to the next row by pressing ENTER. Press ENTER twice to finish the table and return to entering text. Page 3
OneNote 2013 QRG Inserting Elements, Pages and Sections INSERTING IMAGES You can insert a picture from your PC, or insert a screen clipping from another window. The Screen Clipping feature greys out the screen and minimizes the OneNote Window so you can clip any open window. OneNote also stamps the date/time the screen clipping was captured. Inserting a Screen Clipping: 1. Click the Insert tab and select Screen Clipping. Notice OneNote minimizes and greys the screen. 2. Click and drag across the area you want to clip. Make sure the window you want to clip is open, not minimized. An easy way to capture a clipping even if OneNote is not open is to press the Windows key + N. When Send to OneNote display opens, choose Screen Clipping or S. Then choose the notebook location or Copy to Clipboard to save in another file. INSERTING A LINK You can use the Home tab s Insert Link button to add a link to a file or a website. Within the Link box use Text To Display to shorten the link name and pick the link s location. The easiest way to link to a file is to drag and drop the file onto the page. Inserting a Link to a File: 1. Click the Insert tab and choose Link. 2. Type the text to display. 3. Click Browse the Web or Browse the File. 4. Pick a link location. 5. Click OK. ADDING SPACE BETWEEN NOTES Sometimes text containers are placed too close on the page. Use Insert Space to create space between them. Adding Space on the Page: 1. Click the Insert tab and choose Insert Space. 2. With your mouse positioned on the page, click and drag down or left to create space. Pick a notebook to link to WAYS TO INSERT FILES INTO NOTEBOOKS OneNote offers several ways to insert a file into a page, as an attachment, or as a printout. Which is best depends on how you are going to use the information. Attaching a File places a copy of the file in your notes and displays as an icon. Inserting a File Printout places a picture of its contents on the page which is not editable. You can also insert a new or existing spreadsheet into a page as well. Inserting a File, Printout or Spreadsheet: 1. Click the Insert tab and choose File Printout, File Attachment or Spreadsheet. 2. Locate the file and click OK. Mouse displays a blue line and arrow Click anywhere on the ADDING A TIME/DATE STAMP page to add a stamp Mark notes with a time or date quickly using the Date, Time or the both Date & Time Stamp. Click to add to an existing text container or click on the page and it will create a separate text container. ADDING SECTIONS Sections in a notebook are like tabs in a binder. Sections hold note pages. Adding/Naming a Section: 1. Click the New Section button. 2. Type a section name and press ENTER. MANAGING SECTIONS If a section needs to be copied, moved, exported colored, merged, password protected or deleted, right-click on the Section tab to see a list of options. You can also group several sections to save space. Creating a Section Group: Save space by 1. Right-click on a section. grouping sections 2. Choose New Section Group. 3. Type a group name and press ENTER. 4. Click and drag sections into the new group. ADDING PAGES Sections can hold unlimited pages. The Page display is found on the right side of the Notebook window. Click (+) to add a new page. MANAGING PAGES If you need to move, copy, delete or create a subpage within a page, right-click on the page to see a list of options. If a page runs out of room, you can also create a subpage. Deleting, Moving or Copying a Page: 1. Right-click on the Page Name. 2. Choose an option from the menu. Renaming a Page: 1. Change the page s title in the left corner. Or right-click on the Page Name and choose Rename. ADJUSTING A PAGE S SETUP Change the page setup by using the View tab s Page Setup group. You can adjust the page color, add rule lines, and adjust the paper size. Add New Section Double-click to quickly rename a Section Add a new page Click name to access the page Retype the page title Making the Default Page Ruled Lines: 1. Click the View tab, choose Ruled Lines. 2. Choose Always Create Pages with Ruled Lines. Auto = unlimited Changing the Page Size to Letter: 1. Click the View tab, choose Paper Size. 2. Under Size, choose Letter. 3. Click Close when finished. If you want this size to be default, choose Save Current Page as a Template. Grouped Sections Page name Running out of room make a subpage! Page 4
OneNote QRG Ways to Manage the Notebook File SHARING YOUR NOTEBOOK You can share a notebook so multiple users can access and edit the same file. Just save the notebook to a Shared drive. Although OneNote does offer a link Email Others About the Notebook under File tab s Share but the link it creates doesn t work correctly with our network drives. Below is an easy way to share the link to the notebook with others. Sending a Link to a Shared Notebook via Outlook: 1. Right-click on the Notebook name with the Notebook Pane. 2. Choose Copy Link to Notebook. 3. Open a new email message in Outlook. 4. Under the Message tab, click Paste. Note: the link uses the file name not the display name. SAVING/SYNCING YOUR NOTEBOOK OneNote auto-saves your notes every time you make any change at all to a notebook, section, or page. it also syncs when you close a file or the OneNote app. If you need to see if your notebook is up-to-date use the View Sync Status feature. Use the File tab s Export command to save a page, section, or notebook as a different file format (such as a PDF). Checking if your Notebook is Saved (Synced): 1. Click the File tab and choose Info. 2. Select View Sync Status. Exporting a Notebook to Another Format: 1. Click the File tab and choose Export. 2. Select Page, Section or Notebook. 3. Choose a Format and click Export. 4. Choose the export location and file name and click OK. Opens a list of all notebooks and when they synced YOUR NOTEBOOK HISTORY OneNote keeps track of every change made to your pages. It even keeps track of deleted pages/sections and holds them in the Recycle Bin for 60 days. The Page Versions feature keeps a copy of specific pages and who made the change within the Page list. Recycling your Notebook s Section or Page: 1. Click the Recycle Bin button. 2. Right-click the section tab or page name. 3. Choose Move or Copy to return it to the notebook. VIEWING YOUR NOTEBOOK The View tab contains 3 ways to view your notebook or the OneNote screen. Normal View displays all tools and a list of all notebooks you currently access. Full Page View only displays a page view and hides the Ribbon. This allows you to focus on entering the basic note. See all tools See pages only Attaches a small window on the desktop Dock to Desktop anchors the notebook on the side so you can work within other software and take notes at the same time. MOVING YOUR NOTEBOOK If you saved your notebook to a local drive and need to move it to a shared drive you will need to change the notebook s location under the File Properties. Although there is a Move command it will only move the notebook to SharePoint. Moving a Notebook to a Network Drive: 1. Right-click the notebook to move. 2. Choose Properties. 3. Select Change Location and choose the folder. 4. Click OK. Change the Notebook display name and color Deleted items are held for 60 days SEARCHING YOUR NOTEBOOK Searching for specific information is easy because you can search for text in titles, content, images, audio and video files. Type the keyword in the Search box and OneNote will search all notebooks including the Recycle Bin and list findings on a Results pane. You can pin the search results to the screen so you can refer back to them at any time. Press Ctrl+E to search all notebooks Press Ctrl+F to search current page Pin the Search Results for easy viewing PASSWORD PROTECTING A SECTION Set a password for a section within a shared notebook so only selected users can access. Use the Review tab s Password feature to set or remove passwords for the current or all sections. Forgotten passwords cannot be retrieved. Passwords are case sensitive EMAILING A PAGE You can email a page from a section within your notebook at any time. OneNote will copy everything within the page including attachments to the email message window. Page 5
NAME TYPES OF INFO YOU TRACK IN YOUR JOB: Check off the ones you could store in OneNote! OneNote Features I can use!