Creating a Notebook
In this clip, you will learn how to create a new notebook that is saved in the OneDrive for personal, OneDrive for business document library, in a SharePoint document library, or even locally on your PC. We'll get started by selecting the File tab in the upper left corner. This takes us to the backstage area where we'll select New. Now we have two columns that we need to work within to establish where we'd like to save this notebook and what we'd like to name it. And it works slightly different than maybe the other Office applications that you're familiar with. Let's say we were creating a new Word document. We'd start by going to this same File backstage area, and we'd select New, but then we'd either select a new blank document or an existing type of a document from the template gallery. We might start adding some content, and then we'd go about going back to the File backstage area and selecting Save or Save As to choose where we'd like to save that document and what we'd like to name it. In OneNote, we can't actually add any content to our notebook until we first establish where we're saving it and what we're naming it. The first column that you see here actually shows any connections that I already have set up to those cloud storage areas, like OneDrive personal, OneDrive for business, or a SharePoint document library. You can see here that I have two connections established to OneDrive for personal accounts, as well as I also have the choice to select that I'd like to save this locally on my PC. Now by selecting this PC, we don't actually get the choice to browse out to a particular folder, or a subfolder within that structure as to where we'd like to keep this notebook. And that's by design. It's actually going to save it within a OneNote folder that's already been established. So a OneNote notebook folder that's already been established to keep all of those notebooks organized on your device. If I'd like to set up a connection to one of these cloud storage areas, I can use add a place to do that. And of course you'll need an internet connection, once you have your internet connection established, and it will call it out in yellow at the top if you don't, then you'll select one of these places and log in with your username and password. Once that connection is set up by doing this, you will see it in the list as you see my OneDrive connections. If you would like to browse out and select where you'd like to save this particular notebook on your computer, you can use the browse folder area. Now as we browse out to this area, we can actually choose to save this in the documents folder. If we go this method, we're going to actually need to give it the name within this field, and then click create. If instead we're using one of these other methods where we're actually going to save it to OneDrive or a SharePoint site, you're going to type in the notebook name here and then click create. Let's go ahead and browse back out and save this within the documents folder on this computer. Once we have a name, we'll go ahead and click create. Great, we have a new notebook. We can see the name Sales 2017 in the upper left corner, and we're ready to add our content.
Adding and Grouping Sections
In this clip, you will learn how to organize your notebook content by adding and grouping sections. Now with any new notebook that you've created, you're automatically going to have a New Section 1. And we can see that just to the right of the name of this notebook. And we can rename this existing section by right-clicking over it and selecting Rename. So let's go ahead and do that now. To add a new section, we'll click the plus sign just to the right of the section. We can also right-click over an existing section, and select New Section this way. Now of course we can have as many sections as we would like to organize the content in any way that we want within this notebook. Once we have a section established, then we can start creating the pages down the right side. We'll get into that in a future clip. But the more sections that you have within this notebook, it's going to take you a little bit longer to find your way around, and maybe to remember the names of those sections and where that content needs to be placed or where you can find that content that you're looking for. Of course, we could use search to make it a little easier to find things, but where I'm going with this is by actually saying that if you find that you have a lot of sections, you may want to start to group those sections. Consider this to be a notebook within a notebook, and to create a grouped area of sections, we're going to right click over one of the existing sections, and select new section group. Notice the icons next to these. One is just a section, so one tab, and this one has many within it, so a collective group. Now that we have this new section group, we can see that it's highlighted because it actually wants us to establish a name for this as well. So let's go ahead and call this the LATAM sales. and now when we switch over to this grouped area, we don't see the other sections any more. So this is a nested group of sections within this notebook. We're still within the sales 2017 notebook, but we're in the group section called LATAM sales. We don't have any sections here established yet, we'll use that plus sign again to actually start creating those. So I got to rename this to quarter one for that particular market. Now to get back to the main notebook where we can see those four quarter sections that we just created, we'll use the green arrow. That takes us back to the parent level of this notebook. So quarter one, quarter two, and quarter three are the parent level sections, and then nested within this particular sales 2017 notebook, we can also go into the LATAM sales, and establish as many sections as we like, and we can use the arrow to navigate our way back. You can have as many grouped sections you'd like as well. So maybe the different markets around the world, we can have those grouped and nested to work within. Thanks for watching, and I'll see you in the next clip.
Adding Pages and Sub-pages
In this clip, you will learn how to add pages and subpages within a notebook. We'll start by taking a look at the page pane that you see over to the right. There's of course a few ways that we can go about adding a page. The first one is the most obvious one, by clicking the plus sign that says Add Page at the top of this pane. By doing this, we now have a new untitled page that appears just below the existing meetings page. Now this untitled page does not quite have a name, and if we look over on the page, so over on the left where we see the blinking cursor, once we type this name in, it will pick up that name and display it within this blue pane as well. And there you go. Now we can add a new page by using the keyboard shortcut. The keyboard shortcut for a new page is control N. That gives us another untitled page, we can go ahead and type in a name for this also. Now once we start creating these pages, we may want to actually make some of these pages subpages, and we'd like to maybe indent January and February to the right below meetings, so that we know that that is part of the meetings page. We can do this in a couple of different ways. We're actually going to right click on the actual name of the page, and from this menu select make subpage. Now you'll notice that this is indented underneath meetings, we also now have this nugget or this up arrow that lets us collapse meetings down, and anything that's considered a subpage collapses along with that because it is grouped as part of that parent page. Go ahead and expand that back out. We'll go ahead and do the same thing for February. Let's go ahead and make that a subpage as well. Now while we have meetings selected, we can also use the keyboard shortcut to create a new subpage. The keyboard shortcut for that is control shift alt N. And there you can see we have a new untitled page that is now part of that meetings page as well. 'Course, from the right click menu when we select a page or a subpage, we can see additional options here. So another method that you can create a new page. So you either use the plus sign, a right click over an existing page, or the keyboard shortcuts that I noted so far. Thanks for watching, and I'll see you in the next clip.
Working with Templates
In this clip, you'll learn how to use the prebuilt templates to help you organize your notes. We first need to get started by establishing where we would like to use this template. Right now I have the meetings page selected, and I'm viewing the subpage titled January. With mentioning prebuilt templates, you may have already discovered something called ruled lines or grid lines that you can apply to your pages, and that's not where I'm going with this, but I am going to point this out to you because it may be something that's useful in another area of your notebook. So while I have the page selected that I would like to apply this ruled lining or this grid lining to, we're going to go to the view ribbon. I already have the view ribbon within view. We're going to look for the page setup group, and then select rule lines. From this gallery, we have two areas that we can select from, rule lines and grid lines. Now as you hover over each of these, the tooltip is going to help you understand the difference between these, and then you can make a selection. The wider ruled pages are great for making those hand written annotations with your stylus, so if you do have a touch device that you're using, great way for you to have those lines so that you're not writing at an angle, you can keep everything level. And then if you're actually working with a lot of imagery, a lot of content where you need to compare or have some screenshots that you're trying to line up in a grid, you may want to use the grid lines for that. And of course if you decide that you don't want to use any of these, you can always go back and select none. So that is the ruled lines on the view ribbon. But what we're actually going to take a look at are some of the prebuilt templates that help you with actually adding that content. So we're going to go over to the insert ribbon, and we're looking for the group called pages on this ribbon over to the right, and we're going to select page templates. Now if you've applied any of these page templates already, the first part of this dropdown list is going to show you the recent ones that you've used, and it just makes it a quick shortcut for you to reuse those same templates over again by selecting it from this menu. To see the full list of page templates, we'll go to page templates. To the right of the notebook page that we're looking at, we now see a new pane titled templates. And we have five categories that we can look through. So these are defined by the type of business or education that you may be working within. So if you're working in an academic institution, you may want to use the arrow here to take a look at the templates that are already set up for you. We can see that there are some lecture notes and some class note templates available. If you're working in more of a business industry, then these might be the templates for you. So let's first take a look at the simple meeting notes template. Now what we can see that has happened with this template is it didn't actually apply it to the January page that we were viewing. We're actually inserting a new prebuilt template, so the keyword new is it's actually inserting a new page within this notebook. You'll also notice that this new page is titled meeting title. We see that within the page area over to the right, and we see that in the top left corner of the page. So now that we have a prebuilt template, what we can see that it has included is a background, looks like some sort of a clock or a gauge that it's including, and we have three key areas, and each of these are called a container. So these are text containers that are part of that prebuilt template. And as we click with inside this area, we'll notice that the agenda is a numbered list. And once we select enter, we go to number two, and we can add our next agenda item. We move over to the attendees text container box, it is a bulleted list where we can include the names of everyone that is attending this meeting. And when we get to action items, this is a place for us actually to enter any of those actionable items, and then maybe check them off once they're complete. So it's a to do list. We can also select the titles. So you're not stuck with the prebuilt template just as it was designed. You can modify and customize this to your liking. The prebuilt template that we just selected was a business template, and it was the meeting notes, the simple meeting notes. Let's take a look at what a planner would look like as well. So here within planner we have a simple to do list, a prioritized to do list, and a project to do list. Let's look at the project to do list. Similar in format, we do have a background image, we do have a to do list within this text container, so we can go through and actually check off any of these that have been completed, modify the names of the tasks, but we also have a place for us to take some quick notes as we are maybe meeting about this or collaborating with our colleagues. And when we scroll down we can see that we have Project 2, another to do list, and a notes section associated with that as well. As you make those customizations to any of these prebuilt templates, know that after you've made those customizations you can save this and create your own customized template by selecting save current page as template at the bottom of the templates pane. If you liked these prebuilt templates, especially the meeting notes template that I showed you, you're really going to like how you can use existing meetings from Outlook and import those into your OneNote notebook. This gives you the capability of having a participant list, everyone that you invited to the meeting that you can check off as participating, all of those agenda items, and any other relevant notes that were included in that meeting, it all comes into one page within your notebook. Take a look at that clip in this series. Thanks for watching, and I'll see you in the next clip.
In this clip, you will learn how to add various types of content, like text containers, tables, pictures, and screen clippings. A text container can be added to any part of any page within a notebook. Simply click and start typing your note. You can see that there is currently a text container that has been added just below the title of this page. By selecting that text container, of course we do get the formatting toolbar that pops up so that you can make some quick changes to that, but what we'd like to take a look at instead is while we have the cursor placed within this text container, is how can we add or insert something that's going to help us define what next week means? When we're talking about something that we're expecting from the finance team, well, we can see the date of when this page was created, but how do we know when this text was added to this? From the insert ribbon that you see above, this is where you're going to go to insert many different things within your notebook, we're looking for the timestamp group. So if we look along the bottom of that ribbon and we find the timestamp group, we could actually insert along with this text container the date, the time, or the date and time that this was entered. Let's go ahead and select date and time. So now we've easily added the date and time to this text. And while we're talking about this attached workbook that shows the past performance, maybe we would like to include that on this page as well. Now we can include that anywhere we'd like on this page, and we're going to do that by looking for the files group within this same insert ribbon. Now there are three choices, there's file printout which is actually going to do exactly what it says, it's going to show us a printed page, what it would look like if we sent it to the printer, that we can read that's going to be embedded within this OneNote page, as well as maybe markup and make some annotations on that. We can also include it as a file attachment, and just as the icon denotes, it's the paperclip, it's going to look like an attachment as you may be familiar with in an email. So it's going to have the icon of what type of document that is, is it a Word document, is it an Excel workbook, or is it a PDF, as well as the name associated with that. It's going to be embedded within the page of this OneNote notebook, and it's something that you can click on, it's a shortcut, and it will open that document in its native format, so in the native application that it's associated with. We can also include a spreadsheet, and spreadsheet is broken out separately because there's so much more going on with a spreadsheet, your formulas, your functions, your pivot tables, your charts, the way that things may be linked within that, that it's got its own separate file area. And when we click on the dropdown area, we can choose to actually include an existing Excel spreadsheet, or right from this OneNote notebook we can create a new Excel spreadsheet that is going to be linked and embedded within this notebook. Let's go ahead and select existing Excel spreadsheet, and we'll pick this Eurasia performance data workbook, and once we select insert, it gives us an opportunity to choose, just as I was mentioning the way that you can include all of those other types of files like a Word document or a PowerPoint slide deck, we can choose to insert this file as the attachment, we can insert it as a viewable printable spreadsheet, or if we just want to take a particular component from this Excel workbook, maybe include just a chart or a table based on the data that's within that. In this case, we're going to go ahead and say attach file, and here you can see the actual shortcut to that file. It's a container just as our text was, so we could move this if we'd like directly below that text box. Maybe we'd like to start creating a table next to this to include some additional notes, from the insert ribbon we can do that as well. The insert table is a great way for you to see visually how you'd like that table to appear, just by dragging your mouse within the table grid. And at the top right now, we can see that we would be creating a six by six table if we go ahead and select with the left mouse button. We'll go ahead and do that. And here is our table container. Again, we can move this, left click and drag to move this anywhere we'd like within the page. And if we click inside the table, we can start typing our information. So we've got Q1, we're going to tab over to that next cell, and we're going to enter Q2, and we can continue to add information to this. When you have a particular container selected like we do with this table, you're going to see a new tab appear within the ribbon at the top of the application. This is called a contextual tab, and it only shows up when you have something selected that it wants to show you more commands and choices on how you can format and design this particular container. So since we are in the table container, and when you take a look at the top we can see that the contextual tab we're looking at is titled table tools, and it's the layout tab. So everything that has to do with actually selecting particular columns or rows to make modifications, maybe inserting a new row or column above or below, to the left, to the right, or even changing the color and the look of this table. So while I have this area selected, if I go ahead and say insert a row above, now we can see that it's expanded to include one additional row. If I'd like to include some shading, I could actually choose particular shading for whatever cell I have selected. Go ahead and use my undo, and let's say that we'd like to just shade this top row that we have here to indicate that that is a heading. Once we click outside of this container, you'll notice that that contextual tab has now disappeared, and we're back to just the included tabs within the OneNote ribbon. Go back to the insert ribbon and take one more look at this, there are several other things that we could include within this particular page, maybe if we'd like to include a screen clipping or a picture we could do so from the images group, or if we'd like to include a recording, that is within the recording group where you can record audio or video directly into your notebook. Thanks for watching, and I'll see you in the next clip.
Better Using Tools in OneNote
Handwriting Notes and Making Annotations
In this clip, you will learn how to use annotations like drawing, inking, and highlighting to call attention to key areas of notes. You will also learn how to convert handwritten notes to typed text. We'll get started by switching from the Home ribbon to the Draw ribbon. This is where all of the features that we're going to cover are going to be located. Within the Draw ribbon, we have about four different sections that we're going to be working within. If we look at the bottom of this ribbon, those sections called groups are Tools, Shapes, Edit and Convert. We'll start by creating a simple highlight to some text that we'd like to call out. So within the Tools group, we're going to select the highlighter from the gallery that you see listed here. Now these are various different pens, different colors, different thicknesses, as well as highlighters. If we'd like to take a look at the expanded gallery, we can use the arrow at the bottom to see more. The first portion of this gallery is your favorite pens. This is a place that as you can find those favorite things that you'd like to use every day, you can have them right there at the top of that gallery for quick access. All of the built-in pens are located in the section below. Let's go ahead and pick the Aqua Highlighter. Now using your mouse or a stylus, we are now in the highlighter mode. So any place that we click or that we tap with our stylus or our finger, it's going to highlight that area on the screen. So where it says, "This tragic theme of failure," if I go ahead and I select this with my stylus, we can see how I am highlighting just the portion of that particular text area. Now if I go ahead and I tap somewhere else with my stylus, you'll see that as I move my highlighter, I'm still in that highlighter mode. So if I want to switch back to type mode, maybe either to make a selection or to type some text on the ribbon, make sure that you select Type to get back to type mode. And now when I click, I'm able to type text or I'm able to make a selection with my mouse. If you make a mistake or you simply don't need to have that area highlighted anymore, use the eraser from the ribbon to erase those pen strokes or those highlighter strokes. Notice that my mouse cursor is now an eraser, and it's going to remain so. And anything that I click on, it's going to erase if it sees, if it recognizes that, that is a pen stroke, a highlighter stroke or some type of inking or drawing. To make a handwritten note, we're going to go ahead and switch from the highlighter to one of the pens. So I'll go ahead and switch to the black pen .35 millimeters. And notice the tooltip is going to help you find what it is you're looking for. And any time if I do pick something and it's not exactly the thickness that I would like it to be, with my mouse you can see I'm actually somewhat (mumbles) and I'm very sloppy so it might be better to use a stylus. But if I find that, that's not the thickness that I'd like to use, we'll go ahead and erase each of these strokes. So back to, if I find that the pen that I'm using is not the exact thickness that I would like it to be, while I have a pen selected from the gallery, you can always change the color and thickness from the palette that you see here. I'd like to make this a bit thicker. And if I'd like to change the color, I am now writing in that particular color and thickness. Now this is the color and thickness for the pen. If you'd like to see your highlighter choices, go ahead and switch to that mode by selecting the radio button at the top. Let's go back to our pen and I'm going to go ahead and set this back to black and we're going to make this more of a thin pen style. And you'll notice that my mouse cursor is still in that pen mode. And while I'm either writing with my mouse or writing with my stylus, we're going to see something else happen. So before we do that, let's take a look at the convert group on the Draw ribbon. We're looking for ink to text. There are two choices, ink to text and ink to math. Ink to text is currently grayed out, letting us know that this is not available to use at the moment. But the minute that we start to write text on the page, you'll notice that, that becomes active. So as I write the letter t, ink to text becomes active. If I press ink to text, it converts that handwritten letter into typed text. A great way for you to write those notes quickly if you're quicker at writing, and then use that ink to text to convert it into typed text that's going to be not only easier for you to read but for any of your colleagues or others that you're collaborating with in this OneNote notebook. Thanks for watching, and I'll see you in the next clip.
Adding Meeting Notes from Outlook
In this clip, you will learn how to take meeting notes by adding the meeting details directly from the Outlook meeting instance. There's two ways that you can go about adding this meeting information into a OneNote page. We can do this either directly from OneNote. So if you're working in OneNote, no need to switch over to Outlook or vice versa. If you're working within Outlook, you're looking at those meeting details, you can send them to a OneNote notebook that you've already created. Since we're already in OneNote, let's start here. The meeting details is actually found within the Home ribbon. So we're already on the home ribbon, we're going to look at those groups across the bottom and we're going to find meetings. It's all the way to the right. Once we select meeting details, it's going to show us a listing of all of the meetings that are scheduled on your calendar for today. If that is not the meeting that you would like to include the details for, you can choose a meeting from another day. So this is going to be the expanded view. And then we can use the arrows to scroll either ahead in the calendar or back to find that meeting. The meeting that we see within the view for today is the meeting that we would like to insert the details for. If there was more than one meeting listed there, you'll want to make sure that you select it so that it's highlighted, and then select Insert Details. It has inserted the meeting details within one container. So we can see everything that is included within this frame is considered the meeting details. It's included the subject, the date, the location, a link to the Outlook item if you'd like to go directly to that and maybe make some modifications or include additional information. We can even expand the invitation message. Here we can see the agenda items that were included. And we can expand the participants and collapse the participants. Now what I'd like about the participant list, this is probably my favorite part of including these details, is it's an easy way if I am the organizer of this meeting to maybe take a roll call, actually include who was a participant in this meeting by checking the box to the left of each name. So those aren't just nice little people icons, those are actually more of a to-do list, a checkbox that you can check off as you need to. And within this container, we can make changes to this. So as the meeting is happening, make some real-time notes within your notebook. Great, so let's go ahead and remove this particular meeting details, and let's switch over from OneNote to Outlook and take a look at how we can send those meeting notes out from Outlook to the same OneNote notebook within the Meetings section and the event planning meeting page. Now we're viewing the calendar of Outlook and we can see the meeting that we were referencing earlier. We'll go ahead and open that meeting. Let's go ahead and make this full view. And to send this out, we're going to look on the leading ribbon for the meeting notes group. You can see the OneNote icon here with us. We'll go ahead and select this. And it gives us a choice of how we would like to share out these meeting notes. So We see this in the other instance of how we were including it within the notebook. We can share these notes with our other colleagues or participants that are going to be within the Skype call meeting. We can also take notes on her own. So we're going to choose the second one. I'm going to take notes, and it's going to give us a listing of all the notebooks that have been created and are available for use. We'll go ahead and expand the Heather @ Work notebook that we were just looking at previously. When we click the plus sign next to that, now we're able to see all of the sections within that notebook. I know I'd like to include this within my Meetings section, so we'll go ahead and select that particular section. And if we'd like, we could even include the event planning meeting page. It switched us back over to the OneNote application, took us directly to that Meetings section. We are in the event planning meeting page and on this page we can see a container that I can actually move if I'd like to line that up over here; as well as all the details that we were seeing with the other method that we used to include these. So I can click to go directly to that Outlook item. I can expand my invitation message and collapse my participants if needed. Thanks for watching, and I'll see you in the next clip.
Sending a Message to a Notebook
In this clip, you will learn how to move an email message from Outlook to an existing OneNote notebook. Let's get started by first locating the message that we would like to move. Once we have selected it from the list within the inbox, we're going to take a look within the Home ribbon in the Move group. We're looking for OneNote. By selecting this, we're going to move this to an existing notebook. The window that you see that has popped up on the screen is showing us a couple of different things. It's showing us recent areas that we have selected to move content to. So we can see the specific section within the name of the notebook. We can also see there's an untitled page within the Marketing section of that same notebook. Now these are just a history of the recent places that have been selected or worked with. Below this is a listing of all the notebooks that are currently open in OneNote. So we'll go ahead and select the Heather @ Work notebook, and we can do that by selecting the plus sign to the left of it. It expands and shows us all of the sections within that notebook. And now we can actually choose a particular section and we can still expand that a bit more and drill down to maybe even a particular page. But I'm going to go ahead and leave it at the section level, and then I'm going to go ahead and click OK. Before I do that, take a look at just above this. If you find that you're sending the same messages or you're sending all of your messages to the same particular notebook or area, you can check the box here and then when you select send to OneNote, it's always going to move those messages to that location. So instead of it asking you with this menu, it'll automatically just move it to that location, similar to how a rule works within Outlook. All right, we're ready to click OK. And this did two things: it not only moved the message to the OneNote notebook area that we selected, but you'll notice that it switched our view from Outlook to OneNote and it took us directly to the Heather @ Work notebook, the Marketing section that we selected; and if we look over here to the right, since we didn't select an existing page, it created a new page. And this new page, the title of it should look familiar to you. We can see the Re for reply, and then Conversational Geek Update, which was the subject of that message conversation. And if we look over to the left on the page, this is also where it is placing the subject. So that is where it's picking up the name of this page, it's that placeholder within the header title area. We can see a timestamp, and that timestamp is telling us the date and the time in which this was moved. So not the date and time that the email was sent but rather when it was moved to the notebook. And below that is the actual subject from, to and sent within this table that we see here. And then the body of the message follows that. Let's go ahead and switch back to Outlook and take a look at another way that you can move messages. So while we are still within Outlook, if we go ahead and we expand one of these messages, let's go ahead and make this full-screen, while we're looking at this message, if we take a look at the message ribbon again and we go over to that Move group, here's where we can see OneNote as well. Let's go ahead and move this to the same notebook but we'll move this to the Events section and we'll select an existing page. We'll click OK. And what this has done is we are in that Events section that we selected, we are within the road shows page that we selected, it's actually created a container within that page. So it looked at the existing information that was already on that page, and that is the container that we see here and it placed it directly below that in its own container. Of course there's one more method that we're going to try out next, and that's to go ahead and make this notebook smaller. Let's go ahead and drag that over to the right side of our screen, we'll snap that to the right side and we'll go ahead and select our Outlook inbox to fill in the left side. Now instead of being the actual message, we're going to go ahead and go back to the inbox. From the listing of the messages that we are looking at, if we want to move one of these messages, we can also left click, drag and drop the message within the page of the notebook that we'd like to send it to. It gives us two options: we can attach this as a file, or we can insert this as a printout. We've already taken a look at inserting it as a print out when we actually moved it. That's essentially what we're viewing. So let's take a look at what this would look like as an attachment. And there we go. So here is the message that we just included, that is how it will appear as an attachment. If we double-click over that, it still will open the message within the native application. So it's still going to open that message within Outlook. Thanks for watching, and I'll see you in the next clip.
In this clip, you will learn how to merge multiple text containers together. In this example, you can see that we have two addresses for locations of upcoming roadshows. You may find that as you're working within your OneNote notebook, that as you enter information and maybe your colleagues enter information, that you might have multiple text containers. And when we're talking about text containers, what we're saying is the text that is within the frame that you see here. So this is one text container, and this is the other text container. And the chances are that as you have multiple colleagues that are entering information, that you're going to end up with a lot of information that is separate and you may actually want to contain or refine, move things together, merge things together to make it a little bit easier to manage. Well, we can actually take both of these containers and combine them into one. To get started with this, we first need to select the container that we would like to move. By left clicking over this, you can see that everything is selected within it. If you look just to the left of this container, you can see what looks like a small home plate or the little gray arrow that you see there. We want to put our mouse cursor over that and grab that handle. And we're going to slowly move this, and it looks like it's just moving everything, shifting it right align within my container. But once I get outside of that right edge of the container, you'll notice that it is now moving into the other container. And I haven't released the mouse button yet and I'm able to position this either at the top, maybe even within the middle or at the bottom of this listing. And this is useful in the case that maybe this isn't just addresses but instead maybe this is a to-do tagged list that you've created, maybe some sort of other type of a bulleted or numbered list that maybe you have created over here from the basic text area of the home page. Gives you a little more flexibility for ordering everything that you like to have within that container. And if there's another container we'd like to merge in after we have these two together, we can go and grab that other container and place it in there as well. Thanks for watching, and I'll see you in the next clip.
In this clip, you will learn how to merge two sections into one. Let's start by taking a look at the sections that we'll merge together. We're currently looking at the Learning section, and now let's take a look at the Meetings section. What we'd like to do is be able to put these meeting details together. So here we can see that we have an event planning meeting page within the Meetings section. And within the Learning section, we're on an email page that was added to this section. And if we look over to the right in that page pane, we can also see three other pages that will be included once we merge these sections together. To start the process of merging, we first need to right-click over one of the sections that we'd like to include. About halfway down the menu, we're looking for a merge into another section. Once we've done this, from this menu, we're going to go ahead and select the other section that we would like to merge this into. So we're on the Learning tab, we're looking for the Meetings tab. After we select Merge, we are prompted with this message that's letting us know are we sure that we want to merge these sections together? This action can't be undone so we can't use the undo button if we don't like the results that we'd get. We'd have to go about manually re-creating each of these sections and all of the pages and content that it contains if we want to break those back out. Let's go ahead and merge them now. Okay, we know that the merge was successful. It wants to know if we want to delete the original Learning section because what we've done is we've merged all the content into the Meetings section. Let's go ahead and do that. Great, we see that the Learning section is now gone. And within the Meetings section, if we look over to the right, we can see all of the pages that this now contains. Thanks for watching, and I'll see you in the next clip.
Moving Pages and Sections
In this clip, you will learn how to move pages and sections within the same notebook and to other notebooks. We'll start by moving a section. Now sections within the same notebook can easily be moved by left-clicking, dragging, and dropping it into place. So let's go ahead and take the Events section and move it between Research and Social Media. Now as you can see, there is an arrow that is following along with my mouse, and that's indicating where it's going to place it between Research and Social Media. If I release, Events has now moved to that position. Pages work the same way, so you can drag and drop and move those pages into position. You can also move a page from one section to another. So let's say that we have this Speaking Event page. By right clicking over the Speaking Event page, we do also have a move or copy menu. Keyboard shortcut for that is Control + Alt + M. By selecting this, we now have a listing of all of the notebooks that are currently open within OneNote, and we can expand and collapse each of these notebooks by using the plus sign to the left and then selecting the section within that notebook as to where we'd like to move that. We're currently looking at the Events section, but maybe I'd like to take the speaking event and move it to our Marketing section. Now you notice we have no content within this Events section. If we take a look at the Marketing section, we do have a Speaking Event page. Now moving sections and pages to another notebook is very similar to how we just move a page to a different section within the same notebook. For instance, if we'd like to move this Research tab to a different notebook, we can right-click over the tab, select move or copy and then select the other notebook that we would like to move that to. Now since this is its own section, instead of picking the quick notes as we see it here, we want to just pick the notebook level when we move this. And if we're ready to move that, we'll go ahead and select Move. For now, we'll go ahead and keep the section within the same notebook. Thanks for watching, and I'll see you in the next clip.
Tagging and Finding Notes
In this clip, you will learn how to tag content for easy retrieval later. Let's get started by talking about exactly what tagging is. So we take a look at the content that you can currently see on my screen. We can see some icons called out to the left next to each line of this content. These are the link bulbs. This is the Idea tag. Now tagging is not simply just cute, little icons that you see next to the content but instead, it is a way for you to be able to quickly understand what that icon means as far as why you're tagging it, what it's related to, and then if we want to find all of those particular tags, we can perform a search for those and see those by category and where they're placed within the notebook. The tag listing resides on the Home ribbon. If we take a look at the groups across the bottom of the ribbon, we can see that there's Clipboard, Basic Text, Styles, and then Tags. So the tags that we can actually assign to content reside within this gallery. To the left are the actual icons that would be assigned and then to the right is the meaning of that tag. You'll also notice that the first nine of these tags actually have keyboard shortcuts associated with them to make it even easier for you to assign a tag to that content. Now these are all of the default tags that come up with OneNote 2016, so let's start first by tagging some content and then we'll take a look at how we can find that content. So with a content container selected, like the text box that we see here, this includes text, as well as an image, so everything will get tagged if we have that entire container selected. We're going to go up to the Tags area and we are going to also assign the Book to read tag. Now you'll notice that next to that Idea tag, and as we hover over, the tool tip tell us that Idea, we now have Book to read. So content can have more than one tag assigned to it, can have as many tags as you'd like, and that's because content can be something that's related to maybe more than one particular category. Now that we have some tags associated with content, let's take a look at how we can actually find those tags. That's just to the right of the Tag gallery that we were looking at, Find Tags. Once this is activated, the Tags Summary pane will appear to the right. And what we're seeing is we're seeing all of these tags grouped by those tag names that have been assigned to it. The bold text is calling out as each of those tag categories, so we can see what's been assigned to Book to read, which you have links that we can select that will take us directly to that content. But as we scroll down throughout this list, we get into the other tagged areas. We have some content that is considered critical. By selecting one of those links, it's going to take us directly to that page that contains that tagged content. That looks something that is considered a highlight and that's the subject. We continue our scroll through this. We can also see all of the ideas, Important, Source for article. Now that's the grouping by Tag name but we can also change that to maybe actually seeing the tags by Section, by Title, by Date, or maybe even more beyond that. So here is by Section, all of the tags that are within the Marketing section. And then the Research section. And we can scroll through and see additional sections as well. If the tags that you see within this listing are really not relevant to the topics that you would like to use, you can create your own custom tags. If we take a look at the bottom of this gallery that we were choosing from, Customized Tags is the place that you're going to go to to do that. You can create a new tag. Give that tag a name. Assign the tag a symbol. Even assign it a font color if you would like. And then click OK. Now we can see at the top of the list within the All Tags is Social Media. It's also included the keyboard shortcut Control + 1. Go ahead and take a look at the gallery listing that we have. It's also at the top of that listing as well. And now I've included social media as an additional tag to the Speaking Event content container. Thanks for watching, and I'll see you in the next clip.
In this clip, you will learn how to track changes within a certain time frame or by an author. We'll get started by switching from the Home ribbon to the History ribbon. Now within this History ribbon, you may have watched a clip within this series that was all about the Notebook Recycle Bin and that's within the History group of this ribbon. If we look at the bottom of the ribbon and we move over to the left, we're going to be working within the Authors group. Now let's imagine you've been on vacation for a week or two. You come back, and you've been working in this notebook with your colleagues but you'd like to quickly get up to speed on exactly what has changed in those two weeks that you've been gone. Well, there's a couple of ways that we can accomplish this. We can either take a look at a time frame of all of the changes that have happened and those will be called out to you with yellow highlighting and links to take you to that content or we can actually see the specific changes by the author, who has either created that content or modified the content. Let's start with the Recent Edits. With Recent Edits, you can see that we have some refining categories here that we can work with. I'd like to see everything that has changed today. We have a Search Results pane that shows over to the right now and it is showing that there is one page that has changed. There is a link that will take us directly to that content. We can also see that the page is highlighted in yellow. Now if we go ahead and expand this to not just today but maybe the last seven days, now we can see that we have one page that changed yesterday. We can select the link and it's highlighting that particular page. It's also highlighting all of the content that was changed within this page. Let's go ahead and expand this out to the last 30 days. Now we can see that there are three things that changed within the last month. And as well, we can go to those specific pages and take a look at the content. Next to the actual link that takes you to that content, there's also a timestamp that's going to call out exactly when that change happened. Let's go ahead and close the search results that we have here and now let's switch over to Find by Author. What this does is it again gives us a Search Results pane but now we're actually able to expand and collapse and see all of the changes that a particular person has made. What if I'd like to take a look at all of the changes that J. Peter has made? I can see that he has made changes to these two particular pages. Go ahead and select the link and I can go directly to the changes that he's made. Everything that's highlighted in yellow is the change that he made on May 24th. We'll take a look at Speaking Event and again, everything highlighted in yellow are the changes that he has made. Thanks for watching, and I'll see you in the next clip.
Working with the Recycle Bin
In this clip, you will learn how to find deleted pages and sections and how to restore those or permanently delete them. We'll get started by deleting a section. Let's use Sales as our example. We'll go ahead and right-click over this section and choose Delete from the menu. Now, when you delete sections or pages, they actually get moved to the OneNote Notebook Recycle Bin. The Recycle Bin can be found within the History tabbed area. Here's the Notebook Recycle Bin and if we select the dropdown arrow, we have a few choices. We can either view the Recycle Bin. We can empty all of the contents of the Recycle Bin or if we don't want to track the history of this notebook, we can actually disable the Recycle Bin. Let's take a look at the contents. We know we're viewing the Recycle Bin because we can actually see that this is activated with the dark gray background around the icon on the ribbon. We also know that we're in the Recycle Bin because if we look directly under the name of the notebook, we can see that it calls out that we're within the OneNote Recycle Bin section. So each of the sections that we see here are showing all of the content within this Recycle Bin. If it's just individual pages that have been deleted, there's a section here that contain all of those. So here we're looking at deleted pages. If we look over to the right, we can see that there are two pages that have been deleted. For an entire section that has been deleted, that's going to be called out in its own colored tab, as we can see Sales here. Now to navigate your way back to the main notebook, you can use the green arrow as we see it over here to the left. But we're not quite ready to do that yet. Let's take a look at what's called out here within the yellow bar just below these tabbed sections. So here we can see that everything that has been moved to the Recycle Bin is going to be stored here for 60 days, so it's kind of in a holding pattern. After those 60 days, if you've not done anything with that content, like restored it back to where it came from, it's going to be permanently deleted. Now, to restore something back to where it came from, you're going to need to actually right-click over the section that you'd like to restore or over the page that you'd like to restore. So let's go ahead and restore the Sales section back to the main area of the Sales 2017 notebook. So give it a right-click. We're going to select Move or Copy. Here we can see all of the notebooks that are currently open, so maybe I'd like to even move that to a different notebook. In this case, we are going to choose the Sales 2017 notebook. We'll go ahead and move that back. And now you can see that we are no longer in the Recycle Bin. We've moved out to the Sales 2017 notebook and that the Sales section has now been restored and is part of the main content. Now let's go back to the Recycle Bin one more time and take a look at something else. Now while we're looking at the Recycle Bin, we still have the capability to take a look at the other tabbed ribbons. But notice as we are viewing these that everything on those ribbons are grayed out, except for the Recycle Bin that we're currently in. So this is another way for you to recognize that you are not in the main contents of the notebook, but rather in the Recycle Bin. Thanks for watching, and I'll see you in the next clip.
Sharing, Exporting, and Moving Notebooks
In this clip, you will learn how to share, export, and send a notebook or portions of a notebook. Now there are a few different places that we're going to find these options, but we're first going to start with where we would locate these within the File tab and the Backstage menu. So let's go ahead and take a look at this. So we're in the File tab and we are looking in the Backstage area that you see to the left. That's the purple section. We're going to start with the Share area. Within the Share menu, you can see we have four options on how we can share this particular notebook out. We're going to start with Share with People. Now while we have Share with People selected, over to the right is where we're going to fill out the information of who we want to share this with, what rights they're going to have to share, and if we'd like to include a message. So I'm going to share this out with my colleague, Tim. After I've entered the name of the person, or we could have as many people listed here as we would like, we're going to also choose what rights they have within this notebook. Would I like Tim to be able to view this notebook? Would I like him to be able to make some changes and add some content to it by editing this notebook? Now, I can include a message, and the message that I'm including is going to be sent out by email. So he will actually get this invitation that will include a link to my notebook as to where that notebook is synced within OneDrive for Business, a SharePoint site, or maybe even a team site. Great. Now that we have our message, we have the editing rights for Tim. We're going to go ahead and share that out. And as I add additional people to this notebook by sharing it with them, you'll notice at the bottom next to my name, it's also showing who else has rights to this notebook. Maybe instead of sharing this out by email, I'd like to generate a link that I can include in a PowerPoint presentation or maybe quickly send it within a Skype for Business instant message. By selecting Get a Sharing Link, I have two options. I can create a link that will allow anyone that has this link to view the document. I can also create a link that will allow them to edit this document. By selecting the button to the right, it generates a unique URL. This is the link that you can then copy to your clipboard. And you apply the keyboard shortcut, Control + C, and then use Control + V to paste it into the destination, like the PowerPoint slides that I mentioned. You can also choose to share this within a meeting. Now, this is sharing notes within an online meeting, so you would have to have an online meeting set up in order for this to work. If you do, you can go ahead and select Share with Meeting and then pick the meeting that you'd like to share this out within, and those meeting details will be added within the notes page. You can also move a notebook. Now I don't suggest moving the notebook if you are sharing it out with others because that can cause some sync issues. Let's take a look at Export. Export works great if you need to export just part of your notebook. You may have a notebook that contains a lot of information. Some of that might be sensitive, confidential-type information, or maybe just something that's not relevant to the audience or the recipient that you're sending it to. This is a great scenario for you to actually export just the particular page that that recipient needs to receive or maybe an entire section that they need to receive. As we go through each of these choices that you see here, the three different areas that we can export, you're going to notice over to the right that the listing, as far as the formats that you can export it to, may vary. So for exporting just a specific page, we can actually send this out as a OneNote page, notice the file extension is .one, as even a Word document or an older format type Word document. And then some of those types of documents that can probably be viewed on any particular computer, such as a PDF or an XPS file. Once we've selected the format that we would like to export this as and we select Export, we get the menu that gives us the opportunity of where we'd like to save that and what we would like to name it. So right now, looks like we're going to be saving that within the Documents folder of OneDrive. It is keeping the name of the page as to what it was named within the notebook. We could change that. We have another opportunity to change that file type. And then we can go ahead and save the file. Now let's go back to the File Backstage area and take a look at that Export menu a bit more. When we switch to Section, you can see that we have the same results, the same types of formats that we can select from. But when we go to Notebook, we only have three choices. The .onepkg, which is a OneNote Package file type, PDF, and XPS. The Send area of the Backstage menu gives us some of the same choices that you may have already seen. But these are formats that we were looking at within Export. Think of this as a shortcut. So if we want to quickly email out a page, maybe send it as an attachment, send it as a PDF, we can send with any of these formats just with one simple click and it's going to open up that message and attach it within that format. Now let's go back to the main window interface and take a look at a couple of other places where you can find some of these Share, Export, and Send options. A right-click over a section will also give you a menu where you can choose Export. You'll also find that if you have a particular page selected from the Home ribbon, that you can email that page. And a right-click over a page gives you the opportunity to copy a link to that page. Thanks for watching, and I'll see you in the next clip.