1. Microsoft Office OneNote 2013 Microsoft Office OneNote 2013 Courseware # 3259 Lesson 3: Using Notebooks

2. Microsoft Office OneNote 2013 Lesson Objectives searching for content using Quick Filing printing to OneNote tagging information © CCI Learning Solutions Inc. 2 creating and merging section groups using the Recycle Bin managing page history managing backups saving items in OneNote

3. Microsoft Office OneNote 2013 Organizing Notebooks © CCI Learning Solutions Inc. 3 Creating Section Groups – To create a section group, right-click in blank area of Section tabs Can create new section using this command instead of using Can enter main title for section and proceed to create section tabs, new pages, or new subpages for group – Click New Section Group where multiple sections can be combined and included in group Use to navigate to the parent section group Use to create a new section tab for this group – OneNote inserts colon after name as reminder you are viewing contents for group

4. Microsoft Office OneNote 2013 Organizing Notebooks © CCI Learning Solutions Inc. 4 Merging Sections – To merge one section into another, right-click section tab to be merged and click Merge into Another Section Select section to receive contents of selected tab and click Merge – To merge section tab into section group, drag section tab to merge overtop section group – Cannot undo merging of sections

5. Microsoft Office OneNote 2013 Organizing Notebooks © CCI Learning Solutions Inc. 5 Protecting the Section – To prevent others from seeing contents of section, add password – Be careful to ensure that you are fully aware of what and how you type in password Try to pick password that is easy for you to remember but difficult for others to guess – To add a section password: On Review tab, in Section group, click Password; or right-click section tab and click Password Protect This Section

6. Microsoft Office OneNote 2013 Organizing Notebooks © CCI Learning Solutions Inc. 6 Current Section Apply password for this section only. Use Set Password to display dialog box where you enter password. You will be required to enter password twice. If two do not match, OneNote will prompt you to re-enter both. All Protected Sections Protect all sections in notebook using Lock All; can also press CTRL+ALT+L. TipsRead tips about adding password to section in notebook. Password Options Display Advanced category in OneNote options to set options for passwords.

7. Microsoft Office OneNote 2013 Organizing Notebooks © CCI Learning Solutions Inc. 7 – When you no longer need a password, remove it for easier access – Click Remove Password in Password Protection task pane to be prompted to enter password correctly before removing it from the file

8. Microsoft Office OneNote 2013 Organizing Notebooks © CCI Learning Solutions Inc. 8 Working with Page Templates – To create new page with pre-designed template, on Insert tab, in Pages group, click Page Templates – To view more templates or categories, click Page Templates – Use or to expand or collapse lists of templates for each category

9. Microsoft Office OneNote 2013 Organizing Notebooks © CCI Learning Solutions Inc. 9 To save page as template, create new page and add elements on page On Insert tab, in Pages group, click Page Templates and click Save current page as template – Enter name for template and specify whether this should be default template

10. Microsoft Office OneNote 2013 Using History and Backups © CCI Learning Solutions Inc. 10 OneNote automatically saves notebook every 10 minutes Using Page Versions – Keep notes for future reference with versions – Useful if compiling research and need to refer back to pages that were deleted – Helpful if you share the notebook with others and want to see history of changes that have been made – To view different versions for active page, click History tab and in History group, click Page Versions

11. Microsoft Office OneNote 2013 Using History and Backups © CCI Learning Solutions Inc. 11 – Different page versions display at right, below page tab – OneNote automatically highlights sections of page unchanged from previous version – History of saved versions goes back 60 days, after which OneNote automatically deletes previous versions – Further options include deleting all versions in section or all versions in notebook when no longer needed – Can also choose to disable history for notebook if you do not need to track any changes

12. Microsoft Office OneNote 2013 Using History and Backups © CCI Learning Solutions Inc. 12 Using the Notebook Recycle Bin – Deleted page automatically placed in Notebook Recycle Bin for 60 days Can restore to notebook as needed – To access Notebook Recycle Bin, click History tab and in History group, click Notebook Recycle Bin – Can empty recycle bin or open and restore selected items Recycle bin contains deleted OneNote items only; notebook file itself can be placed in Windows Recycle Bin

13. Microsoft Office OneNote 2013 Using History and Backups © CCI Learning Solutions Inc. 13 Backing Up Your Notes – Automatic saves and backups created for you – Can set frequency in Options area – To check or change settings, click File, click Options and then click Save & Backup category

14. Microsoft Office OneNote 2013 Using History and Backups © CCI Learning Solutions Inc. 14 – No default time set up to perform backup Frequency you choose should depend on how often you capture notes and thoughts Frequency options range from one minute to six weeks – To determine number of backup copies, decide how important it is to have copy of notebook in multiple locations – To create backup, click File, click Options, and click Save & Backup Click Back Up Changed Files Now to back up only those pages that changed since last backup Click Back Up All Notebooks Now to perform backup on all notebooks on your system – To open backup of notebook, use same process used to open any notebook Need to navigate to location where backups are stored

15. Microsoft Office OneNote 2013 Searching for Content © CCI Learning Solutions Inc. 15 Can search for content in current notebook or all notebooks on your system Prioritizes previous searches To begin search of all notebooks: – Click in field above Page Tabs area to select page or section to search; or – type characters to search for in Search field; or – press CTRL+E

16. Microsoft Office OneNote 2013 Searching for Content © CCI Learning Solutions Inc. 16 By default, OneNote searches all notebooks – Need to be open and active to be searched To narrow search, click arrow for Search field – Can search current page, in section, or in section group – Can set current location as default search location To search for item, click in Search field and begin entering search criteria – As you type, OneNote displays items that match characters – List changes to show only those items that truly match search criteria

17. Microsoft Office OneNote 2013 Searching for Content © CCI Learning Solutions Inc. 17 – To select item from search results list: Click item in list; or use UP or DOWN key to move to item and press ENTER – To see more details, click Pin Search Results (ALT+O) link Option also highlights pages in Page Tabs area to show where to find information – OneNote highlights page tabs in one color and highlights search criteria on pages in different color – To exit search mode: Click in the Search field; or Press ESC

18. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 18 Ability to file item quickly by identifying its purpose More opportunities to share information with others quickly and easily, even if not sharing notebook Advantageous when importing information into OneNote from another application As you share pages or other types of content, OneNote displays dialog box to specify where to place content – Descriptions and lists vary with notebooks and actions but structure similar for all Quick Filing actions

19. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 19 Pick a section or page in which to put the [item] Enter text to help find appropriate location for required action. Recent picksList pages or sections used recently for other actions. All Notebooks Show names of notebook sections and pages in tree or hierarchy. Use Expand or Collapse buttons to show more or fewer items for each notebook. Always send [item] to the selected location (customizable later in OneNote Options) Set default location for items of this type.

20. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 20 Configuring Quick Files – Can set default locations for specific items

21. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 21 – Click arrow for item to see available options – Not restricted to choosing location for only those items that work between PC and other computing devices Can also specify locations for web content, printouts of OneNote content, and storage of any screen clippings

22. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 22 Sharing Outlook Items – Can view items tagged in Mail, Contacts, or Tasks module of Outlook, or send message, task, or contact information from Outlook – To send message, set due date for task, or view appointment in OneNote, click appropriate item in Outlook group on Home tab: Outlook Tasks Create new task, or select due date for task set up in Outlook and linked to notebook.

23. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 23 Email Page Display new email message window, similar to using File tab to send page via email. Meeting Details View any appointments, meetings, or deadlines scheduled. If something changes from time first viewed meetings for today, OneNote provides option to refresh meeting details.

24. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 24 In Outlook, use (Send to OneNote) on Mail and Tasks modules Use (Linked Contact Notes) in People module to help link contact information to page in notebook To insert details for a meeting from Outlook: 1.In OneNote, go to page with details for meeting, and then on Home tab, in Meetings group, click Meeting Details

25. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 25 Any meetings you have for current day appear in list; or click Choose a Meeting from Another Day and navigate to that day – Use arrows at left of date to move to previous or next day, or – Use calendar icon to go to another month 2.Click meeting in list, and click Insert Details. 3.Enter notes for the meeting.

26. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 26 You can also send a meeting from Outlook to OneNote: 1.In OneNote, navigate to page where to insert meeting details. 2.In Outlook, open meeting to view its details. Then on Meeting tab, click Meeting Notes. 3.Specify whether to insert notes on your own or share notice with everyone attending meeting so anyone can add notes for group to view and comment.

27. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 27 4.Click notebook, section, or page where meeting details should be inserted, expanding and collapsing areas as needed. To set up task from OneNote: 1.Move to and then select notes to set up as task in Outlook. 2.On Home tab, in Tags group, click Outlook Tasks. 3.Click Due Date for task.

28. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 28 Flag appears next to note with due date Choose Custom Date to switch to Outlook to enter more details to set due date 4.To view task, switch to Outlook and navigate to Tasks module. To send a task from Outlook to a page in OneNote: 1.In Outlook, click Tasks in Peeks Bar 2.Find task to send to OneNote and on Home tab, in Actions group, click OneNote.

29. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 29 3.In Select Location in OneNote window, click section or page where you want to insert the task and click OK. Task added to page in notebook that identifies action to be completed in Outlook If notebook is shared, then everyone can also see task or action set and assigned to owner of this notebook

30. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 30 To send contact information to OneNote: 1.In OneNote, navigate to section or page where contact information is to be inserted. 2.In Outlook, navigate to People module and select contact to insert in OneNote. 3.On Home tab and in Actions group, click OneNote. 4.Select section or page where contact information is to be inserted and then click OK. 5.To view original contact information, click Link to Outlook Item.

31. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 31 Sending Pages to Others – To send an item from notebook to specific application, click File and click Send Email Page Send page via email to one or more recipients; page inserted as content within message. Send as Attachments Send page as attachment to one or more recipients. Send as PDFSend page as PDF file to one or more recipients. Send to Word Send page to Microsoft Word to add or manipulate items on page. Send to BlogSend page to blog service, to add or manipulate information for blog post.

32. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 32 Printing Documents into OneNote – Use File Printout option from Files group on Insert tab; or – Use Send to OneNote from list of printers when you click File and click Print – Using File Printout Use when working in OneNote and you want a copy of the file’s contents but in a format that cannot be changed Must have access to original file to have OneNote create printed image on page OneNote displays file name as reference

33. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 33 – Using Send to OneNote When OneNote is installed, it adds a Send to OneNote 2013 command to the list of available print devices – Can send file from another application directly to OneNote even if no actual command or add-in available in program that links to OneNote – Generates copy of file’s contents without including live link to file where contents can be modified To send file’s contents to OneNote, open the file in its application, click File, click Print, click arrow for list of print devices, click Send to OneNote 2013, then click Print

34. Microsoft Office OneNote 2013 Using Quick Filing © CCI Learning Solutions Inc. 34 Select page, section or notebook to send printout of file – File’s content placed as image in selected location – Can manipulate position of image but cannot edit contents in OneNote

35. Microsoft Office OneNote 2013 Tagging Information © CCI Learning Solutions Inc. 35 Adding Tags – To add tag to item, on Home tab and in Tags group, click tag to use – If tag not in list, click More to display full gallery of tags – When applied, tag appears at left of item – Can turn off bullet or numbering to show tag only – Can add multiple tags to item in container – Top nine tags have shortcut keys associated – Use checkbox tag to quickly mark item as complete – Can search for specific tags or to check status of items in notebook

36. Microsoft Office OneNote 2013 Tagging Information © CCI Learning Solutions Inc. 36 Removing Tags – Remove tag if no longer needed – To remove tag: Click More in Tags gallery and click Remove Tag; or right-click tag and then click Remove Tag

37. Microsoft Office OneNote 2013 Tagging Information © CCI Learning Solutions Inc. 37 Configuring Tag Options – Default tags based on most common types normally associated and applied to item – To configure or customize tags: Display tag gallery and then click Customize Tags; or right-click tag, and then click Customize Tags; or click Home tab, in Tags group, click Find Tags, and in Tags Summary task pane, click Customize tags

38. Microsoft Office OneNote 2013 Tagging Information © CCI Learning Solutions Inc. 38 – Use to move tag up, to move tag down, or to delete tag from list – To create new tag, click New Tag and choose settings – To change existing tag, select and click Modify Tag to make changes

39. Microsoft Office OneNote 2013 Tagging Information © CCI Learning Solutions Inc. 39 Using the Tags Summary Page – View tags at a glance to find particular item easily, or create page that lists all tags in notebook – To create tags summary page, on Home tab, in Tags group, click Find Tags

40. Microsoft Office OneNote 2013 Tagging Information © CCI Learning Solutions Inc. 40 Group tags bySelect from the list how you would like tags to be grouped. Show only unchecked itemsDisplay only items that have not been marked complete. SearchSelect where OneNote should look for tags. Refresh Results Refresh the list of tag results; the Tags Summary task pane can remain open as you make changes to different tagged items in the notebook. Create Summary PageCreate a new page that lists all the tags in this notebook. Customize tagsDisplay the Customize Tags window to add, modify, or organize tags.

41. Microsoft Office OneNote 2013 Lesson Summary searching for content using Quick Filing printing to OneNote tagging information © CCI Learning Solutions Inc. 41 creating and merging section groups using the Recycle Bin managing page history managing backups saving items in OneNote

42. Microsoft Office OneNote 2013 Review Questions © CCI Learning Solutions Inc. 42 1.How do sections work in a OneNote notebook? 2.Why use a section group instead of setting up individual section tabs? 3.When might you want to add a password to a section? 4.Why might you want to create a page template? 5.Why would you want to view different versions of a page? 6.How can you change the scope for a search? 7.Why might you want to use the Search Results pane instead of the results list?

43. Microsoft Office OneNote 2013 Review Questions © CCI Learning Solutions Inc. 43 8.How does the Notebook Recycle Bin differ from the Windows Recycle Bin? 9.What two different backup options are available to you with OneNote? 10.What does Quick Filing refer to? 11.How could you insert the contents of a file on a page in a OneNote notebook? 12.What is the purpose of tags? 13.How can you reorganize the tags? 14.What is the purpose of setting up a Tags Summary page?