How to Use Microsoft OneNote: A Comprehensive Guide

Including a bunch of Tips & Tricks

Microsoft OneNote is a powerful digital note-taking app that helps you stay organized, collaborate, and improve productivity. OneNote lets you capture ideas, create to-do lists, and even collaborate with others in real-time. Whether you’re a student, professional, or an everyday user looking to streamline your note-taking process, OneNote has many features to cater to your needs.

In this comprehensive guide, we will explore the ins and outs of OneNote, from navigating the interface to creating and managing notebooks, sections, and pages. Let’s equip you with the knowledge to effectively use OneNote and boost your productivity.

The OneNote interface is designed to make your note-taking experience seamless. Here are the key components of the interface.

OneNote organizes notes into a hierarchical structure, with notebooks at the top level, sections within notebooks, and pages within sections. This structure allows you to categorize and find your notes more easily.

The Ribbontoolbar provides quick access to various OneNote features, like formatting options, tags, and multimedia tools. It is divided into several tabs (Home, Insert, Draw, etc.), each containing relevant tools and commands.

Located at the top of the OneNote window, the Quick Access Toolbar contains commonly used commands, such as Undo, Redo, and New Page. You can customize the toolbar by adding or removing buttons based on your preferences and workflow.

Creating and Managing Notebooks

Effectively managing your notebooks is essential for keeping your notes organized and easily accessible. Here’s a closer look at how to create and manage notebooks in OneNote.

Here’s how to create a new Notebook.

Your new notebook will now be accessible from the list of notebooks in OneNote.

Over time, you may accumulate several notebooks, which makes it important to keep them organized. To rearrange your notebooks, click and drag them to the desired position in the list.

You’ll need to find the Notebook in the location you stored it when you created it to rename it, as you can’t do it directly from OneNote. You can change the display name of the Notebook by right-clicking the Notebook’s name, selectingProperties, and then changing the name next toDisplay Name. However, this doesn’t affect the actual name of the Notebook folder.

Keeping your Notebooks organized and properly labeled will help you quickly locate the necessary information.

OneNote allows you to share your Notebooks with others and collaborate in real time. Here’s how to share a Notebook.

Collaborators can then view, add, edit, or delete notes (depending on the permissions given) in the shared notebook.

Creating and Managing Sections

Sections in OneNote help divide your Notebook into organized, topic-specific categories. Learning to create and manage sections effectively is important for staying organized.

To create a new section within a notebook, click the+ iconnext to the existing Section tab. You can then type the name for your new section, which should be descriptive of its content.

As you accumulate more sections within a notebook, you must keep them organized for easy navigation. You can rearrange your sections by clicking and dragging the section tabs to the desired position.

To rename a section, right-click the Section tab, selectRename, and then type the new name.

Keeping your sections organized and properly labeled ensures you can quickly access the necessary information.

For more complex projects or when dealing with many sections, section groups can help you maintain organization. Section groups are folders that can contain multiple sections. Here’s how to create a Section group.

This feature helps maintain a clean and clutter-free workspace while providing an additional layer of organization.

Creating and Managing Pages

Pages in OneNote are where you create, store, and organize your notes.

You’ll create a new Page within a Section. Here’s how.

You’ll need to prioritize organizing your Pages for easy navigation, especially as your collection grows. You can rearrange Pages by clicking and dragging them within the list to the desired position.

To rename a Page, click its title at the top of the Page and edit the text, or right-click the Page’s name in the list and selectRename.

OneNote offers a variety of built-in page templates to help you create consistent and visually appealing notes.

You can also create custom templates by designing a page and then saving it as a template. This feature helps save time and maintain a uniform note-taking style.

Taking Notes in OneNote

OneNote offers several note-taking options, like text notes, drawings, audio and video clips, and handwriting.

You can create text-based notes in OneNote by simply clicking anywhere on a Page and typing. OneNote supports rich-text formatting, which lets you change font styles, sizes, colors, and other attributes. You can also create bulleted or numbered lists and format text with bold, italics, or underlining.

OneNote also supports digital handwriting and drawingusing a stylus, touchscreen, or mouse.

To access this feature, click theDrawtab in the Ribbon and choose from various pen styles, colors, and thicknesses.

You can write or draw directly on the page, making it ideal for annotating, sketching ideas, solving equations, and more.

OneNote allows you torecord audio or video notes, which can be especially useful for capturing lectures or meetings.

To create a recording, click theInserttab in the Ribbon and selectRecord AudioorRecord Video. Note that the Record Audio option is nested under theTranscribeoption.

The recording will be embedded in the Page, and you can play it back directly within OneNote.

You can capture and insert screen clippings (images of your computer screen) directly into your Notes, as well.

To create a screen clipping, click theInserttab in the Ribbon and selectScreen Clipping.

Your screen will dim, allowing you to select the area you want to capture. The clipped image will then be inserted into your OneNote Page, where you can resize or annotate it as needed.

Formatting and Organizing Notes

OneNote offers various formatting and organizational tools to help you create clean, visually appealing, and easily navigable Notes. Here’s an overview of some key formatting and organizational features you can expect to find.

OneNote supports rich-text formatting, allowing you to change font styles, sizes, colors, and other attributes to suit your preferences. You can format text with bold, italics, underlining, highlighting, and more.

To access these options, select the text you want to format and choose the desired formatting options from theHometab in the Ribbon.

Creating bulleted or numbered lists in OneNote is easy. Click the desired location on a Page and then select either theBulletsorNumberingicon from theHometab in the Ribbon.

You can choose from different bullet styles or numbering formats to customize the appearance of your lists.

You can create tables to organize information in a structured format. To insert a table, click theInserttab in the Ribbon and selectTable. Next, choose the number of rows and columns you need from the grid to add the table to your page.

You can add or delete rows and columns, apply table styles, and sort data as needed.

Tags in OneNote help you categorize and prioritize information within your Notes, making it easier to locate specific items later.

To add a tag, select the text you want to tag and click on theTagsoption in theHometab of the Ribbon. Choose from a variety of built-in tags, like “To Do,” “Important,” or “Question.”

You can also create custom tags to suit your specific needs.

You can search for tagged items later via theFind Tagsbutton in theHometab. A pane displays a list of all tagged items in your Notes.

Integrating OneNote with Other Microsoft Products

OneNote integrates seamlessly with other Microsoft apps, streamlining your workflow. Here’s an overview of how OneNote works with some key Microsoft products.

You can send content from a Word document to OneNote by using theSend to OneNoteoption. To access this option, clickFile>Print. SelectOneNoteas your printer and selectPrint.

You’ll then need to select the Notebook you want to send it to.

This feature allows you to store research, ideas, or outlines in OneNote alongside your other Notes.

OneNote allows you to embed Excel spreadsheets directly into your Notes.

To do this, click theInserttab in the Ribbon and selectNew Excel SpreadsheetorExisting Excel Spreadsheet.

The spreadsheet will be embedded as an object, and you can clickEditin the embedded spreadsheet to edit the content using Excel. You can also create a new table in OneNote and convert it into an Excel spreadsheet by right-clicking it and selectingConvert to Excel Spreadsheet.

OneNote offers several integration features with Outlook, making managing tasks, appointments, and emails easy. You can create Outlook tasks from within OneNote, which will be automatically added to your Outlook task list.

To do this, select the text you want to turn into a task, right-click, and select theOutlook Tasksoption, which is a flag icon. Next, choose a deadline from the list.

OneNote Tips and Tricks

OneNote is a feature-rich application with numerous tips and tricks that can help you maximize its potential and boost your productivity. Here are some useful tips and tricks to consider when using OneNote:

OneNote has severalkeyboard shortcutsthat can save time and streamline your workflow. Familiarize yourself with shortcuts for common tasks, such as creating a new Page (Ctrl + N), undoing an action (Ctrl + Z), or searching for Notes (Ctrl + E). You can find a list of OneNote keyboard shortcuts onMicrosoft’s official website.

OneNote has a built-inOCR featurethat allows you to extract text from images or scanned documents. To use OCR, right-click on an image within your Notes and selectCopy Text from Picture. OneNote will extract the text, which you can then paste elsewhere in your notes or into another app.

You can add password protection to specific Sections within your OneNote Notebooks to keep sensitive information secure. To do this, right-click on a section tab and selectPassword Protect This Section. ClickSet Password, enter the desired password, and confirm it to apply the password protection.

You can dock OneNote to the side of your desktop, allowing you to take Notes while simultaneously working on other things. To do this, click theViewtab in the Ribbon and selectDock to Desktop. OneNote will resize and dock to the side of your screen, making it easy to reference and take notes while working in other programs.

Unlock Your Productivity

As you master the many features of Microsoft OneNote, you’ll unlock the full potential of this powerful app. From organizing your thoughts to collaborating with others, OneNote allows you to streamline your productivity and keep everything in one easily accessible location.

Don’t be afraid to explore the various customization options and experiment with different techniques to find the perfect workflow for your needs. Remember, OneNote is designed to adapt to your unique style, so make the most of its capabilities to create a personalized digital notebook that works for you.

Happy note-taking!

Marshall is a technical writer based in Tokyo, Japan. His bylines are found on VGKAMI, How-To Geek, PCWorld, Zapier, and many other online magazines.Read Marshall’s Full Bio

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