Dawn Bjork Buzbee
The Software Pro®
Microsoft Certified Trainer (MCT)
Certified Microsoft Office 2010 Specialist (MOS 2010) Master Instructor
Certified Microsoft Office 2007 Specialist (MOS 2007) Master Instructor
Microsoft Certified Application Specialist (MCAS) Instructor
Certified Microsoft Office Expert
Certified Women's Business Enterprise (WBE)
WOSB (Women-Owned Small Business) Certified
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Much of the data you work with each day probably
gets stored electronically in some way: you save appointments, meetings,
and contacts in Outlook and you likely manage lists and
key data in an Excel worksheet or Word table. How do you handle the
stacks of data that doesn’t fit into the most popular Microsoft Office
programs? What's the best way to handle notes from meetings,
brainstorming sessions, classes, project planning, Post-It notes pasted
to your monitor, important
hand-written text, and "where do I store this?" nuggets. How can you
search this collection of notes and content? Try OneNote.
OneNote is a place to create, gather, store, and
search notes. A note can be almost anything you want it to be—a typed
line of text, a sketch, an audio or video clip, a picture, a link to a
web page—you get the idea. Even if you have never heard of OneNote or
used it before, it may be hanging out on your desktop just waiting for
you to discover this “secret” Office tool.
Note: OneNote is available with most
versions of the Office 2010 suites as well as the Office 2007 Ultimate
suite as well as many enterprise (large/corporate) installations
of Microsoft Office 2003, 2007, 2010.
The physical notebooks in your work area probably
include color-coded tabs to divide the notebook into separate sections
or topics, each with its own collection of pages. OneNote uses the same
idea but with virtual folders called notebooks with a series of
color-coded tabs or sections, each section made up of one or more
pages. Pages are where you write, doodle, and paste in your
notes. For further organization, you can even create subpages
with additional information under the same title as its corresponding
Creating a New Notebook
OneNote includes two notebooks already created for
you: the Business Notebook and the Personal Notebook. Rather than trying
to modify these existing notebooks, you’ll probably want to create your
own. Although the interface varies with your version of Microsoft
Office, in OneNote 2010, you create a new notebook with File > New.
Most of the options are fairly clear but make sure to watch closely when
you choose how you want to use the notebook: on your computer, the Web,
or a network. A OneNote notebook might be just for your own use or
shared by a group or team. You can even send out an e-mail to others
with notebook-sharing information.
Organizing Notebook Information with Sections
In keeping with the virtual idea of a functional
notebook, it’s important to impose some kind of order on all these
pieces of information. Within each notebook, the second level of
organization is the section, which is represented by a tab along
the top of the notebook. You can use the sections to organize the
notebook’s topic or theme into smaller subjects. You can create as many
sections as you need although it may be harder to read each tab name as
the number of sections grows. To create a new section, click on the
Create a New Section tab, or right-click an existing section and
choose New Section.
Take OneNote for a Test Drive!
If you have access to OneNote, launch the program
and take it for a tour. Dig into the sample notebooks and create one of
your own (you can always delete it later). Other features to explore in
Move sections from one part of a notebook to another or even to a
Apply color-coding to notebooks and sections.
Experiment by adding links to files on your network or local
computer, creating free hand text, inserting images and pictures,
and even hyperlinks to websites and documents.
Tip: One surprise in OneNote is that, unlike other
Microsoft Office work, notebooks are automatically saved and are all
loaded when you re-start the program.
See for yourself how OneNote can help you further
organize your office, school, or home life.
© Dawn Bjork Buzbee, MCT, The Software Pro®
Dawn Bjork Buzbee
is The Software Pro®
and a Microsoft Certified Trainer (MCT) as well as a certified Microsoft Office
Specialist (MOS) Master Instructor, certified Microsoft Applications Specialist
(MCAS) Instructor, and a certified Microsoft Office expert. Dawn shares smart
and easy ways to effectively use software through her work as a software
speaker, trainer, consultant, and author of 8 books.
This article and
more can be reprinted at no charge in your publications and website with
copyright and attribution.
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Check spelling in OneNote with the
[F7] function key.
|OneNote allows you
to add handwritten notes or drawings to your page. You can draw or
write using a mouse or stylus.