550 - Get Organized With OneNote 2007-2010

7/31/2019 550 - Get Organized With OneNote 2007-2010

1/33

Contents

0

TRIADCONSULTING

Using Microsoft OneNote

2007 and 2010

Gini Courter

T R A V E R S E C I T Y , M I C H I G A N


2/33

Contents

1

CONTENTS

Contents .......................................................................................................................................... 1

Entering, Formatting, and Editing Text ........................................................................................... 4

Moving text on a page ................................................................................................................ 4

Rearranging notes on a page ...................................................................................................... 4

Adding space to a page ............................................................................................................... 4

Creating a new page ................................................................................................................... 5

Changing the order of pages ....................................................................................................... 5

Saving notes ................................................................................................................................ 5

Inserting the time and date ........................................................................................................ 5

Creating a bulleted or numbered list .......................................................................................... 6

Adding or editing a hyperlink ...................................................................................................... 6

Tips for Hyperlinks ...................................................................................................................... 6

Creating a table ........................................................................................................................... 7

Working with Pictures and Graphics............................................................................................... 7

Inserting a screen clipping .......................................................................................................... 8

Tagging Notes ................................................................................................................................. 9

Adding a note tag ........................................................................................................................ 9

Searching for tagged notes ......................................................................................................... 9

Tips for New OneNote Users .......................................................................................................... 9

Tips for Taking Notes .................................................................................................................... 10

Tips for Formatting Notes ............................................................................................................. 11

Inserting Documents in OneNote ................................................................................................. 11

Attaching a document or file .................................................................................................... 11

Insert a document or file as a picture ....................................................................................... 11

Repositioning a file printout picture on the page................................................................. 12

Copying text from a file printout picture .............................................................................. 12

Adding Audio or Video Clips to OneNote ..................................................................................... 12

Record an audio or video clip ................................................................................................... 13

Play back an audio or video recording ...................................................................................... 13


3/33

Contents

2

Share audio or video recordings with others ........................................................................... 14

Send audio and video files in an e-mail message ................................................................. 14

Publish pages that contain audio and video files ..................................................................... 14

Adjust audio or video recording settings .............................................................................. 15

Organizing Your Notes .................................................................................................................. 15

Working with pages and subpages ........................................................................................... 15

Creating a new page or subpage .......................................................................................... 16

Selecting one or more pages .................................................................................................... 16

Grouping existing pages ............................................................................................................ 16

Moving a page or subpage within a section ............................................................................. 16

Moving a page or subpage to another section ......................................................................... 17

Copying and pasting a hyperlink to the current page .............................................................. 17

Tips for organizing notes ........................................................................................................... 17

Working with Sections .................................................................................................................. 18

Creating a new section .............................................................................................................. 18

Opening a section ..................................................................................................................... 18

Moving a section ....................................................................................................................... 18

Renaming or deleting a section ................................................................................................ 19

Searching in OneNote ................................................................................................................... 19

Searching for notes ................................................................................................................... 19

Finding recently written notes IN OneNOte 2007 .................................................................... 20

Browsing recently viewed notes ............................................................................................... 21

Tips for searching notes ............................................................................................................ 21

Distributing Notes to Others ......................................................................................................... 22

Sending selected notes in an e-mail message .......................................................................... 22

Publishing selected OneNote 2007 notes to a shared location................................................ 22

Working with shared notes in OneNote 2010 .............................................................................. 23

Create a new shared notebook in OneNote 2010 .................................................................... 23

Share an existing notebook in OneNote 2010 .......................................................................... 24


4/33

Contents

3

Create an e-mail message with a link to the shared notebook ................................................ 25

Working with shared notes in OneNote 2007 .............................................................................. 25

Set up a new shared notebook In Onenote 2007 ..................................................................... 26

Create a new shared notebook in OneNote 2007 .................................................................... 26

Sharing an existing notebook in OneNote 2007 ....................................................................... 27

Stop sharing a notebook on your computer ............................................................................. 29

Host or participate in a Live Sharing Session in OneNote 2007 ............................................... 29

Hosting a shared note-taking session ................................................................................... 30

If you are not the host of a shared note-taking session, you can do the following: ............ 30

Tips for sharing notes ................................................................................................................ 30

Tips for doing research with OneNote .......................................................................................... 31

Tips for protecting personal notes................................................................................................ 32

Tips for customizing OneNote 2007 ............................................................................................. 32


5/33

Entering,Formatting,an

dEditingText

4

USING ONENOTE 20071 AND 2010

GINI COURTER, M.B.A., TRIAD CONSULTING

OneNote is a great tool for note taking, organizing, and sharing. OneNote is organized into

notebooks, sections, folders, and pages.

ENTERING, FORMATTING, AND EDITING TEXT

To type notes, click wherever on the page you want the notes to appear, and then type.

OneNote creates a note container for each block of text that you type or write.

MOVING TEXT ON A PAGE

To move text within the same page, move the pointer over the text. When the note container

appears, click the top edge of the note container, and then drag the container to a new location

on the page.

To copy or move text from one page to another page, right-click the top edge of the note

container, click Copy or Cut on the shortcut menu, and then paste the notes to the page you

want.

REARRANGING NOTES ON A PAGE

Click the top edge of the note container that you want to move, and then drag the container to

a new location on the page.

To move a paragraph, move the pointer over the paragraph handle until the pointerbecomes a four-headed arrow, and then drag the paragraph to its new location on the

page. If the paragraph that you move contains indented paragraphs, the indented

paragraphs are moved with the selected paragraph. To select only the top paragraph,

click its handle again.

You can merge note containers by pressing SHIFT while dragging one note containerover another.

By default, note containers and other items on a page snap to an invisible grid whenthey are moved around on the page. This makes it easier to line up note containers,

images, and other elements on the page. You can override this setting temporarily by

holding down ALT while you drag a note container.

ADDING SPACE TO A PAGE

2007: Click Insert Extra Writing Space on the Writing Tools toolbar then:

2010: On the Insert tab of the Ribbon, click Insert Space then:

1Selected OneNote 2007 information in this handout is from office.microsoft.com


6/33


dEditingText

5

On the page, click where you want to insert more space, and then drag the pointer in the

direction indicated by the arrow to add as much space as you want.

Drag to add space at the edges of the page or between lines of text.

TIP To quickly add more space to the bottom of a page, click the ScrollDown by Half Page icon at the bottom of the vertical scroll bar.

CREATING A NEW PAGE

Click the New Page button above the page tabs to quickly create a new page. (Click the arrow

next to the New Page button to choose a blank page, to create a subpage in a page group, or to

create a page from a template.) In the Title box at the top of the page, type a title for the page.

The title you type appears in the page tab along the side of the OneNote window.

CHANGING THE ORDER OF PAGES

To move a page within a section, click and drag the page tab slightly to the right until a small

arrow appears, and then drag the page tab up or down to a new location in the current section.

SAVING NOTES

OneNote automatically and continuously saves your work while you take notes, whenever you

switch to another page or section, and whenever you close sections and notebooks. There is no

need to save your notes manually, even when you finish them.

TIP To save a copy of a section of your notes to a different location, use the

Save As command on the File menu. OneNote will automatically save any

further changes to that section of notes to that new location..

INSERTING THE TIME AND DATE

Depending on how you use OneNote, you can use your computer's current date and time in

your notes to mark or track chronological events. For example, you can keep a log of phone

calls received at specific times during the day, or mark entries in your OneNote weblog or diary

with the current date.

Place the pointer where you want to add a date and time stamp. Do one of the following:

2007: On the Insert menu, click Date and Time or 2010: on the Insert tab in theTime Stamp group click Date, Time, or Date & Time.

To insert the current date and time, press ALT+SHIFT+F. To insert only the date, press ALT+SHIFT+D. To insert only the time, press ALT+SHIFT+T.


7/33


dEditingText

6

TIP OneNote automatically adds a date and time stamp under the page

title whenever a new page is created. To change the date or time stamp of a

page, click the date or time, and then click the calendar or clock icon that

appears. OneNote will use the new date and time stamp when searching the

page for notes.

By default, OneNote uses the date and time format specified in the Control Panel in Microsoft

Windows. To change the way dates and times are displayed in OneNote, double-click the

Regional and Language Options icon in Control Panel in Windows, click Customize for the locale

you have selected, and then choose the Time and Date format you want. The changes apply to

new note pages, but not to note pages that you have already created.

CREATING A BULLETED OR NUMBERED LIST

1. On the Formatting toolbar (2007) or in the Basic Text group on the Home tab (2010),click Bullets or Numbering.

2. Type the text you want for the first item in the list, and then press ENTER.3. A new bullet or number for the next list item is created automatically.4. To end the bulleted list and continue typing a regular paragraph, press ENTER twice, or

press BACKSPACE to delete the last bullet in the list.

ADDING OR EDITING A HYPERLINK

OneNote automatically creates a hyperlink whenever you type or paste an Internet or World

Wide Web URL into your notes.

To add a hyperlink, do one of the following:

In your notes, type or paste the Internet address that the hyperlink should point to. Forexample, to add a hyperlink to the Microsoft Web site, type http://www.microsoft.com.

On the Insert menu or tab, click Hyperlink, and in the Insert Hyperlink dialog box, specifythe Internet address that the hyperlink should point to, and then specifiy the Text to

Display where the hyperlink appears in your notes.

TIP To create hyperlinks to other locations in your notebook so you can

navigate more quickly, click the notebook section containing the page you

want to link to, right-click its page tab in the margin, click Copy Hyperlink tothis Page, and then paste the hyperlink wherever you want it to appear.

TIPS FOR HYPERLINKS

To edit a hyperlink, right-click the hyperlink, and then click Edit Hyperlink on theshortcut menu.


8/33

WorkingwithPicturesandGraphics

7

To create a hyperlink to another page in your notebook, open the notebook sectioncontaining the page that you want to link to, right-click the tab of the page in the

margin, click Copy Hyperlink to this Page, and then paste the hyperlink wherever you

want it to appear in your notes.

To create a hyperlink to another section in your notebook, right-click the tab of thesection that you want to link to, click Copy Hyperlink to this Section, and then paste the

hyperlink wherever you want it to appear in your notes.

To create a hyperlink to another OneNote notebook on your computer, right-click in theNavigation bar the name of the notebook that you want to link to, click Copy Hyperlink

to this Notebook, and then paste the hyperlink wherever you want it to appear in your

notes.

To create a hyperlink to a Web site whose URL contains spaces, type an angle bracket () at the beginning and end of the URL (for example, type ). To create a hyperlink to an e-mail address, type mailto: and then type the e-mail

address (for example, type mailto:[email protected]).

To create a hyperlink in your notes to a document on your computer, type file:// andthen type the document's location and file name (for example, type file://C:\My

Documents\Resume.doc). If the file name contains spaces, type an angle bracket at the

beginning and end of the path (for example, type ).

CREATING A TABLE

1. Click the location where you want to insert a table.2. On the Table menu (2007) or on the Insert tab in the Table group, choose Insert Table.3. In the Insert Table dialog box, enter the number of columns and rows you want.

TIP You can create a table more quickly by drawing it. On the Standard

toolbar, click the Insert Table button, and then drag the pointer down and to

the right to specify the number of rows and columns you want. You can also

use the TAB key to create a table and to add new columns to a table, and

you can use the ENTER key to add new rows to a table.

WORKING WITH PICTURES AND GRAPHICS

You can insert pictures, graphics, and clipart into your notes. To insert a picture from a file on

your computer, do the following:

1. On the Insert menu, point to Picture, and then click From File (2007) or on the Insert tabclick Picture (2010)


9/33

WorkingwithPicturesandGraphics

8

2. In the Insert Picture dialog box, navigate to the location where the file is located, click toselect the file, and then click Insert.

To insert a picture from the World Wide Web, do the following:

1. Open the Insert Picture dialog box.2. In the File name box, type or paste the complete URL of the image file, and then click

Insert.

You can annotate pictures that you have inserted into your notes by typing text over them.

Therefore, unlike most other Microsoft Office programs, clicking an inserted picture in OneNote

does not select the picture. Instead, it places an insertion point for typing text. If you want to

select a picture that you have inserted, move the pointer over it. A dashed blue border appears

around the picture, and a blue cross-hair handle appears next to the picture. Click the border or

the handle to select the picture. Once the picture is selected, click and drag it to a new location

on the page.

INSERTING A SCREEN CLIPPING

You can use OneNote to take a picture of all or part of your computer screen, and then insert it

into your notes. These pictures, which are called screen clippings, let you quickly capture

information that you do not need to edit. For example, you might take a picture of your

business trip itinerary on your travel agency's Web site, and then paste it into your notes so you

can view it when you don't have access to the Web.

1. In OneNote, on the Insert menu, click Screen Clipping. OneNote is minimized, and thelast active window becomes visible.

2. If necessary, switch to the program that displays the information that you want tocapture as a picture (for example, a Web page in Internet Explorer).

3. Click and hold the mouse button, and then drag the pointer in any direction to make aselection. For example, you can start from the upper left corner of the area that you

want to capture, and then drag the pointer to the lower right.

4. Release the mouse button to create the screen clipping and insert it into your notes.TIP Whenever you create a screen clipping, it is automatically copied to the

Clipboard. To insert the picture into any other program, click Paste or press

CTRL+V wherever you want to insert the picture.

Screen clippings are static images. When you take a screen clipping of something (for example,

a Web page), and the information changes at the source, the screen clipping is not updated.


10/33

TaggingNotes

9

TAGGING NOTES

OneNote provides several predefined note tags, such as Important and To Do, that you can

associate with your notes. You can also create your own custom note tags and search for

tagged items.

ADDING A NOTE TAG

1. Place the pointer in the paragraph that you want to tag.2. 2007: On the Standard toolbar, click the arrow next to the Tags button, and then click

the note tag you want. 2010: On the Home tab, choose a tag from the drop down list in

the Tags group. For example, to attach a check box to something that you want to

follow up on, click To Do.

After you add tags to your notes, you can search your notes for tagged items and you can group

tagged items together according to tag name.

SEARCHING FOR TAGGED NOTES

1. 2007: On the Standard toolbar, click the arrow next to the Tags button, and then clickShow all Tagged Notes. In 2010, on the Home tab in the Tags group click Find Tags.

2. In the Tags Summary pane, narrow the Search scope if needed, and then click RefreshResults.

You can use the To Do note tag as a check box to indicate whether you have followed up on an

action item. Select or clear the box in the Note Tags Summary task pane or on the page

containing the note tag.

TIPS FOR NEW ONENOTE USERS

To increase your note-taking area on a small screen, you can hide the titles of the pagetabs by clicking the Collapse Page Tabs arrow in the page tabs column.

To maximize your available screen space while taking notes, press F11 to use OneNotein Full Page view. (Press F11 again to exit Full Page view.)

Page tabs appear on the right side of your notebook by default. To display the page tabson the left side of your notebook, in the Display category in the Options dialog box

(Tools menu in 2007, File > Options in 2010), select the Page tabs appear on the left

check box.

To change the default color that is applied to a new section, right-click the section tab atthe top of the page, point to Section Color on the shortcut menu, and then click the

color that you want to apply. Click None to remove coloring from a section entirely.

If you want to change the way OneNote is set up, you can customize any of the items onthe menus and toolbars by right-clicking a 2007 toolbar or 2010 ribbon and then


11/33

TipsforTakingNotes

1

0

choosing Customize on the shortcut menu. In OneNote 2010, you can also customize the

Quick Access bar with your frequently used commands.

If you have a microphone and a webcam, run the Tuning Wizard before you attempt torecord audio and video notes. On the Tools menu, click Options. In the Options dialog

box, click Audio and Video, and then click Tuning Wizard. 2007: To view a list of useful keyboard shortcuts that make accessing OneNote tools,

commands, and dialog boxes faster and easier, click Keyboard Shortcuts on the Help

menu.

TIPS FOR TAKING NOTES

If copying and pasting text and graphics from a Web page to a page in your notebookdoesn't seem to properly retain the formatting, try capturing the information in a screen

clipping instead. On the Insert menu or tab, click Screen Clipping, and then drag the

pointer to create a rectangular selection around the content on your screen that you

want to capture.

Save time by creating AutoCorrect entries for words and phrases that you typerepeatedly. When you type the short form of AutoCorrect text on a notes page,

OneNote automatically replaces it with the full text that you specified. In OneNote 2007,

choose Tools > AutoCorrect Options. In OneNote 2010 choose File > Options then

choose the Proofing category then click the AutoCorrect Options button. In the Replace

box, type a word or phrase that you want OneNote to automatically replace when

typed. In the With box, type the text that should appear in place of the replaced word or

phrase.

To see when a block of notes was last written or updated, right-click the paragraphhandle just before the text in any note container. The last two items on the shortcut

menu will show you when the text was created or updated, and by whom.

To move an item, such as a block of text or a picture, so that it appears over or underanother item on the page, hold down ALT while moving the item.

To quickly remove a note tag, place the cursor in the text that is tagged, and then pressthat note tag's keyboard shortcut (CTRL+1 through CTRL+9). You can also use this

keyboard shortcut to quickly select or clear a To Do note tag.

To hide notes that you already followed up on and marked as complete, select the Showonly unchecked items check box in the Note Tags Summary task pane.

You can easily modify the templates that are included with OneNote and create acustom page design of your own. 2007: Start by applying an existing template to a new,

blank page, and then add or change anything you like. On the Format menu, click

Templates. In the Templates task pane, click Save current page as a template. 2010:

There are no templates; set page features on the View menu.


12/33

TipsforFormatting

Notes

1

1

TIPS FOR FORMATTING NOTES

To quickly create a numbered list, type 1. followed by a space, type the list item, andthen press ENTER. The next line of text will automatically begin with the number 2.

To quickly create a bulleted list, type an asterisk (*) followed by a space, type the listitem, and then press ENTER. The asterisk changes to a bullet, and the next line of textwill automatically begin with another bullet.

If you are typing in a bulleted list and you want to start a new paragraph of text withinthe same list item, press SHIFT+ENTER.

To turn a numbered list on or off, press CTRL+SLASH MARK (/). To turn a bulleted list onor off, press CTRL+PERIOD.

To quickly increase or decrease indentation for a line of text, place the cursor in front ofthe text that you want to reposition, and then press ALT+SHIFT+RIGHT ARROW to

increase the indent, or ALT+SHIFT+LEFT ARROW to decrease the indent.

INSERTING DOCUMENTS IN ONENOTE

OneNote notebooks let you keep all kinds of information in one place. While you may use

OneNote primarily for your own notes, inserting information from other sources is a great way

to save time.

ATTACHING A DOCUMENT OR FILE

To keep a copy of any document or file as part of your notes, you can attach it to your notebook

page. Double-clicking the attachment icon will open the document or file in its intended

program (for example, a Word document attachment will open in Microsoft Word). Heres how:

1. On the Insert menu or tab, click Files.2. In the Choose a file or a set of files to insert dialog box, navigate to the location of the

file that you want to insert, and then click to select it. (To select multiple files, hold

down the CTRL key while you click to select additional files.)

3. Click Insert. A copy of the file is inserted on the current page and shown as an icon thatyou can double-click to open or view the document or file.

OneNote attaches a copy of the document or file. OneNote does not maintain a link to the

original file. If the original file is updated later, those changes will not appear in the copy you

attached.

INSERT A DOCUMENT OR FILE AS A PICTURE

When you want to insert information from other files on your computer without attaching or

linking to the files, you can insert a picture or "printout" of the information by using the

OneNote printer driver. Instead of actually printing the file onto paper, the printer driver sends

the printout to your notebook electronically. You can position the printout anywhere on a page.


13/33

AddingAudioorVideoClipstoOneNote

1

2

You cannot open and edit the printout as if it were the source file, but you can copy text from

the printout and paste it anywhere for editing. You can also annotate the printout pictures with

additional notes by typing or writing over them.

1. On the Insert menu or tab choose File(s) as Printout(s).2. In the Choose Document to Insert dialog box, navigate to the location of the file that

you want to insert, and then click to select it. (To select multiple files, hold down the

CTRL key while you select the files.)

3. Depending on the type of file you are inserting, OneNote will attempt to launch thesource program for the file and then print its contents directly to the current notebook

page as a picture.

REPOSITIONING A FILE PRINTOUT PICTURE ON THE PAGE

By default, each page of an inserted document or file is placed in your notes as a separate

picture. You can move inserted printout pictures wherever you want them.

1. Select the picture by moving the pointer over it and then clicking the dashed blueborder or the picture handle alongside the picture.

2. Click and drag the picture to a new location.COPYING TEXT FROM A FILE PRINTOUT PICTURE

OneNote allows you to copy text from an inserted "print" image and paste it elsewhere for

editing.

1. Right-click the printout image, and then do one of the following:2. Click Copy Text from this Page of the Printout to copy the text from only the currently

selected printout picture.

3. Click Copy Text from All the Pages of the Printout to copy the text from all of the pagesof an inserted printout picture.

4. Navigate to the page in your notebook (or to another program) where you want topaste the text, and then press CTRL+V to paste the copied text.

ADDING AUDIO OR VIDEO CLIPS TO ONENOTE

Microsoft Office OneNote enables you to record audio and video clips as you take notes. To

record audio, you need a microphone. Most current models of laptop and portable computershave a built-in microphone that allows you to record audio in OneNote using no additional

hardware. If your computer does not have a built-in microphone, you can purchase an external

microphone, either digital or analog, and then plug it into the sound input jack on your

computer. To record video, you need to connect a digital camera capable of recording movie

clips, such as a webcam.


14/33


1

3

Audio and video recordings can be useful note-taking tools in a variety of situations, including

meetings and lectures. For example, you can use an audio recording as a way to verify notes

that that you have taken in class. You can use a video recording to capture an important

demonstration. If you do a lot of research, audio and video recordings also work well in

conjunction with side notes. When you drag research information from the Web into a sidenote, you can annotate each item with an audio-recorded note about the item to later remind

yourself about its significance.

RECORD AN AUDIO OR VIDEO CLIP

Audio and video recordings you make in OneNote are directly linked to any notes you take

when the recording is made. This lets you later search your notes for keywords or specific text

that is associated with a particular recording. For example, if you are in a meeting and the

speaker is explaining a complex work process, you can record the presentation and then, in

your notes, type "work process" to indicate the topic of the recording. Whenever you play back

the recording, OneNote shows you the accompanying notes that you took.

Note: To record audio or video clips in OneNote, Microsoft DirectX 9.0a or

later and Microsoft Windows Media Player 9 or later are required.

1. Click the location on the page where you want to place the recording for example,beside a paragraph or photo that you are commenting on.

2. In OneNote 2007: on the Standard toolbar, click the arrow next to the Record button,and then click either Record Audio Only or Record Video. A time stamp is placed on the

page. In OneNote 2010: on the Insert tab in the Recording group choose Record Audioor Record Video.

3. Start recording your audio notes or video notes.4. To finish the recording, click Stop on the Audio and Video Recording toolbar.

NOTES If you choose Record Audio Only, OneNote records the sound clip as a .wma file. If you

choose Record Video, OneNote combines audio and video in a .wmv file, provided that a

microphone is connected to your computer or is available as part of the camera. Once a video

recording has been created in OneNote, you cannot separate the audio portion from the video

portion in your notes. If OneNote is not running, you can still initiate an audio recording by

right-clicking the OneNote icon at the far right of the Windows taskbar, and then clicking Start

Recording Audio.

PLAY BACK AN AUDIO OR VIDEO RECORDING

1. Open the page that contains the audio or video recording that you want to play back.2. Click the icon next to the notes to see or hear the portion of the recording that's

associated with those notes.


15/33


1

4

3. Stop or pause the playback at any time by clicking Stop or Pause on the Audio andVideo Recording toolbar or tab.

By default, the See Playback button on the Audio and Video Recording toolbar is active. This

causes OneNote to select in turn each item you created during the recording. If you want to

listen without following along in your notes, click the See Playback button to deactivate it. Toplay back only the audio portion of a video recording, on the Audio and Video Recording

toolbar, click Hide Video Window.

SHARE AUDIO OR VIDEO RECORDINGS WITH OTHERS

You can share the audio and video recordings that you make with other people, even if they do

not have OneNote installed on their computers.

SEND AUDIO AND VIDEO FILES IN AN E-MAIL MESSAGE

In OneNote 2007:

1. On the Tools menu, click Options.2. In the Category list in the Options dialog box, click E-mail. Go to step 3 below.

In OneNote 2010:

1. Choose File then Options.2. Choose the Advanced category then scroll to the Email Sent from OneNote group.3. Select the Attach embedded files to the e-mail message as separate files option, and

then click OK.

4. Click the tab of the page that contains the audio or video files you want to send.5. On the File menu, point to Send Page To, and then click Mail Recipient (as Attachment).6. Fill out the e-mail form, and then click Send.

Tip: In the e-mail message, instruct your recipients to save the .wma or .wmv

files to the same location as the OneNote file so that they can play the audio

or video right from the page. You can also send just the audio or video

recording by sending only the .wma or .wmv file.

PUBLISH PAGES THAT CONTAIN AUDIO AND VIDEO FILES

1. Click the page tab for the page you want to publish.2. On the File menu, click Save As.3. In the Save As dialog box, navigate to the shared location where you want to publish the

.one file and the .wma or .wmv files.

4. In the Save as type box, click OneNote Sections.5. Click Save.


16/33

1

5

To listen to shared audio recordings or to view shared video recordings, your recipients must do

the following:

They must have Microsoft Windows Media Player 9 or later installed on their computer.The media player comes installed with the Microsoft Windows operating system and

can be downloaded from the Microsoft Web site. Save both the OneNote page and the Windows Media Player file (.wma for audio or

.wmv for video) to the same location.

ADJUST AUDIO OR VIDEO RECORDING SETTINGS

If the quality of your recordings in OneNote does not meet with your expectations, you can

adjust the default audio and video settings:

1. On the Tools menu in 2007, click Options. In 2010, choose File > Options.2. In the Category list in the Options dialog box, click Audio and Video.3. Select the options you want.

TIP: To verify that your camera, microphone, or speakers are working

correctly, click Tuning Wizard.

ORGANIZING YOUR NOTES

Like three-ring binders, Microsoft OneNote lets you organize information in notebooks that

contain pages and sections. You can add pages, sections, and additional notebooks where and

when you need them, and you can just as easily rename, move, or delete them.

A typical OneNote notebook is made up of one or more notebook sections. Within each section

are the individual pages and subpages on which you take notes. OneNote isn't limited to any

particular organizational style. You can organize your notes in any way you like, and if you

change your mind, it's easy to change the way your notes are organized.

WORKING WITH PAGES AND SUBPAGES

In OneNote, you can take notes anywhere on a page. Labeled page tabs alongside the page

window identify each page, so that you can easily display the pages that you want. Page tabs

also make it easy to add new pages anywhere in a notebook.

By adding subpages, you can create groups of related pages. Each group will have one primary

page and as many subpages as you need. You can easily select the group as a unit to simplify

page tasks (for example, to copy or move them, or send them in an e-mail message). Subpage

titles can also help you organize your information.


17/33

OrganizingYourNo

tes

1

6

CREATING A NEW PAGE OR SUBPAGE

To create a new page, click the New Page button above the page tabs. To create a new subpage, click the New Page arrow and then click New Subpage.

TIP You can also create a new subpage by right-clicking a page tab and thenclicking New Subpage on the shortcut menu.

Type a title directly into the title area at the top of any page. Each page title alsoappears on its corresponding page tab. If you leave the title area blank, the first line of

your notes automatically becomes the title of the page.

To rename a page, click its page tab, and then type a different title into the title area. To delete a page or subpage, right-click its page tab, and then click Delete. To change the date of a page, under the page title, click the date, and then click the

calendar icon that appears. In the calendar, click the date that you want to display on

the page. To choose the current date, click Today. The new date that you select will

permanently replace the old date of the page. When you search notes, the new page

date will be used.

SELECTING ONE OR MORE PAGES

To select a page, click its page tab to go to that page, and then click the page tab againto select the page.

To select a page group, select the primary page in that group and then double-click itspage tab.

To select several pages that are not part of a group, hold down CTRL or SHIFT while youclick the tabs of the pages that you want to select.

GROUPING EXISTING PAGES

1. Click and drag the tab of the page that you want to be the primary page so that itappears first in the list of pages that you want to group.

2. Hold down CTRL or SHIFT, and then click the page tabs of the pages that you want togroup.

3. Right-click the pages that you selected, and then click Group Pages.To separate a page group into individual pages, right-click the page tab or any of the subpage

tabs, and then click Ungroup Pages.

MOVING A PAGE OR SUBPAGE WITHIN A SECTION

Click the tab of the page that you want to move, and drag it to the new location. A small

triangle indicates where the page will be placed. To select more than one page or subpage,

hold down CTRL or SHIFT while you click the tabs of the pages that you want to move.


18/33

OrganizingYourNo

tes

1

7

If you drag a subpage to a new location, it becomes a primary page. To move a primary page

and its subpages, select the primary page and its subpages, and then move them together.

Drag the page tab up or down until the triangle indicator is at the location that you want, and

then release the mouse button.

MOVING A PAGE OR SUBPAGE TO ANOTHER SECTION

Click the tab of the page that you want to move, and then drag it over the section tab you want

to move it to.

TIP You can also right-click the tab of the page or subpage that you want to

move, point to Move Page To on the shortcut menu, and then click Another

Section.

To select more than one page or subpage, hold down CTRL or SHIFT while you click the tabs of

the pages that you want to move.

If you move a subpage to a new location, it becomes a primary page. To move a primary page

and its subpages, select the primary page and its subpages, and then move them together.

In the Move or Copy Pages dialog box, click the section where you want to move the page or

subpage, and then click Move.

COPYING AND PASTING A HYPERLINK TO THE CURRENT PAGE

On any page in your notebook, you can add a hyperlink from a text selection to jump to another

page in your notebook. This is useful for cross-referencing notes or creating a Table of Contents

on the first page of each section in your notebook.

1. In the side margin, right-click the tab of the page that the hyperlink should point to.2. On the shortcut menu, click Copy hyperlink to this page.3. The hyperlink to the selected page and the title of the page are copied to the Clipboard.4. Click the location on the page that is to contain the hyperlink.5. On the Edit menu, click Paste.

OneNote inserts a hyperlink that, when clicked, displays its target page.

TIP To quickly return to the previous page after you click a hyperlink, click

Back on the Standard toolbar.

TIPS FOR ORGANIZING NOTES

To rearrange the page tabs on the side of the current page in any notebook, drag anypage tab to a new position.


19/33

WorkingwithSections

1

8

To rearrange the section tabs at the top of any notebook, drag any section tab to a newposition.

To rearrange your notebooks in the Navigation bar, drag any notebook tile to a newposition.

WORKING WITH SECTIONS

In some three-ring binders, notes are organized into sections by tabbed dividers that each can

be labeled by a different subject or topic. In OneNote, the tabs across the top of the current

page represent the sections (and any folders) in the notebook that is currently open. Each

section in your notebook is stored in a .one file in the OneNote Notebooks folder, which is

located in the default Documents folder on your computer.

CREATING A NEW SECTION

On the File menu, point to New, and then click Section.

TIP You can also create new sections by right-clicking an existing section tab

and then clicking New Section on the shortcut menu.

Type a new title in the selected section tab, and then press ENTER.

OPENING A SECTION

On the File menu, point to Open, and then click Section. In the File Open dialog box, locate the

section file that you want to open, and then click Open.

MOVING A SECTION

As notebooks grow in size over time, it may become necessary to change the order of the

section tabs that you added.

To quickly move a section tab to a new location in the current notebook, do one of the

following:

At the top of the current page, click and drag a section tab to the left or right. A smalltriangle appears to indicate the new location.

TIP Dragging and dropping section tabs is the easiest way to arrange all of

your section tabs in alphabetical or numeric order, or in any other order that

you want.

At the top of the Navigation bar in the left margin, click the Expand Navigation Bar(double arrow) button to show the sections within each open notebook, and then drag


20/33

SearchinginOneNo

te

1

9

any section tab up or down to its new location. When you drag a section, a horizontal

line appears to indicate the new location.

To move a section from the current notebook to a folder or to another notebook, do thefollowing:

At the top of the current page, right-click the section tab that you want to move, andthen click Move on the shortcut menu.

In the Move Section To dialog box, do one of the following: To move the current section in front of another section tab, click the target section tab

in the list, and then click Move Before.

To move the current section behind another section tab, click the target section tab inthe list, and then click Move After.

To move the current section into a section group or into a notebook without anyexisting sections, click the target section group or notebook in the list, and then click

Move Into.

TIP To create a new section group, select a location in the list, and then click

Create New Section Group before you move the current section.

RENAMING OR DELETING A SECTION

To rename a section, right-click the tab of the section that you want to rename, and then click

Rename on the shortcut menu. Type a new name for the section, and then press ENTER.

To delete a section, right-click the tab of the section you want to delete, and then click Delete

on the shortcut menu.

SEARCHING IN ONENOTE

One of the main advantages of using Microsoft OneNote 2007 instead of traditional notebooks

is its ability to quickly search through all of the information you've collected and retrieve

important notes based on criteria that you specify. Instead of having to flip and skim through

paper pages, you can quickly retrieve anything you've jotted down. OneNote also makes it easy

to browse through your most recent notes and search for spoken words in recorded audio

notes.

SEARCHING FOR NOTES

NOTE If your notebook contains password-protected sections and you want to search for

notes in those sections, you must enter the passwords for those sections before you begin your

search.

1. In the Search box, type the text that you want to find.


21/33

SearchinginOneNo

te

2

0

2. Click the Change Search Scope arrow next to the Find symbol, and then do one of thefollowing:

To search for the specified text in only the current section, click This Section. To search for the specified text in all open sections, click This Section Group.

To search for the specified text in all sections and pages in the current notebook,click This Notebook.

To search for the specified text in all sections and pages in all of your notebooks,click All Notebooks.

3. Click the Search button.4. If one or more instances of the text are found, the total number of pages appears in the

toolbar area. To move from one instance of the text to another, click the Previous

Match or Next Match arrows.

5. To review the list of pages that contain the text, click View List, and then do any of thefollowing in the Page List task pane: To open a specific page that contains the text, click the title of the page. To sort the list of pages in a different way, click the option that you want in the Sort

list by list.

To change the scope of the search, click the option that you want in the Search list.TIP: To keep the search results in the Page List task pane manageable,

OneNote displays only one match per page. In the Note Search Results list,

click any page to display additional occurrences that may be found on that

page.

6. To end the search, click the red Exit Search and clear match highlighting button.After you select the scope for a search, it is automatically applied to all subsequent searches of

your notes. For example, if you select This Section and search your notes, but you later want to

search for text in all of your notes, you must change the scope (for example, to All Notebooks)

before you begin your next search. When searching for text in your notes, you can choose to

include searching for matching spoken words in any audio and video (.wma and .wmv) files that

you have recorded in OneNote. On the Tools menu, click Options, and in the Category list, click

Audio and Video. Select the Enable searching audio and video recordings for words check box,and then click OK.

FINDING RECENTLY WRITTEN NOTES IN ONENOTE 2007

1. On the View menu, click Pages Sorted By Date.2. In the Page List task pane, select Date in the Sort list by list.3. In the Search list, click All notebooks.


22/33

SearchinginOneNo

te

2

1

4. To open a specific page, click its page title in the results list.BROWSING RECENTLY VIEWED NOTES

Do any of the following:

To open the last page that you viewed, click Back on the Standard toolbar or QuickAccess bar.

To open the page that you viewed before clicking Back, click Forward on the Standardtoolbar. NOTE: In OneNote 2010, the Forward button on the Quick Access bar is off by

default. Right click in the Quick Access bar to turn it on.

2007 Only: To open one of the last few pages that you viewed, click the down arrow onthe Back or Forward button and then choose the title of the page that you want to

view.

TIPS FOR SEARCHING NOTES

To get the best results when searching your notes, consider the following tips:

Use quotation marks to find an exact phrase. To search for an exact phrase, enclose thephrase in quotation marks. For example, if you type "Frank Lee" and you have notes that

include the names Frank Miller, Oliver Lee, and Frank Lee, OneNote finds only those

notes that include the exact phrase Frank Lee.

Use "OR" to find pages that include any word. To search for notes that contain any ofseveral words, type OR between each word. For example, if you type Frank OR Lee OR

Oliver, OneNote finds notes that contain any of those three words.

Use uppercase and lowercase letters interchangeably With the exception of AND, OR,and NEAR, search is not case sensitive. For example, if you type Monday, OneNote finds

notes that contain both monday and Monday.

Use "audio recording started" or "video recording started" to find audio or video notesWhen you record audio or video notes, OneNote automatically inserts the text "Audio

recording started" or "Video recording started," depending on the type of recording. To

search for audio notes, type audio recording started. To search for video notes, type

video recording started.

Use only the first few letters of a word to expand your search results If you type thefirst few letters of a word, OneNote finds words that contain that portion of the word.For example, if you type Tim and you have notes that include the word time, OneNote

finds notes that contain both Tim and time. To avoid this, use quotation marks to search

for an exact word or phrase.

To search your notes faster, you can install Instant Search. On the Tools menu, clickOptions. In the Options dialog box, click Other, and then click Install Instant Search.

After searching your notes, press ENTER to navigate through the search results.


23/33

DistributingNotestoOthers

2

2

DISTRIBUTING NOTES TO OTHERS

Whether you are often the designated note-taker in your group, or you need to share

information in your notebook only occasionally, with Microsoft OneNote you can easily make

copies of your notes available to other people.

SENDING SELECTED NOTES IN AN E-MAIL MESSAGE

You can send copies of your notes in an e-mail message. The selected notes are copied into the

body of the message. A file is also attached to the message and can be viewed in a standard

Web browser by recipients who don't have OneNote 2007 installed. Heres how:

1. Select the pages that you want to send.2. To select more than one page, hold down SHIFT or CTRL while you click the page tabs

you want.

3. To select a page and its subpages, click its page tab, and then double-click one of thepages in the page group.

4. OneNote 2007: On the Standard toolbar, click E-mail. OneNote 2010: choose File > Sendand select an email option.

5. In the new e-mail envelope that opens, type the appropriate information in the To, Cc,Bcc (if available), and Subject boxes.

6. If you want to include a message that is separate from the page of notes, type yourmessage in the Introduction box.

7. Click Send a Copy.To cancel sending notes, click E-mail on the Standard toolbar again.

Office OneNote does not automatically include linked audio or video recordings when you send

pages in e-mail messages. To include linked audio or video recordings, see Share Audio or Video

Recordings with Others earlier in this document.

PUBLISHING SELECTED ONENOTE 2007 NOTES TO A SHARED LOCATION

Publishing a copy of your notes to a shared location is another way to make them available to

other OneNote users, as well as to people who do not have OneNote installed on their

computers. Heres how:

1. Select the pages that you want to publish.2. To select more than one page, hold down SHIFT or CTRL while you click the page tabs

you want.

3. To select a page and its subpages, double-click the page tab of one of the pages in thepage group.

4. On the File menu, click Publish Pages.5. In the Publish dialog box, browse to the location where you want to publish your notes.


24/33

Workingwithshare

dnotesinOneNote2010

2

3

6. In the File name box, type a name.7. In the Save as type list, do one of the following:

To publish your notes so that they can be read by anyone who is using a standardWeb browser, click Single File Web Page (*.mht).

To publish your notes in OneNote format for other OneNote users, click OneNoteSections (*.one) or OneNote Single File Package (*.onepkg).

To publish your notes as a Microsoft Office Word file, click Microsoft Office WordDocument (*.doc) or Microsoft Office Word XML Document (*.docx).

8. From the Page range options, choose whether you want to include only the SelectedPage(s), all pages in the Current Section, or all pages and sections in the Current

Notebook.

9. Click Publish.WORKING WITH SHARED NOTES IN ONENOTE 2010

In Microsoft OneNote 2010, you can share a notebook so that you can access it on other

computers or on the Web, or so that you can work in it together with other people. As a

collaborative tool, OneNote offers far more than the ability to send static notebook pages via e-

mail. Depending on the nature of your projects, you can use OneNote to brainstorm together

with other people in meetings, use the notebook pages as a virtual whiteboard, and set up

shared notebooks in which everyone can view, add, and edit information. OneNote 2010 lets

multiple authors access a shared notebook at the same time. Anytime someone edits to the

pages and sections in the shared notebook, OneNote automatically synchronizes the changes

so that the notebook is always up-to-date for everyone.

OneNote also maintains a separate offline copy of the notes on each user's computer. That

way, shared note-taking participants can continue to edit the notes locally even when they are

temporarily disconnected from the network. The next time they connect to the shared

notebook, OneNote automatically merges their changes with the changes made by everyone

else.

CREATE A NEW SHARED NOTEBOOK IN ONENOTE 2010

1. On the File menu, click New.2. Under Store Notebook On, choose where the new notebook should be stored:

a. Click Web if you want to be able to use the notebook from any computer or froma Web browser. You will need to sign in or sign up for an account, after which

you can control whether your notebook can be accessed only by you or also by

other people.

b. Click Network if you want to share the new notebook with other people on thesame computer network or on a SharePoint site.


25/33

Workingwithshare

dnotesinOneNote2010

2

4

3. In the Name box, enter a descriptive title for the new notebook.4. In the Web Location or Network Location field, do one of the following:

a. Specify a Web Location If the Web service is available, sign in with an existingaccount (such as Windows Live) or sign up for a new one. When you are signed

in, you will see a list of your Web folders where you can create sharednotebooks. If you don't need to share with other people, select one of the

Personal Folders. If you do need to share with others, select a Shared Folder to

which others will have access. To set sharing permissions for new and existing

folders, OneNote will launch your Web browser, where you can finish creating

the new folder for your notebook. Return to OneNote and then refresh the

folder list in the Web Location field to see the folder that you just created. Now

select this folder and then proceed to Step 5 below.

b. Specify a Network Location You can enter the full path of a network file share,enter a mapped network drive, or paste the full address of a SharePoint

document library where you want to create the shared notebook. You can also

select from one of the recent SharePoint locations, if available. Note that the

notebook will be accessible to anybody who has permissions to this network

location or SharePoint site.

5. Click Create Notebook.SHARE AN EXISTING NOTEBOOK IN ONENOTE 2010

1. On the File menu choose Share.2. In Select Notebook, select an existing notebook that you want to share with other

people or between other computers that you will be using.

3. In Share On, choose where the notebook should be shared:a. Click Web if you want to be able to use the notebook from any computer or from

a Web browser.

b. Click Network if you want to share the new notebook with other people orcomputers on the same network or SharePoint site (for example, at your work or

at your school).

4. In the Web Location or Network Location field, do one of the following:a. Specify a Web Location If the Web service is available, sign in with an existing

account (such as Windows Live) or sign up for a new one. When you are signedin, you will see a list of your Web folders where you can create shared

notebooks. If you don't need to share with other people, select one of the

Personal Folders. If you do need to share with others, select a Shared Folder to

which others will have access. To set sharing permissions for new and existing

folders, OneNote will launch your Web browser, where you can finish creating


26/33

Workingwithshare

dnotesinOneNote2007

2

5

the new folder for your notebook. Return to OneNote and then refresh the

folder list in the Web Location field to see the folder that you just created. Now

select this folder and then proceed to Step 5 below.

b. Specify a Network Location You can enter the full path of a network file share,enter a mapped network drive, or paste the full address of a SharePointdocument library where you want to create the shared notebook. You can also

select from one of the recent SharePoint locations, if available. Note that the

notebook will be accessible to anybody who has permissions to this network

location or SharePoint site.

5. Click Share Notebook.NOTE: If a Web or Network location that you want to use is shown as unavailable, make sure

you are connected to the Internet or your network and that you have the necessary

permissions before attempting to save and use notebooks in such locations.

CREATE AN E-MAIL MESSAGE WITH A LINK TO THE SHARED NOTEBOOK

After you create or share a notebook, OneNote will ask you if you want to create an e-mail

message with a link to the shared notebook.

If you are sharing the notebook with other people, click E-mail a Link to compose the e-mail

message for your recipients. This message will include a link to the shared notebook, which

recipients can click to open the shared notebook on their computer.

NOTE: Mail recipients who do not already have permission to access the shared notebook

location will not be able to use the shared notebook. The e-mail link only points to the location;

it does not provide automatic access.

If you won't be sharing your notebook with others but you want to use it on multiple

computers, you can E-mail a Link and then send the e-mail message with the link to your own

Web-based e-mail account. This way, you can easily open the shared notebook from another

computer.

WORKING WITH SHARED NOTES IN ONENOTE 2007

As a collaborative tool, Microsoft OneNote 2007 offers far more than the ability to share static

notebook pages via e-mail. Depending on your team and the nature of your projects, you can

use OneNote to brainstorm together in meetings, use the notebook pages as a whiteboard, or

set up shared notebooks in which everyone can view, add, and edit information.

You can share notes and notebooks with other people by setting up a new shared notebook or

by setting up a Live Sharing Session. If you want to share a previously created, private notebook

on your computer, see Share an existing notebook in the next section.


27/33

Workingwithshare

dnotesinOneNote2007

2

6

SET UP A NEW SHARED NOTEBOOK IN ONENOTE 2007

Taking notes as a group is a collaborative process. OneNote lets multiple users access a shared

set of notes at the same time. It automatically synchronizes everyone's changes to the

notebook, so that the notebook is always up-to-date. OneNote also maintains a separate offline

copy of the notes on each user's computer. That way, participants can edit the notes locallyeven when they are disconnected from the network. The next time they connect to the shared

notebook, OneNote automatically merges their changes with the changes made by everyone

else.

Setting up a shared notebook is easy. The New Notebook Wizard guides you through the steps

for creating a shared notebook in a network location that you and your team members have

access to. You can also create the notebook on a file share on your computer.

CREATE A NEW SHARED NOTEBOOK IN ONENOTE 2007

1. On the File menu, point to New, and then click Notebook.2. In the New Notebook Wizard, do the following:

In the Name box, enter a name for the shared notebook (for example, Weekly TeamStatus Reports or Philosophy study group notes).

Optionally, select a color for the notebook cover, which will be displayed as an iconon the Notebooks navigation bar.

Optionally, in the From Template list, select a default template to be used for thepages in the shared notebook.

3. Click Next.4. Under Who will use this notebook?, click Multiple people will share the notebook, and

then do one of the following:

5. Click On a server if you and the people who will be using the shared notebook havepermission to access and change the files on a network file share or server.

NOTE You may need to contact your network administrator to obtain

permission to access a file share on a server.

6. Click In a shared folder on this computer to create a file share on your computer thatothers will be able to access. You need to be logged in as an Administrator on your

computer in order to create a shared folder on your hard disk drive. NOTE: Choose this

option only if your computer is available on the network most of the time (like a

desktop). If you frequently take your computer offline or travel with it, consider creating

the shared notebook on a network file share.

7. Click Next.


28/33

Workingwithshare

dnotesinOneNote2007

2

7

8. Choose a suitable location for your new shared notebook. Microsoft recommends thatyou do not use shared notebooks with any other file-sharing or folder-sharing and

synchronization technologies. The following shared locations are recommended:

An internal or public file share on your company's or school's computer network

A shared folder on a computer on which you have administrator permissions A document library on a Microsoft Windows SharePoint Services Web site A high-storage-capacity USB (Universal Serial Bus) drive

9. In the Location box, verify the suggested location for the shared notebook. Thenotebook name that you enter in step 2 is automatically added to the location path.

10.To compose an e-mail message that contains a link to the location of the sharednotebook, select the Create an e-mail with a link to this notebook that I can send to

other people check box. (To send a link to the shared notebook after it is created, on the

Share menu, click Send Shared Notebook Link to Others.)

11.Click Create.

OneNote creates a shared notebook at the location that you named. Depending on the options

that you selected in the New Notebook Wizard, OneNote displays a dialog box and an

additional Help topic to guide you through the steps to set the permissions for other users.

SHARING AN EXISTING NOTEBOOK IN ONENOTE 2007

For you to share a notebook that is located on your computer's hard disk drive, your computer

must be connected to a network, such as a Local Area Network (LAN). Your shared notebook

will be available to others only when your computer is turned on. Therefore, we recommend

that you avoid setting up a shared notebook on a computer that is frequently turned off ortaken offline (like a laptop). Heres how to share your existing notebook:

In OneNote:

1. Open or navigate to the notebook that you want to share.2. On the File menu, click Notebook Properties.3. In the Notebook Properties dialog box, note the Path. This is the location of the

notebook folder on your computer's hard disk drive. Memorize this location or write

down the full path.

4. Click Cancel to close the Notebook Properties dialog box.5. On the File menu, click Exit to exit OneNote.

Now, you must set the network permissions for the notebook you want to share. Each user

with whom you want to share access to the notebook on your computer must have a user

account and password on the same network as you.

In Windows Vista:


29/33

Workingwithshare

dnotesinOneNote2007

2

8

1. Click the Start button and then click Documents.2. In the Documents folder, open the OneNote Notebooks folder. This is where OneNote

typically stores all of your notebook folders. If the folder of a particular notebook that

you want to share is located elsewhere on your computer, navigate to its correct

location.3. Click the folder of the notebook that you want to share, and then click Share on the

menu bar. The File Sharing dialog box opens.

4. In the File Sharing dialog box, do one of the following: To share your notebook with everyone on your network, click the arrow to the right

of the text box, and then click Everyone.

To share your notebook with a specific user or group of people, type the name ofthe user or group, and then click Add. Repeat this for every user or group that you

want to add to your permissions list.

To find specific users on your network before adding them, click the arrow to theright of the text box, and then click Find. Type the name of the person you want to

share files with, click Check Names, and then click OK.

5. When the name of the user or group that you selected appears in the file-sharing list,click the arrow next to the permission level for that user or group, and then do one of

the following:

Click Reader to allow this user or group to view your notebook. Users at this levelcannot modify or delete information in your shared notebook.

Click Contributor to allow this user or group to view, add, change, or deleteinformation in your shared notebook.

Click Co-owner to allow this user or group to view, change, add, and delete files inthe shared folder.

WARNING IF YOU DON'T HAVE PASSWORD-PROTECTED FILE SHARING TURNED ON, AND

YOU CHOOSE EVERYONE OR GUEST FROM THE LIST OF PEOPLE TO SHARE YOUR FILES WITH,

ANYONE WHO HAS ACCESS TO YOUR NETWORK WILL BE ABLE TO ACCESS THE SHARED

FOLDER. ASSIGNING A PERMISSION LEVEL OF CO-OWNER OR CONTRIBUTOR FOR THE

EVERYONE GROUP OR THE GUEST USER ACCOUNT IS, THEREFORE, NOT RECOMMENDED IF

YOU ARE ON A LARGE CORPORATE OR SCHOOL NETWORK. FOR MORE INFORMATION, CLICK

TELL ME ABOUT DIFFERENT WAYS TO SHARE IN WINDOWS IN THE WINDOWS VISTA FILE

SHARING DIALOG BOX.

6. When you finish choosing the people or groups that you want to share files with, clickShare. If you are prompted for an administrator password or for User Account Control

confirmation, type the password or provide the confirmation to continue.

7. Click Done to exit the File Sharing dialog box.


30/33

Workingwithshare

dnotesinOneNote2007

2

9

After you grant other users permission to view or edit your shared notebook, you can notify

them about its availability by sending them a link to the notebook. OneNote can automatically

create an e-mail message that points the recipients to the correct location.

1. In OneNote, open the shared notebook. (On the File menu, point to Open, and then clickNotebook.)

2. On the Share menu, click Send Shared Notebook Link to Others.3. In the e-mail message that OneNote creates, specify the recipients, add any additional

information you want to include, and then send the message.

STOP SHARING A NOTEBOOK ON YOUR COMPUTER

1. In Windows Vista, click the Start button, and then click Documents.2. In the Documents folder, open the OneNote Notebooks folder. If the folder of a

particular notebook that you want to stop sharing is located elsewhere on your

computer, navigate to its correct location.

3. Click the folder of the notebook you are currently sharing, and then click Share on themenu bar.

4. In the File Sharing dialog box, click Stop Sharing.5. When the confirmation message You have stopped sharing the selected folder appears,

click Done.

TIP To make sure your notebook is no longer visible on the network, test the

connection from another computer.

HOST OR PARTICIPATE IN A LIVE SHARING SESSION IN ONENOTE 2007

When your computer is connected to the Internet or a network, you can participate in shared

note-taking sessions with other OneNote users, such as coworkers, classmates, or friends.

Shared note-taking sessions make it possible for all participants to view and edit each other's

notes in real time.

During a shared note-taking session, you can share one or more specific sections in a notebook.

Typed text and handwritten digital ink are transmitted in real time, as though you are watching

a participant work on his or her own computer. You can use a telephone or instant messaging

to clarify which participants are adding comments or editing notes.

As a OneNote user, you can either start a new shared note-taking session or join an existing

session as a participant. When you participate in a shared note-taking session, the names of all

of the participants are listed in the Current Live Session task pane. If you initiate the shared

note-taking session, you can set a password for the session, so that only participants who enter

the password can join.


31/33

Workingwithshare

dnotesinOneNote2007

3

0

If you initiate a shared note-taking session, you can select the section that you want to share

and then invite the participants you want. If OneNote is installed on your computer, when you

invite others to a shared note-taking session, an e-mail message is automatically created that

contains the invitation to the session, the IP address of the session host's computer, and the

password for the session, if one is needed. After you review the message, you can send it to theparticipants.

Participants can leave a shared note-taking session at any time.

NOTES: Use strong passwords that combine uppercase and lowercase letters,

numbers, and symbols. Weak passwords don't mix these elements. Strong

password: Y6dh!et5. Weak password: House27. Passwords should be 8 or

more characters in length. A pass phrase that uses 14 or more characters is

better. For more information, see Help protect your personal information

with strong passwords.

It is critical that you remember your password. If you forget your password, Microsoft cannot

retrieve it. Store the passwords that you write down in a secure place away from the

information that they help protect.

HOSTING A SHARED NOTE-TAKING SESSION

If you are hosting a shared note-taking session, you can do the following:

Start a Live Sharing Session Invite participants to a Live Sharing Session Leave a shared note-taking session Participate in a shared note-taking session

IF YOU ARE NOT THE HOST OF A SHARED NOTE-TAKING SESSION, YOU CAN DO THE

FOLLOWING:

Join a shared note-taking session Leave a shared note-taking session

TIPS FOR SHARING NOTES

Before sharing your notes, check for spelling mistakes. Press F7 to open the Spelling taskpane and start the spell check. If the task pane is already open, click Start Spell Check.

To preserve the appearance of notes that contain special or complex formatting (forexample, diagrams, overlapping note containers, or notes with a variety of handwritten

annotations) and share them with someone who doesn't have OneNote, you can save

notes as a Web page. On the File menu, click Publish Pages. In the Publish dialog box,


32/33

Tipsfordoingresea

rchwithOneNote

3

1

click Single File Web Page (Publish a copy) (*.mht) in the Save as type list. After the file

has been created, you can send it in e-mail, copy it to a shared location on a network, or

publish it on a Web site.

To quickly send notes in an e-mail message to another user, select one or more notespages by clicking their page tabs. Next, click E-mail on the Standard toolbar, and thentype the appropriate information in the To, Cc, and Bcc boxes. If necessary, modify the

Subject of the e-mail message, and type any comments for the recipient in the

Introduction box. If you change your mind before sending the message, click E-mail on

the Standard toolbar again to cancel the message and return to your notes.

If you frequently send your notes to others in e-mail, you can add an e-mail signature toyour notes. Signatures can help identify the subject or the source of notes, such as your

name or contact information. On the Tools menu, click Options. In the Options dialog

box, click Sending E-mail. Select the check box Add the following signature to e-mail

messages and Web pages created in OneNote, and then enter the text that you wantOneNote to include in the footer of your notes pages.

To quickly share your own customized stationery with other OneNote users, apply yourstationery to a new, blank page, point to Send to on the File menu, and then click Mail

Recipient (as Attachment). Recipients who have Office OneNote 2007 installed can use

the Save current page as a template option in the Templates task pane to add the design

to their list of available templates.

Use different colors to identify participants in a live sharing session. Ask each person touse a specific pen or font color when he or she adds notes to the shared page. For

example, you can type your notes in blue text and use a blue pen to mark up a diagram.Another person can use green text or a green pen. Add a list of names and

corresponding text colors at the top of the shared note page so that session participants

know who is typing or writing.

TIPS FOR DOING RESEARCH WITH ONENOTE

The audio feature in OneNote can help save time when you are doing research on theWeb. As you drag information into side notes, try annotating that information with

audio notes that you record.

To begin recording audio without first starting OneNote, right-click the OneNote icon inthe notification area (at the far right of the taskbar), and then click Start Recording

Audio on the shortcut menu.

You can keep an audio To Do list by recording notes to yourself by using the OneNoteaudio feature. To follow up on each item, add a To Do note tag to each audio clip, and

then check off the items as you complete them.


33/33

Tipsforprotectingpersonalnotes

3

To quickly open a side note, even when OneNote isn't open, press the Windows logokey+N.

Side notes are automatically saved to a special section called Unfiled Notes. On thenotebook Navigation bar, click the Unfiled Notes button to display information you

collected in side notes. You can copy or move information from side notes into anypage, section, or notebook.

TIPS FOR PROTECTING PERSONAL NOTES

To keep notes in a particular section safe from prying eyes, right-click the section tab,and then click Password Protection on the shortcut menu.

To automatically lock a password-protected section in your notebook, you can set atime interval in the Passwords category in the Options dialog box (Tools menu).

TIPS FOR CUSTOMIZING ONENOTE 2007

To help you line up items on your pages (for example, note containers or pictures),OneNote automatically snaps the items to an invisible grid as you move and reposition

them. To temporarily disable the grid, hold down ALT while you move an item on the

current page. To permanently turn the page grid option on or off, click the Snap To Grid

command on the Edit menu.

If you accidentally turn off the OneNote icon in the notification area of the taskbar, youcan turn it back on. On the Tools menu, click Options. In the Options dialog box, click

Other, and then select the Place OneNote icon in the notification area of the taskbar

check box.

2005-2009 TRIAD Consulting, LLC. All rights reserved.