Microsoft

OneNote
Step by Step

Curtis Frye
PUBLISHED BY
Microsoft Press
A division of Microsoft Corporation
One Microsoft Way
Redmond, Washington 98052-6399

Copyright © 2016 by Curtis Frye

All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any
means without the written permission of the publisher.

Library of Congress Control Number: 2015938173

ISBN: 978-0-7356-9781-2

Printed and bound in the United States of America.

First Printing

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Some examples depicted herein are provided for illustration only and are fictitious. No real association or
connection is intended or should be inferred.

Microsoft and the trademarks listed at www.microsoft.com on the “Trademarks” webpage are trademarks of the
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Cover: Twist Creative • Seattle
For Virginia, my wife and love of my life.
This page intentionally left blank
Contents

i
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
Who this book is for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
The Step by Step approach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
Download the practice files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii
Ebook edition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
Get support and give feedback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
Errata and support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
We want to hear from you. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii
Stay in touch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii
Sidebar: Adapt exercise steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiv

1
Manage notebooks, sections, and pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Create and manage OneNote notebooks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Create and manage notebook sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Create and manage notebook pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

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v
 2
Create and format notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Create, cut, and copy notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Apply text formatting to notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Create lists and outlines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Change paragraph formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Delete formatting and items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

3
Work with your notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Create quick notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Add tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Attach files and printouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Add images and screen clippings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Create links to resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Record audio and video notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Insert time and date stamps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Add symbols and equations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

4
Add ink and shapes to a notebook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Add notes by using ink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Select, view, and erase ink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Convert ink to text and mathematical expressions. . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Create and format shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

vi
5
Review and password-protect notebook text. . . . . . . . . . . . . . . . . . . . . . 113
Check spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Set AutoCorrect options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Translate and research text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Password-protect sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

6
Manage views, windows, and page versions. . . . . . . . . . . . . . . . . . . . . . 139
Manage notebook views and links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Extend your view by zooming and adding windows . . . . . . . . . . . . . . . . . . . . . . . . 145
Control page setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Review notes by author and read status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Manage page versions and history . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

7
Organize notes by using tags and categories . . . . . . . . . . . . . . . . . . . . . 161
Add and remove tags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Create and modify tags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Search by tag. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Summarize tagged notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

vii
 8
Print and share notebooks and pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Preview and print notebook content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Export pages, sections, and notebooks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Send pages to colleagues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Share notebooks by using OneDrive. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Share notebooks by using SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

9
Use OneNote with Outlook and Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Define Outlook tasks and display meeting details in OneNote. . . . . . . . . . . . . . 208
Insert Excel spreadsheets on notebook pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Manage your Microsoft account, Office 365 subscription,
and app settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

10
Manage OneNote options and the interface. . . . . . . . . . . . . . . . . . . . . . 229
Set OneNote app options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Customize the Quick Access Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Customize the ribbon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

viii
11
Enhance OneNote by using the Onetastic add-in . . . . . . . . . . . . . . . . . 251
Download and install the Onetastic add-in. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Manage notebooks by using OneCalendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Manage pages and styles by using Onetastic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Manage content, images, and tables by using Onetastic. . . . . . . . . . . . . . . . . . . 268
Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Sidebar: Onetastic macros in OneNote. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Keyboard shortcuts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
About the author. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303

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ix
This page intentionally left blank
Introduction i
Welcome! This Step by Step book has been designed so you can read it from the
beginning to learn about Microsoft OneNote and then build your skills as you learn to
perform increasingly specialized procedures. Or, if you prefer, you can jump in wher-
ever you need ready guidance for performing tasks. The how-to steps are delivered
crisply and concisely—just the facts. You’ll also find informative, full-color graphics
that support the instructional content.

Who this book is for

Microsoft OneNote Step by Step is designed for use as a learning and reference
resource by home and business users of Microsoft Office apps who want to use
OneNote to take and organize project notes; add images, shapes, and handwriting to
notes; share notes with friends and colleagues; and embed Microsoft Excel spread-
sheets in notes to manage data and create useful visualizations. The content of the
book is designed to be useful for people who have previously used earlier versions of
OneNote and for people who are discovering OneNote for the first time.

The Step by Step approach

The book’s coverage is divided into chapters representing OneNote skill set areas,
and each chapter is divided into topics that group related skills. Each topic includes
expository information followed by generic procedures. At the end of the chapter,
you’ll find a series of practice tasks you can complete on your own by using the skills
taught in the chapter. You can use the practice files that are available from this book’s
website to work through the practice tasks, or you can use your own files.

xi
Introduction

Download the practice files

Before you can complete the practice tasks in this book, you need to download the
book’s practice files to your computer from http://aka.ms/OneNoteSBS/downloads.
Follow the instructions on the Downloads tab.

IMPORTANT OneNote is not available from the book’s website. You should install that
app before working through the procedures and practice tasks in this book.

The practice file folder for each chapter includes a OneNote notebook (and some-
times additional practice files). Each notebook has a section for each set of practice
tasks in that chapter. After you download the practice files, you can open the note-
books directly from the practice file folders, and close them after you complete the
practice tasks.

SEE ALSO For information about opening and closing notebooks, see “Create and
manage OneNote notebooks” in Chapter 1, “Manage notebooks, sections, and pages.”

OneNote automatically saves changes that you make to the notebooks. If you later
want to repeat practice tasks, you can download the original practice files again.

The following table lists the practice files for this book.

Chapter Folder Notebooks and files

1: Manage notebooks, sections, and pages Ch01 OneNoteSBS_Ch01
2: Create and format notes Ch02 OneNoteSBS_Ch02
3: Work with your notes Ch03 OneNoteSBS_Ch03
LevelDescriptions.docx
WineryLandscape.jpg
4: Add ink and shapes to a notebook Ch04 OneNoteSBS_Ch04
5: Review and password-protect notebook text Ch05 OneNoteSBS_Ch05
6: Manage views, windows, and page versions Ch06 OneNoteSBS_Ch06
LevelDescriptions.docx
7: Organize notes by using tags and categories Ch07 OneNoteSBS_Ch07
8: Print and share notebooks and pages Ch08 OneNoteSBS_Ch08
9: Use OneNote with Outlook and Excel Ch09 OneNoteSBS_Ch09
IdentifyTrends.xlsx
10: Manage OneNote options and the interface Ch10 None
11: Enhance OneNote by using the Onetastic add-in Ch11 OneNoteSBS_Ch11

xii
 Introduction

Ebook edition
If you’re reading the ebook edition of this book, you can do the following:

■■ Search the full text

■■ Print
■■ Copy and paste

You can purchase and download the ebook edition from the Microsoft Press Store at
http://aka.ms/OneNoteSBS/details.

Get support and give feedback

This topic provides information about getting help with this book and contacting us
to provide feedback or report errors.

Errata and support

We’ve made every effort to ensure the accuracy of this book and its companion
content. If you discover an error, please submit it to us at http://aka.ms/OneNoteSBS
/errata.

If you need to contact the Microsoft Press Support team, please send an email
message to mspinput@microsoft.com.

For help with Microsoft software and hardware, go to http://support.microsoft.com.

We want to hear from you

At Microsoft Press, your satisfaction is our top priority, and your feedback our most
valuable asset. Please tell us what you think of this book at http://aka.ms/tellpress.

The survey is short, and we read every one of your comments and ideas. Thanks in
advance for your input!

Stay in touch
Let’s keep the conversation going! We’re on Twitter at http://twitter.com/MicrosoftPress.

xiii
Introduction

Adapt exercise steps

This book contains many images of the OneNote user interface elements (such as the
ribbon and the app window) that you’ll work with while performing tasks in OneNote
on a Windows computer. Depending on your screen resolution or app window width,
the OneNote ribbon on your screen might look different from the one shown in this
book. As a result, procedural instructions that involve the ribbon might require a little
adaptation.

Simple procedural instructions use this format:

1. On the Insert tab, in the Time Stamp group, click the Time button.

If the command is in a list, the instructions use this format:

1. On the Draw tab, in the Edit group, click the Arrange button and then, in the
Arrange list, click Bring Forward.

If differences between your display settings and mine cause a button to appear differ-
ently on your screen than it does in this book, you can easily adapt the steps to locate
the command. First click the specified tab, and then locate the specified group. If a
group has been collapsed into a group list or under a group button, click the list or
button to display the group’s commands. If you can’t immediately identify the button
you want, point to likely candidates to display their names in ScreenTips.

Multistep procedural instructions use this format:

1. To select the images that you want to move forward, hold down the Ctrl key
and click the images.

2. On the Draw tab, in the Edit group, click the Arrange button to display a
menu of arrangement options.

3. On the Arrange menu, click Bring Forward.

xiv
 Introduction

On subsequent instances of instructions that require you to follow the same process,
the instructions might be simplified in this format because the working location has
already been established:

1. Select the images you want to move backward.

2. On the Arrange menu, click Send Backward.

The instructions in this book assume that you’re interacting with on-screen elements
on your computer by clicking (with a mouse, touchpad, or other hardware device). If
you’re using a different method—for example, if your computer has a touchscreen
interface and you’re tapping the screen (with your finger or a stylus)—substitute the
applicable tapping action when you interact with a user interface element.

Instructions in this book refer to OneNote user interface elements that you click or
tap on the screen as buttons, and to physical buttons that you press on a keyboard
as keys, to conform to the standard terminology used in documentation for these
products.

When the instructions tell you to enter information, you can do so by typing on a
connected external keyboard, tapping an on-screen keyboard, or even speaking
aloud, depending on your computer setup and your personal preferences.

xv
This page intentionally left blank
Manage notebooks,
sections, and pages
1
When you start the OneNote app, it displays the last In this chapter
notebook you had open or, if you start OneNote without
having created a notebook, it creates a new one for you. ■ Create and manage OneNote
Either way, OneNote makes it easy to create and keep notebooks
track of all your notebooks. ■ Create and manage notebook
sections
Each new notebook contains one section (represented as
a tab on the navigation bar), which in turn contains one ■ Create and manage notebook
page. Just as you can create and manage notebooks, you pages
can also organize your notes by creating, moving, or even
deleting sections and pages. Sections help you organize
your notes by subject, whereas pages give you a finer
level of control over your notebook’s organization. You Practice files
can copy, move, and reorder sections and pages, and you
For this chapter, use the practice files
can even create section groups if your notebook starts to
from the OneNoteSBS\Ch01 folder.
get a bit crowded.
For practice file download instruc-
This chapter guides you through procedures related tions, see the introduction.
to creating and managing OneNote notebooks, creat-
ing and managing notebook sections, and creating and
managing notebook pages.

1
Chapter 1: Manage notebooks, sections, and pages

Create and manage OneNote notebooks

A OneNote notebook provides a central structure for notes you capture within the
app. As with other types of files, you can copy, move, rename, and delete notebook
files by using File Explorer. One significant difference between OneNote notebooks
and other files is that a notebook is stored as a folder.

OneNote notebooks are stored as folders

When you double-click the folder in File Explorer, you see a set of files that represent
the notebook’s contents—specifically, a file for each notebook section and a file
named Open Notebook.

Each section is represented as a file within the notebook folder

If you double-click a section file, OneNote opens the notebook and displays that sec-
tion. If you double-click the Open Notebook file, OneNote opens the notebook and
displays the page that was active when you closed the notebook.

You can store notebooks on your computer, on storage devices available through your
local network, and in Microsoft OneDrive directories, SharePoint libraries, and other
online storage locations. You can open a notebook from any device that has access to
the storage location.

2
 Create and manage OneNote notebooks

IMPORTANT Renaming a notebook can cause it to lose its connection to other copies
of the notebook on OneDrive, SharePoint, or other computers. To prevent such errors
1
from happening, you should avoid renaming notebooks.

To create a new notebook on OneDrive

1. In OneNote, click the File tab of the ribbon to display the Backstage view.

2. In the left pane of the Backstage view, click New to display the New page.

3. If necessary, click OneDrive. If you have multiple OneDrive options, select the
appropriate one.

Create a new notebook from the Backstage view

4. In the Notebook Name box, enter a name for the new notebook.

5. Do either of the following:

●● Click the Create Notebook button to create the notebook in the current
OneDrive folder.
●● Click the Create in a different folder link. Then in the Create New Notebook
dialog box, navigate to the OneDrive folder where you want to create the
new notebook, and click Create.

6. In the confirmation dialog box that opens, click Invite People to give col-
leagues access to the file, or click Not Now to create the notebook without
sharing it.

3
Chapter 1: Manage notebooks, sections, and pages

To create a new notebook on your computer

1. In OneNote, on the New page of the Backstage view, click This PC.
2. In the Notebook Name box, enter a name for the new notebook.

3. Click Create Notebook.

Or

1. On the New page of the Backstage view, click This PC.

2. In the Notebook Name box, enter a name for the new notebook.

3. Click Create in a different folder.

4. In the Create New Notebook dialog box, navigate to the folder where you
want to create the new notebook.

5. Click Create.

To open a notebook stored on your computer

1. In OneNote, do either of the following to display the Open page of the

Backstage view:
● In the left pane of the Backstage view, click Open.
● Press Ctrl+O.

2. On the Open page of the Backstage view, click This PC.

4
 Create and manage OneNote notebooks

Navigate to the folder that contains the file you want to open

3. Use the tools in the right pane of the Open from other locations section of the
page to navigate to the folder that contains the notebook you want to open.

4. Click the notebook to open it.

TIP Right-clicking a notebook displays options to open it, to copy the path, to
pin it to (or unpin it from) the Recent list, to remove it from the list, or to unpin all
the items.

5
Chapter 1: Manage notebooks, sections, and pages

To open a notebook stored on OneDrive

1. Display the Open page of the Backstage view.

2. In the Open from OneDrive section, in the My Notebooks list, double-click the
notebook you want to open.

TIP If all of your OneDrive notebooks are already open in OneNote, the app
displays a message indicating that fact. You can click the Manage Notebooks On
OneDrive link to open OneDrive in your web browser.

Or

1. Display the Open page of the Backstage view.

2. In the Open from other locations section, use the tools in the navigation pane
to display the OneDrive folder that contains the notebook you want to open.

3. Click the notebook to open it.

To open a recently accessed notebook

1. Display the Open page of the Backstage view.

2. In the Open from other locations section, click Recent.

3. In the Recent list in the right pane, click the notebook you want to open.

To open a notebook from within File Explorer

1. In File Explorer, navigate to the folder that contains the notebook you want
to open.
2. Double-click the folder that represents the notebook you want to open.

3. Double-click the Open Notebook file.

To close a notebook
1. Above the notebook page, to the left of the section tabs, do either of the
following:
● Right-click the active notebook name, and then click Close This Notebook.
● Click the active notebook name to display a list of open notebooks.
Right-click the notebook you want to close, and then click Close This
Notebook.

6
 Create and manage notebook sections

Create and manage notebook sections 1

OneNote notebooks provide the basic structure for managing your thoughts on a vari-
ety of subjects, but storing notes on multiple topics in a single group can be confusing.
If you plan to keep notes on several subjects in the same notebook, you should create a
distinct section for each topic.

A section provides a level of organization within a notebook that corresponds well to

individual projects or subjects. Just as a physical three-ring binder works best when
divided into sections, so does a OneNote notebook. After you create a section, you
can display its contents, rename it, copy or move it to another notebook (or within the
current notebook), or export it to another format, such as a PDF, Word document, or
as a copy of the OneNote file that you want to save. You can also make a section’s tab
stand out by changing its tab color.

Change a section tab’s color to make it stand out

7
Chapter 1: Manage notebooks, sections, and pages

If you find that you’ve created too many sections and want to merge two of them
into a single section, you can do so quickly and choose whether or not to delete the
original section. You can also add another level of organization by creating a sec-
tion group in your notebook. Just as a section contains one or more pages, a section
group contains one or more sections. When the section group is open, the navigation
bar includes a curved arrow button that, when clicked, returns you to the top level of
organization within the notebook.

Add a level of organization by creating a section group

To create a new section tab to the right of the notebook’s sections

1. Do either of the following:

● To the right of the section tabs, above the active notebook page, click the
Create a New Section button (the tab with the plus sign).
● Press Ctrl+T.

To insert a new section to the right of an existing section

1. Right-click the tab of the section you want to insert the new section after, and
then click New Section.

To display a section
1. In the section tabs above the active notebook page, click the tab of the section
you want to display.

8
 Create and manage notebook sections

To rename a section

1. In the section tabs above the active notebook page, right-click the tab of the
1
section you want to rename, and then click Rename.

TIP You can also double-click the section tab to select the section’s name.

2. Enter a new name for the section.

3. Press Enter.

To export a section as a separate file

1. In the tabs above the active notebook page, right-click the tab of the section
you want to export, and then click Export.
2. In the Save As dialog box, navigate to the folder to which you want to export
the section.
3. In the File name box, enter a name for the exported file.
4. Click the Save as type arrow, and then do one of the following:
●● Select the default OneNote Section to save a copy of the section file to a
new location.

TIP If you save the section as a OneNote Single File Package, the result is
that the section will require more steps to access when you open it. This is a
better option for exporting a full notebook.

● Select Single File Web Page if you plan to upload the section online as a
webpage.
● Select PDF to create a version that is ready for printing and not easily
edited.
● Select XPS Document as an alternative for printing.
● Select Microsoft Word XML Document if you use Word 2007 or later and
want to have or share an editable document.
● Select Microsoft Word Document if you use an older version of Word or
prefer the file type for other reasons.

5. Click Save.

9
Chapter 1: Manage notebooks, sections, and pages

To copy a section within a notebook

1. Right-click the tab of the section you want to copy, and then click Move or Copy.
2. In the Move or Copy Section dialog box, click the show detail button (the plus
sign) next to the current notebook to expand the section list.

3. Click the section to the left of where you want the copied section to appear.

4. Click Copy.

Or

1. Hold down the Ctrl key, and drag the tab of the section you want to copy to a
new location among the section tabs.

TIP You won’t be able to export a section if you’re viewing it in OneNote Open
Sections, because that is a grouping of temporarily open sections. You can copy
those sections into a notebook for more control and to keep a copy of the content.

To move a section within a notebook

1. In the section tabs above the active notebook page, drag the tab of the section
you want to move to its new location.

TIP A small black triangle indicates where the section tab will be placed within
the notebook.

Or

1. Right-click the tab of the section you want to move, and then click Move or Copy.
2. In the Move or Copy Section dialog box, click the show detail button (the plus
sign) next to the current notebook to expand the section list.

3. Click the section to the left of where you want the section to be moved.

4. Click Move.

10
 Create and manage notebook sections

To copy a section to another notebook

1. Right-click the tab of the section you want to copy to another notebook, and
1
then click Move or Copy.

2. In the Move or Copy Section dialog box, do either of the following:

●● Click the notebook to which you want to copy the section. This places the
copied section at the end (the far right) of the tabs in the target notebook.
●● Click the show detail button (the plus sign) to display the sections in the
target notebook, and then click the section you want the copied section to
appear after in the target notebook.

3. Click Copy.

To move a section to another notebook

1. Right-click the tab of the section you want to move to another notebook, and
then click Move or Copy.

Move a section to another notebook

11
Chapter 1: Manage notebooks, sections, and pages

2. In the Move or Copy Section dialog box, do either of the following:

● Click the notebook to which you want to move the section. This places the
moved section at the end (the far right) of the tabs in the target notebook.
● Click the show detail button (the plus sign) to display the sections in the
target notebook, and then click the section you want the moved section to
appear after in the target notebook.

3. Click Move.

Or

1. At the top of the app window, to the left of the section tabs, click the Click to
view other notebooks arrow to display a list of other notebooks.

2. At the top of the list, in the upper-right corner, click the Pin Notebook Pane to
Side button (the pushpin). The list of other notebooks is opened in its own pane
on the left side of the app window.

3. In the notebooks list, click the Expand arrow to the right of the notebook from
which you want to move a section, to display the sections in that notebook.

4. Click the Expand arrow to the right of the notebook to which you want to move
the section.

5. Drag the section you want to move from the source notebook to the target
notebook.

To change the color of a section tab

1. Right-click the section tab you want to change, point to Section Color, and then
click the color you want to apply.

To merge sections
1. Right-click the tab of the section you want to merge with another section, and
then click Merge into Another Section.

2. In the Merge Section dialog box, click the show detail button (the plus sign) to
show the sections within the target notebook.

3. Click the section into which you want to merge the selected section.

12
 Create and manage notebook sections

4. Click Merge.

5. In the first Microsoft OneNote confirmation dialog box that opens, confirm
1
your decision by clicking Merge Sections.

6. If you want to delete the original tab (a full merge), in the second Microsoft
OneNote dialog box, click Delete. Otherwise, click No.

TIP The merged pages appear below any existing pages in the section they were
merged into. They are in the same order as they were in the original section.

To delete a section

1. Right-click the tab of the section you want to delete, and then click Delete.

2. In the confirmation dialog box that opens, click Yes.

To create a section group

1. Right-click any section tab, and then click New Section Group.

2. Enter the section group name, while the group tab’s title New Section Group is
highlighted.

TIP To move, copy, and delete sections within or among section groups, display the
section groups and follow the steps described elsewhere in this procedure set.

To display a section group

1. To the right of the section tabs above the notebook page, click the tab of the
section group you want to display.

Click the tab representing a section group to display the sections it contains

13
Chapter 1: Manage notebooks, sections, and pages

To exit a section group

1. To the left of the section tabs above the notebook page, click the Navigate to
parent section group button (an arrowed line curving counterclockwise).

To save a section before deleting its group

1. In the section group that you are going to delete, right-click the tab of the section
that you want to save, and click Move or Copy. Use the Move or Copy Section
dialog box to move your section, as described earlier in these procedures.

Or

1. At the top of the app window, to the left of the section tabs, click the Click to
view other notebooks arrow to display a list of other notebooks.

2. At the top of the list, in the upper-right corner, click the Pin Notebook Pane to
Side button (the pushpin). The list of other notebooks is opened in its own pane
on the left side of the app window.

3. In the notebooks list, click the Expand arrow to the right of the notebook from
which you are going to delete the section group, to display the sections in that
notebook. If necessary, click the name of the section group to display the sec-
tions within it.

4. If necessary, click the Expand arrow to the right of the notebook to which you
want to move the section, if you’re going to move the section into a different
notebook.
5. Drag the section you want to move from your section group into another
placement in the same notebook or another expanded notebook.

To delete a section group and its pages

1. Right-click the section group header, and then click Delete.

2. In the confirmation dialog box that opens, click Yes.

TIP Before you delete a section group, you likely want to move some sections out of
the group, so that you don’t delete them. See the preceding procedures for information
about moving sections.

14
 Create and manage notebook pages

Create and manage notebook pages 1

The lowest level of organization within a OneNote notebook is the page, which con-
tains the notes, images, and other elements you capture and create to help you with
your work.

Notebook pages contain information about your projects, such as tables of data and linked files

A new notebook includes one section and one untitled page. You can give the page a
title, or change its existing title, by entering its text on the title line, which is just above
the text that lists the date and time when you created the page. If you copied a page
from another notebook, or if you want to use a different starting point for a page, you
can change the page date and time.

15
Chapter 1: Manage notebooks, sections, and pages

Pages include editable titles, dates, and times

As with sections in a notebook, you can copy and move individual pages, either within
the current notebook or to another notebook. OneNote provides a visual indicator
showing where a page will appear after you move it, so you can make your changes
with confidence.

Move a page within a OneNote notebook

16
 Create and manage notebook pages

To create a new page

1. Do any of the following:

1
●● In the section where you want to create the new page, click the Add Page
button at the top of the page tab pane on the right.
●● Press Ctrl+N.
●● Point to any tab that represents an existing page. When the insert page
indicator appears (it looks like a right-pointing polygon with a plus sign
inside it), click the indicator to insert the page.

2. Enter the page name (your cursor starts in the title section of the new page),
and press Enter.

To change the date displayed below the page title

1. Click the date text displayed below the page title.

2. Click the calendar icon.

3. Use the calendar control to select a new day.

To change the time displayed below the page title

1. Click the time value displayed below the page title.

2. Click the clock icon.

3. In the Change Page Time dialog box, click the Page time list arrow, and then
click a time.

TIP Because the default time is set to the current time, if you click OK without
changing anything, the time is updated to the current time. Make sure you click
Cancel if you don’t want to change the time.

4. Click OK.

17
Chapter 1: Manage notebooks, sections, and pages

To rename a page

1. Edit the page’s title text on the notebook page.

To copy a page within a section

1. In the page tab pane on the right, hold down the Ctrl key and drag the page to
a new location in the pane.

Or

1. Right-click the page tab, and then click Move or Copy.

2. In the Move or Copy Pages dialog box, click the show detail button (the plus
sign) next to the current notebook.

3. Click the section into which you want to copy the page. The page is copied
below any other pages in the new section.

4. Click Copy.

To move a page within a section

1. In the page tab pane on the right, drag the page to a new location in the pane.

To copy a page to another section in the same notebook

1. In the page tab pane, hold down the Ctrl key and drag the page up to the
section tabs above the current page.
2. When the pointer is over the tab of the target section, release the mouse
button.

To move a page to another section in the same notebook

1. In the page tab pane, drag the page up to the section tabs above the current page.

2. When the pointer is over the tab of the target section, release the mouse
button.

18
 Create and manage notebook pages

To copy a page to a different notebook

1. Right-click the tab of the page you want to copy, and then click Move or Copy.
1

Copy a page to another notebook

2. In the Move or Copy Pages dialog box, click the show detail button (the plus
sign) to show the sections in the target notebook.

3. Click the section where you want the copied page to appear in the target
notebook.

4. Click Copy.

Or

1. At the top of the app window, to the left of the section tabs, click the Click to
view other notebooks arrow to display a list of other notebooks.
2. At the top of the list, in the upper-right corner, click the Pin Notebook Pane to
Side button (the pushpin). The list of other notebooks is opened in its own pane
on the left side of the app window.

19
Chapter 1: Manage notebooks, sections, and pages

3. In the notebooks list, click the Expand arrow to the right of the notebook to
which you want to copy the page, to display the sections in that notebook.

4. While holding down the Ctrl key, drag the page tab from the page tab pane to
the Notebooks pane on the left.

5. When the pointer is over the name of the section into which you want to copy
the page, do either of the following:
● Release the mouse button to add a copy of the page at the bottom of that
section.
● Pause over the section until the app window changes to display the pages
for the target section. Move the pointer to the page tab pane for the target
section until it points to where you want to insert the copy, and then release
the mouse button to insert the copy between the existing pages.

To move a page to a different notebook

1. Right-click the tab of the page you want to move to another notebook, and
then click Move or Copy.

2. In the Move or Copy Pages dialog box, click the show detail button (the plus
sign), to show the sections in the target notebook.

3. Click the section you want to move the page to.

4. Click Move.

Or
1. At the top of the app window, to the left of the section tabs, click the Click to
view other notebooks arrow to display a list of other notebooks.
2. At the top of the list, in the upper-right corner, click the Pin Notebook Pane to
Side button (the pushpin). The list of other notebooks is opened in its own pane
on the left side of the app window.

3. In the notebooks list, click the Expand arrow to the right of the notebook to
which you want to move the page, to display the sections in that notebook.

4. Drag the page tab from the page tab pane to the Notebooks pane on the left.

20
 Create and manage notebook pages

5. When the pointer is over the name of the section into which you want to move
the page, do either of the following: 1
●● Release the mouse button to move the page to the bottom of that section.
●● Pause over the section until the app window changes to display the pages
for the target section. Move the pointer to the page tab pane for the target
section until it points to where you want to move the page, and then release
the mouse button to insert the page between the existing pages.

To delete a page

1. Click the page tab to select the page.

2. Do any of the following:

●● On the Home tab, in the Basic Text group, click the Delete button.
●● Press the Delete key.
●● Press the Backspace key.

Or

1. Right-click the page tab, and then click Delete.

Skills review
In this chapter, you learned how to:

■■ Create and manage OneNote notebooks

■■ Create and manage notebook sections
■■ Create and manage notebook pages

21
 Chapter 1

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch01 folder.
The results of the tasks will be automatically saved into the same file in the
same folder.

Create and manage OneNote notebooks

Start OneNote, and then perform the following tasks:

1. Create a new notebook named NextProjects on your computer.

2. Exit OneNote.

3. Display the NextProjects notebook in File Explorer, and then double-click its
folder to display the folder’s contents.

4. Double-click Open Notebook to reopen the NextProjects notebook.

Create and manage notebook sections

Open the ManageSections section in OneNote, and then perform the following tasks:

1. Create a new section named Project 97220.

2. Change the Project 97220 section’s tab color to Teal.

3. Create a new section group named Completed Projects.

4. Move the Project 97220 section into the Completed Projects group.

22
 Practice tasks

Create and manage notebook pages

Open the ManagePages section in OneNote, and then perform the following tasks:

1. Create a new page named Project 13214.

2. Move the page to the top of the page list so it’s first in the page order.

3. Change the date and time of the Project 13214 page to 9:00 AM on your
birthday.

23
This page intentionally left blank
Create and
format notes 2
OneNote notebooks give you the tools you need to
In this chapter
record, organize, and build on your thoughts. After you
create a notebook, you can start adding notes. The most ■ Create, cut, and copy notes
direct way to start adding notes is to click anywhere on ■ Apply text formatting to notes
the active page and start typing. After you add your
notes, you can move them to another location, copy all
■ Create lists and outlines
or part of a note, and change the formatting as needed. ■ Change paragraph formatting

You can use formatting within OneNote to create headers ■ Delete formatting and items
that identify notes on a particular topic, emphasize text
by using bold or italic formatting, and highlight text to
group thoughts visually even when they’re on different
parts of a page. Practice files
This chapter guides you through procedures related For this chapter, use the practice
to creating, cutting, and copying notes; applying text files from the OneNoteSBS\Ch02
formatting to notes; creating lists and outlines; changing folder. For practice file download
paragraph formatting; and deleting formatting and items. instructions, see the introduction.

25
Chapter 2: Create and format notes

Create, cut, and copy notes

There are two main ways to enter notes into OneNote: by using a keyboard, or by
writing or drawing with your finger or other input device on a touch-sensitive screen.
This chapter focuses on input and formatting that use the keyboard and mouse.

TIP Touchscreen entry is referred to as ink entry mode, or sometimes just ink. For
information about adding ink input to a OneNote notebook, see Chapter 4, “Add ink
and shapes to a notebook.”

You can start adding typed notes to a OneNote page by clicking the spot on the page
where you want the notes to begin and entering text by using the keyboard. After you
have entered a note, you can move or copy the note as a whole, select and copy or
cut text from the note, or delete the note entirely.

TIP OneNote stores cut or copied items in the Clipboard, from which you can paste the
item into your notebook.

After you cut or copy an item, or text from within an item, you can control how
OneNote pastes those contents into your notebook. You can keep the original
formatting, merge the formatting from the original item and the destination item,
paste text only, or paste an image of the item you copied to the Clipboard.

Control how you paste copied items into a notebook

26
 Create, cut, and copy notes

To create a note
1. Click within the page where you want to create your note.
2. Do either of the following:
2
●● Use the keyboard to enter the text you want.
●● Use a stylus to enter the text you want.

TIP Clicking in a different place on the same page starts a new note.

To reposition a note
1. Point to the gray horizontal bar at the top of the note. The pointer is in position
when it turns into a four-headed arrow.
2. Drag the note to a new location.

To copy a note
1. Click the gray horizontal bar at the top of the note.
2. Do any of the following:
●● On the Home tab of the ribbon, in the Clipboard group, click Copy.
●● Press Ctrl+C.
●● Right-click the note, and then click Copy.

Select and copy note text to reuse content in OneNote

27
Chapter 2: Create and format notes

To cut a note

1. Click the title bar of the note.

2. Do any of the following:
● On the Home tab of the ribbon, in the Clipboard group, click the Cut
button.
● Press Ctrl+X.
● Right-click the note, and click Cut.

To delete a note without saving it to the Clipboard

1. Click the title bar of the note.

2. Do any of the following:

● On the Home tab of the ribbon, in the Basic Text group, click the Delete
button.
● Press the Delete key.
● Right-click the note, and then click Delete.

To copy text from a note to the Clipboard

1. Select the text you want to copy.

2. Do any of the following:
● On the Home tab of the ribbon, in the Clipboard group, click Copy.
● Press Ctrl+C.
● Right-click the selected text, and then click Copy.

To cut text from a note and save it to the Clipboard

1. Select the text you want to cut.

2. Do any of the following:

● On the Home tab of the ribbon, in the Clipboard group, click the Cut
button.
● Press Ctrl+X.
● Right-click the selected text, and then click Cut.

28
 Create, cut, and copy notes

To paste text into a note

1. Cut or copy text to the Clipboard.

2. Click within your note so the cursor appears at the location where you want the
pasted text to appear.
2
3. Do either of the following:
●● On the Home tab of the ribbon, in the Clipboard group, click the Paste
button.
●● Press Ctrl+V.

To paste text as a new note

1. Cut or copy text to the Clipboard.

2. Click a blank spot on the page to create a new note.

3. Do either of the following:

●● On the Home tab of the ribbon, click the Paste button.
●● Press Ctrl+V.

To paste text by using Paste Options

1. Cut or copy text to the Clipboard.

2. Do either of the following:
●● Position the cursor within an existing note.
●● Click a blank spot on a page to create a new note.

3. Do either of the following:

●● On the Home tab of the ribbon, in the Clipboard group, click the Paste arrow,
and then click the icon representing the paste option you want to apply.
● Right-click the paste destination and then, under Paste Options, click the
icon representing the option you want to apply.

29
Chapter 2: Create and format notes

Apply text formatting to notes

You’ll find the editing and formatting controls, which let you change the text’s
appearance, to be very familiar if you’ve worked with other Microsoft Office apps,
such as Word or PowerPoint.

Use the controls on the Home tab of the ribbon to format your notes

By default, OneNote creates text by using the Calibri font, with its size set to 11 points.
(There are 72 points to an inch.) You can use any font installed on your system to
format your text according to your needs. You might want to use one font for your
basic note text and another for headlines, for example.

Applying bold, italic, and underline formatting all emphasize the text you formatted,
but in slightly different ways. For example, bold text can identify a key term, italics
can denote a definition of that term, and underlining can indicate vital words within
the definition that help distinguish the term from related concepts. For more specific
cases, such as mathematical notes or to indicate a word that should be excluded from
a definition, you can apply subscript, superscript, or strikethrough formatting.

IMPORTANT The uses for bold, italic, and underline formatting mentioned previously
are just suggestions. Use the scheme that makes the most sense for each item in your
notebook’s context.

Another way to make text stand out on the page is to apply highlighting, which is the
electronic equivalent of using a light-colored marker to distinguish text on a printed
page. You can also change the color of specific text. In most cases, the standard black
text is best, but red text can identify mistakes to avoid, and green text can indicate
action items, or whatever combination works best for you.

30
 Apply text formatting to notes

TIP When you first select an entire note or just the text you want to format, OneNote
opens a Mini Toolbar that includes most of the buttons from the Basic Text group of the
Home tab. This is so you can make your formatting changes as quickly and easily as possible.
The toolbar also includes some buttons from the Styles and Tags groups. 2

Highlight text to make it stand out from surrounding information

Finally, meetings and classes often cover several topics during each session. You can
use the built-in styles to apply several levels of headings to your notes, call out cita-
tions and quotes, or format programming code so it’s easier to distinguish from the
surrounding text.

TIP Depending on how comprehensive a note-taker you are, you might want to wait
until the pace of your class or meeting slows down before adding heading and other
styles. If necessary, you could wait to apply the formatting when you review your notes after
the class or meeting.

31
Chapter 2: Create and format notes

To change the font of text

1. Select the text you want to format.

2. On the Home tab of the ribbon, in the Basic Text group, click the Font arrow.

Format text by using the tools in the Home tab’s Basic Text group

3. Click the font you want to apply.

TIP You can click within the Font text box and start typing the name of a font. OneNote
displays the first font that starts with those characters. When you click the Font arrow,
the Font list opens, with the font name highlighted in the Font text box at the bottom of your
view of the Font list.

To change the size of text

1. Select the text you want to format.

2. Do either of the following:

● On the Home tab of the ribbon, in the Basic Text group, click the Font Size
arrow and select the size you want to apply.

● Click in the Font Size text box, enter the font size you want to apply, and
press Enter.

32
 Apply text formatting to notes

To apply bold formatting to text

1. Select the text you want to format.

2. Do either of the following: 2
●● On the Home tab of the ribbon, in the Basic Text group, click the Bold
button.
●● Press Ctrl+B.

Add bold formatting to make text stand out

To apply italic formatting to text

1. Select the text you want to format.

2. Do either of the following:

●● On the Home tab of the ribbon, in the Basic Text group, click the Italic
button.
●● Press Ctrl+I.

To apply underline formatting to text

1. Select the text you want to format.

2. Do either of the following:
●● On the Home tab of the ribbon, in the Basic Text group, click the Underline
button.
●● Press Ctrl+U.

33
Chapter 2: Create and format notes

To apply strikethrough formatting to text

1. Select the text you want to format.

2. On the Home tab of the ribbon, in the Basic Text group, click the Strikethrough
button.

Use strikethrough formatting to leave text in place but indicate that it should be ignored

To apply subscript formatting to text

1. Select the text you want to format.

2. On the Home tab of the ribbon, in the Basic Text group, click the Subscript
button.

To apply superscript formatting to text

1. Select the text you want to format.

2. On the Home tab of the ribbon, in the Basic Text group, click the Subscript
arrow, and then click Superscript. (This button then stays on Superscript by
default until you switch back.)

To highlight text

1. Select the text you want to format.

2. Do either of the following:

● On the Home tab of the ribbon, in the Basic Text group, click the Text
Highlight Color button to apply the last highlight color selected.

● Click the Text Highlight Color arrow, and then click the highlight color you
want to apply.

34
 Apply text formatting to notes

To change the font color of text

1. Select the text you want to format.

2. Do either of the following:
2
●● On the Home tab of the ribbon, in the Basic Text group, click the Font
Color button to apply the last font color selected.
●● Click the Font Color arrow, and then click the font color you want to apply.

Make text stand out by changing its font color

To copy formatting from one item to another item

1. Select the text from which you want to copy formatting.
2. On the Home tab of the ribbon, in the Clipboard group, click the Format
Painter button.
3. Select the text to which you want to apply the copied formatting.

To copy formatting from one item to multiple items

1. Select the text from which you want to copy formatting.

2. On the Home tab of the ribbon, in the Clipboard group, double-click the
Format Painter button.
3. Select the first item to which you want to apply the copied formatting, and then
select the other items you want to reformat, one at a time.
4. When you are done applying the copied formatting, press Esc to release the
Format Painter.

35
Chapter 2: Create and format notes

Create lists and outlines

Managing meeting agendas, work tasks, and school assignments can be much easier
if you create lists. It can be tempting to think that you will remember everything you
need to do, but new tasks come up frequently, and it’s likely that you will need a list to
keep track of it all.

You can use OneNote to create two types of lists: numbered lists and bulleted lists. A
numbered list is used for ideas or tasks that have an inherent order, such as a meeting
agenda or steps in a process. Bulleted list items aren’t numbered; the tasks or thoughts
contained in the list represent distinct tasks or concepts related to the list’s theme, but
they don’t have to be addressed in a specific order.

Use numbered and bulleted lists to organize ideas and processes

When you create a numbered or bulleted list, you can put items on different levels.
For example, if you want to discuss the manufacturing process for a specific product,
you could define second-level items that relate to the product.

36
 Create lists and outlines

A numbered list with two second-level items

OneNote also lets you move items within a list and from one list to another. By
dragging an item up or down to change its position, or to the left or right to change
its level within a list, you can alter your list so it reflects your evolving understanding
of a task or subject. You can also drag an item to another list, without the need to
cut and paste the item’s text to another list.

After you create a list with differing levels, you can show or hide levels of detail within
the outline you created or select every item at a particular level within the outline.

To create a list

1. Click a blank spot on a page to create an item.

2. Enter a list item, and then press Enter.

3. Repeat step 2 until your list is complete.

To create a numbered list

1. Create a list.

2. Select the list text.

3. On the Home tab of the ribbon, in the Basic Text group, click the Numbering
button.

Or

37
Chapter 2: Create and format notes

1. Do any of the following to start a numbered list:

●● On the Home tab of the ribbon, in the Basic Text group, click the Numbering
button.
● Type 1., followed by a space.
● Press Ctrl+/.

2. Enter a list item, and then press Enter.

3. Repeat step 2 until your list is complete.

To create a bulleted list

1. Create a list.

2. Select the list text.

3. On the Home tab of the ribbon, in the Basic Text group, click the Bullets
button.

Or

1. Do any of the following to start a bulleted list:

● On the Home tab of the ribbon, in the Basic Text group, click the Bullets
button.
● Enter * (an asterisk) followed by a space.
● Enter - (a hyphen) followed by a space to use the dashed bullet style.
● Press Ctrl+. (period).
2. Enter a list item, and then press Enter.

3. Repeat step 2 until your list is complete.

38
 Create lists and outlines

To change the numbering scheme of a numbered list

1. Select the text in your numbered list.

2. On the Home tab of the ribbon, in the Basic Text group, click the Numbering
arrow, and then click the numbering scheme you want to apply.
2

Select from a range of numbering schemes for a numbered list

To change the bullets of a bulleted list

1. Select the text in your bulleted list.

2. On the Home tab of the ribbon, in the Basic Text group, click the Bullets arrow,
and then click the bulleting scheme you want to apply.

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Chapter 2: Create and format notes

To select a list item

1. Point to the list item to display its item indicator.

Click a list item’s indicator to select it

2. Click the item indicator.

To select all list items at a specific level

1. Point to any item in the list.

2. Right-click the item indicator, point to Select, and then click All at Level #, where
# represents the level of the items you want to select (for example, 2). All of the
items at that level are now selected.

Select all items at a specific level within a list

40
 Create lists and outlines

To move an item within a list or to another list

1. Click anywhere in the text of the item you want to move.

2. Point to the list item. When the item indicator appears, drag the indicator down
or up the list, until the item moves to its new place within the list.
2
To move an item down one level in a list

1. Click anywhere in the text of the item you want to move.

2. Perform any of the following steps:

●● On the Home tab of the ribbon, in the Basic Text group, click the Increase
Indent Position button.
●● Point to the list item. When the item indicator appears, drag the indicator to
the right until the item moves to its new level within the list.
●● Press Alt+Shift+Right Arrow.

To move an item up one level in a list

1. Click anywhere in the text of the item you want to move.

2. Perform any of the following steps:

●● On the Home tab of the ribbon, in the Basic Text group, click the Decrease
Indent Position button.
●● Point to the list item. When the item indicator appears, drag the indicator to
the left until the item moves to its new level within the list.
●● Press Alt+Shift+Left Arrow.

To hide a level of detail in a list

1. Double-click the item indicator above the lower-level items you want to hide.

To show a level of detail in a list

1. Double-click the Show Detail button (a plus symbol in a box) to the left of the
item above the hidden lower-level items.

41
Chapter 2: Create and format notes

Change paragraph formatting

Just as you can apply formatting to individual items or sections of text, you can
also format paragraphs by changing a paragraph’s alignment or by increasing
or decreasing the text’s indentation. One common way to emphasize a quote, for
example, is to indent the quote’s text so it stands out from the surrounding text. You
can also change your text’s alignment so it aligns with the left, center, or right edge of
the note it’s contained within.

Select an alignment that fits a paragraph’s role on the page

If you find your text is hard to read, perhaps because the lines are too close together,
you can add space above or below a line, or set a minimum space between lines.

To change paragraph alignment

1. Do either of the following:

● Click anywhere in the paragraph you want to align.
● Select the paragraphs you want to align.

2. On the Home tab of the ribbon, in the Basic Text group, click the Paragraph
Alignment button, and then click the alignment you want to apply.

To increase a paragraph’s indent level

1. Do either of the following:

● Click anywhere in the paragraph you want to format.
● Select the paragraphs you want to format.

2. On the Home tab of the ribbon, in the Basic Text group, click the Increase
Indent Position button.

42
 Change paragraph formatting

To decrease a paragraph’s indent level

1. Do either of the following:

●● Click anywhere in the paragraph you want to format.
2
●● Select the paragraphs you want to format.
2. On the Home tab of the ribbon, in the Basic Text group, click the Decrease
Indent Position button.

To set paragraph spacing

1. Do either of the following:

●● Click anywhere in the paragraph you want to format.
●● Select the paragraphs you want to format.
2. On the Home tab of the ribbon, in the Basic Text group, click the Paragraph
Alignment button, and then click Paragraph Spacing Options.

Control white space within and around paragraphs

3. In the Paragraph Spacing dialog box, do any of the following:

●● In the Before box, enter the number of points of blank space you want to
have above the paragraph.
●● In the After box, enter the number of points of blank space you want to
have below the paragraph.
●● In the Line spacing at least box, enter the minimum number of points of
vertical space the line must occupy. This value includes the space above the
line, the font size of the line, and the space below the line, so the results will
differ depending on the font type and size.
4. Click OK.
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Chapter 2: Create and format notes

Delete formatting and items

As your notebook evolves, you will probably want to remove formatting from some of
your items, or perhaps delete the items entirely. Clearing all formatting from an item
leaves the text in place but removes formatting such as bold, italics, and highlighting.
If you changed the font used to display your text, when you remove the formatting,
OneNote also changes the item’s font back to Calibri. Deleting an item is a straight-
forward operation you can accomplish by using the ribbon or your keyboard.

SEE ALSO For more information about cutting a note or part of a note so it is available
to paste from the Clipboard, see “Create, cut, and copy notes” earlier in this chapter.

To clear formatting from a note

1. Do either of the following:

● Click anywhere in the paragraph from which you want to remove
formatting.
● Select the paragraphs from which you want to remove formatting.

2. Do either of the following:

● On the Home tab of the ribbon, in the Basic Text group, click the Clear All
Formatting button.
● Press Ctrl+Shift+N.

To delete an item

1. Click the title bar of the item.

2. On the Home tab of the ribbon, in the Basic Text group, click the Delete
button.

44
 Delete formatting and items

Skills review
In this chapter, you learned how to:

■■ Create, cut, and copy notes

2
■■ Apply text formatting to notes
■■ Create lists and outlines
■■ Change paragraph formatting
■■ Delete formatting and items

45
 Chapter 2

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch02
folder. The results of the tasks will be automatically saved into the same file
in the same folder.

Create, cut, and copy notes

Open the CreateNotes section in OneNote, and then perform the following tasks:

1. Add a new note to the page; the new note should contain a due date for the
project plan to be submitted.

2. Select and delete the existing text that reminds you to find out the due date for
the project plan.

3. Copy the text from the separate item that tells you to verify how delivery affects
the next steps of the project, and paste it into the note you created in step 1.

Apply text formatting to notes

Open the FormatNotes section in OneNote, and then perform the following tasks:

1. Apply the Heading 1 style to the first line of text in the note.

2. Apply bold and red font color formatting to the word Important.

3. Apply italic formatting to the word statistical.

4. Highlight the words by the end of the week by using the highlight color of your
choice.

Create lists and outlines

Open the CreateLists section in OneNote, and then perform the following tasks:

1. Format the list on the left side of the page as a numbered list.

2. Format the list on the right side of the page as a bulleted list.
3. In the numbered list, move the items marked 6 and 7 to the second level of the
numbered list by indenting their lines.

46
 Practice tasks

4. Change the style of bullets used for the bulleted list.

5. By dragging its item indicator, move the Test with water and target liquid item
from the bulleted list to the bottom of the numbered list.

Change paragraph formatting

Open the FormatParagraphs section in OneNote, and then perform the following
tasks:

1. Center the header at the top of the note.

2. Reposition the indented item so it is in line with the items around it.

3. Select the Process Steps header and apply paragraph formatting so there are 10
points of white space after the text.

4. Select the remaining lines in the note and apply paragraph formatting so each
line takes up at least 18 points of space.

Delete formatting and items

Open the DeleteFormatting section in OneNote, and then perform the following tasks:

1. Clear all formatting from all the items on the left side of the page.

2. Delete the item titled Ideas on the right side of the page.

47
This page intentionally left blank
Work with
your notes 3
Many of the notes you make in your OneNote notebooks
In this chapter
will consist of text that you type or write onto a page. If
you want to make a quick note without opening OneNote, ■ Create quick notes
you can do so by using tools on the Windows taskbar. ■ Add tables
After you create the quick note, you can add it to your
notebook. You can also organize your data by using
■ Attach files and printouts
tables, attach files and printouts, and add images to help ■ Add images and screen
make your notes clear. clippings

If you want to create a clickable link to an outside source, ■ Create links to resources
such as a webpage, file, or location within a OneNote ■ Record audio and video notes
notebook, you can do so. You can also add media con-
tent by recording an audio or video note, identify when ■ Insert time and date stamps
you made a note by adding a time and date stamp, and ■ Add symbols and equations
capture mathematical information by using symbols and
equations.

This chapter guides you through procedures related to

creating quick notes, adding tables, attaching files and
Practice files
printouts, adding images and screen clippings, creat- For this chapter, use the practice
ing links to resources, recording audio and video notes, files from the OneNoteSBS\Ch03
inserting time and date stamps, and adding symbols and folder. For practice file download
equations. instructions, see the introduction.

49
Chapter 3: Work with your notes

Create quick notes

Great ideas come from articles you read, videos you watch, and associations you make
when you’re doing other work. You can capture those ideas in OneNote by creating a
quick note. Installing OneNote adds the OneNote icon (an icon of the letter N with a
pair of scissors) to the hidden icons tray on the Windows taskbar. The default behavior
of this icon is to create a quick note when it is clicked.

Use the OneNote icon to create a quick note

When you create a new quick note, OneNote opens a small window where you can
enter your note and format its text.

TIP You can change the behavior of the icon in the tray on the Windows taskbar so that
clicking it takes a screen clipping or opens the full OneNote app.

After you create a quick note from Windows, you can view it within your OneNote
notebook, copy it to a new location in OneNote, or get rid of it entirely. You can also
use the OneNote icon’s options to capture a screen clipping, which is an image of a
portion of your computer display.

SEE ALSO For more information about working with screen clippings, see “Add images
and screen clippings” later in this chapter.

50
 Create quick notes

To create a quick note

1. Do either of the following:

●● On the Windows taskbar, click the Show hidden icons arrow, and then click
the OneNote icon.
●● Press Windows logo key+N. 3
2. In the quick note window, type or write the note’s text.

Add text to a quick note without starting the main OneNote app

3. Click the Close button in the upper-right corner of the quick note window to
close the window.

To format a quick note

1. Click the Auto-Hide Ribbon button (the three dots) at the center of the quick
note window’s title bar to display the ribbon.

2. Use the buttons on the ribbon tabs to format your quick note’s contents.

51
Chapter 3: Work with your notes

To open a quick note in its OneNote page

1. Click the Normal View button (the two-headed arrow) in the upper-right
corner of the quick note.

2. Browse your OneNote notebooks and tabs to see where your Quick Notes tab is.

3. Right-click the page name, Untitled page, click Rename, type a new name for
the page, and press Enter.

TIP If you have OneNote open, this might open a second instance. When your
quick note appears as a page in OneNote, you’ll know it’s a quick note because it
has a pink or salmon-colored background (instead of white), and it won’t have the page
title section at the top like the other OneNote pages.

To change the default quick note operation

1. On the Windows taskbar, click the Show hidden icons button, right-click the
OneNote icon, point to OneNote icon defaults, and click one of these options:
● New quick note
● Open OneNote
● Take screen clipping

To turn off quick notes

1. On the Windows taskbar, click the Show hidden icons button, right-click the
OneNote icon, and then click Close.

To view a quick note within a notebook

1. Open a notebook.

2. Click the Click to view other notebooks button in the upper-left corner of
the screen (the button displays the name of your notebook and a downward-
pointing arrow).

3. At the bottom of the list, click Quick Notes.

52
 Add tables

Add tables
One of the strengths of OneNote is that you can use it to type or write notes any-
where on a page, creating layouts that capture the information you want to retain and
displaying the notes in a way that helps you process what you learned. Some data,
however, is more suited to a table, with well-defined rows and columns. 3

Use tables to organize numerical data

When you create a table, you specify the number of rows and columns it will con-
tain. After your table is in place, you can add or remove rows or columns, change
the height of a row or the width of a column, and select columns or rows so you can
format or delete their contents in one action.

TIP One common way to format table column headers (the top row) is to align their
text with the center of the column and add bold formatting.

You can change the appearance of your table’s text by selecting the cells you want
to format and applying the formatting you want. If you want to affect the table as
a whole, such as by showing or hiding cell borders or adding a background color to

53
Chapter 3: Work with your notes

selected table cells, you can do so quickly. You can also format the position of text
within a cell, aligning the text with the left edge, center, or right edge of a cell.

Use the Table Tools Layout tool tab to edit and format your table

If you record business data in a notebook, such as monthly sales for various departments,
you might find it useful to sort the data based on the contents of a column. You can sort
from the largest value to the smallest, or smallest to largest, as your analysis requires.
To focus on a subset of your data, you can also sort a subset of the rows in your table.

To create a table

1. Click on the page where you want to insert the table.

2. On the Insert tab of the ribbon, in the Tables group, click Table, and then click
the box that represents the number of columns and rows you want in your table.

Select the number of rows and columns to include in your table

Or
54
 Add tables

1. Click on the page where you want to insert the table.

2. On the Insert tab, in the Tables group, click Table, and then click Insert Table.
3. In the Insert Table dialog box, in the Number of columns box, enter the
number of columns you want in your table.

4. In the Number of rows box, enter the number of rows you want in your table. 3
5. Click OK.

To enter or edit the contents of a table cell

1. Click in the cell where you want to enter or edit content.

2. Use data entry, editing, and formatting techniques, such as typing, pasting, and
inserting attachments or images, to change the content of the cell.

To move within a table

1. Use any of the following techniques to move within a table:

●● Press Tab to move one cell to the right.

TIP Pressing Tab when you are in the last cell in a row selects the cell at the
start of the row below the active row. If you are in the last cell of the table,
pressing Tab creates a new row.

●● Press Shift+Tab to move one cell to the left. (The cursor stops when you
reach the first cell.)
●● Press an arrow key to move in the direction of the arrow (left, right, up, or
down), as follows:
● Press the Right Arrow key when the cursor is in the last cell in a row to
select the cell at the start of the row below the active row.
● If there is a line of text already below the table, press the Right Arrow
key in the last cell of the table to move below the table. (If the table is
at the bottom of the active note, the cursor stops in the last cell of the
table.)
● In any cell in the bottom row of the table, press the Down Arrow key
to move below the table. (If the table is at the bottom of the note, this
action creates a new line.)

55
Chapter 3: Work with your notes

● Press the Left Arrow key when the cursor is in the first cell in a row to
select the cell at the end of the row above the active row.
● If the cursor is in the first cell of the table, press the Left Arrow or Up
Arrow key to move to the line above the table.

To select a table cell

1. Click in the cell you want to select.

2. Do either of the following:

● On the Layout tool tab, in the Select group, click Select Cell.
● Press Ctrl+A twice.

TIP Double-click a word in a cell to select just the word. Triple-click in a cell
to select all the content within that cell. If you click the very left of a cell,
before any characters, you can’t select the word or the cell content.

Or

1. Right-click in the cell you want to select, point to Table, and then click Select Cell.

To select multiple table cells

1. Click within the first table cell you want to select, and then drag the pointer to
select the cells.

Select cells in multiple rows or columns

56
 Add tables

To select the entire table

1. Click any cell in the table.

2. Do either of the following:

On the Layout tool tab, in the Select group, click Select Table.
3
●●

●● Press Ctrl+A four times.

Or

1. Right-click any cell in the table, point to Table, and then click Select Table.

To select a table column

1. Click any cell in the column you want to select.

2. On the Layout tool tab, in the Select group, click Select Columns.

Or

1. Point to the area just above the top of the column you want to select.

2. After your cursor changes to a black downward-pointing arrow, click the

column.

Or

1. Right-click any cell in the column you want to select. Point to Table, and then
click Select Columns.

To select multiple table columns

1. Select cells in the columns you want to select.

2. Do either of the following:

●● On the Layout tool tab, click Select Columns.
●● Right-click the selected cells, point to Table, and then click Select Columns.

To select a table row

1. Click any cell in the row you want to select.

2. Do either of the following:

●● On the Layout tool tab, in the Select group, click Select Rows.
●● Press Ctrl+A three times.
Or
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Chapter 3: Work with your notes

1. Point to the row you want to select.

2. Click the item indicator to the left of the row.

Or

1. Right-click any cell in the row you want to select. Point to Table, and then click
Select Rows.

To select multiple table rows

1. Select cells in the rows you want to select.

2. Do either of the following:

● On the Layout tool tab, click Select Rows.
● Right-click the selected cells, point to Table, and then click Select Rows.

To insert a table row

1. Click a cell in the row above or below where you want to insert the row.

2. On the Layout tool tab, in the Insert group, do either of the following:
●● Click Insert Above to insert a row above the row that contains the active cell.
●● Click Insert Below to insert a row below the row that contains the active cell.

Or
1. Right-click a cell in the row above or below where you want to insert the row.

2. Point to Table, and do either of the following:

●● Click Insert Above to insert a row above the row that contains the active cell.
●● Click Insert Below to insert a row below the row that contains the active cell.

To insert multiple table rows

1. Above or below where you want to insert the rows, select cells in the same
number of rows as the rows you want to insert.

2. On the Layout tool tab, in the Insert group, do either of the following:
● Click Insert Above to insert the rows above the selected cells’ rows.
● Click Insert Below to insert the rows below the selected cells’ rows.

Or

58
 Add tables

1. Above or below where you want to insert the rows, select cells in the same
number of rows as the rows you want to insert.
2. Right-click the selected cells, point to Table, and do either of the following:
●● Click Insert Above to insert rows above the rows that contain the active
cells.
3
●● Click Insert Below to insert rows below the rows that contain the active
cells.

To insert a table column

1. Click a cell in the column to the left or right of where you want to insert the new
column.
2. On the Layout tool tab, in the Insert group, do either of the following:
●● Click Insert Left to insert a column to the left of the column that contains
the active cell.
●● Click Insert Right to insert a column to the right of the column that contains
the active cell.
Or

1. Right-click a cell in the column to the left or right of where you want to insert
the new column.
2. Point to Table, and do either of the following:
●● Click Insert Left to insert a column to the left of the column that contains
the active cell.
●● Click Insert Right to insert a column to the right of the column that contains
the active cell.

To insert multiple table columns

1. To the left or right of where you want to insert the columns, select cells in the
same number of columns as the columns you want to insert.
2. On the Layout tool tab, in the Insert group, do either of the following:
●● Click Insert Left to insert the columns to the left of the selected columns.
●● Click Insert Right to insert the columns to the right of the selected columns.
Or

59
Chapter 3: Work with your notes

1. To the left or right of where you want to insert the columns, select cells in the
same number of columns as the columns you want to insert.

2. Right-click the selected cells, point to Table, and do either of the following:
● Click Insert Left to insert the columns to the left of the columns that contain
the active cells.
● Click Insert Right to insert the columns to the right of the columns that
contain the active cells.

To hide or show table borders

1. Click any cell in the table.

2. On the Layout tool tab, in the Format group, click Hide Borders.

Or

1. Right-click any cell in the table, point to Table, and then click Hide Borders.

To change the background color of table cells

1. Select the cells to which you want to apply the formatting.

2. Do either of the following:

● On the Layout tool tab, in the Format group, click Shading.
● Right-click the selected cells, point to Table, and then point to Shading.
3. Do either of the following:
● In the palette that appears, click the color you want to apply.
● Click More Colors to open the Colors dialog box. Select a new color, and
then click OK.

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 Add tables

Select precise colors by using the Colors dialog box

To change the alignment of a table cell’s contents

1. Select the table cells you want to format.

2. On the Layout tool tab, in the Alignment group, click an alignment option
(Align Left, Center, or Align Right), to apply it to the selected cells.

To sort data based on a table column’s values

1. Click any cell in the column you want to sort.
2. Do either of the following:
●● On the Layout tool tab, in the Data group, click Sort.
● Right-click the cell, and point to Table.

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Chapter 3: Work with your notes

3. Do either of the following:

● Click Sort Ascending to sort the table’s rows in ascending order (smallest to
largest) based on the values in the column.
● Click Sort Descending to sort the table’s rows in descending order (largest
to smallest) based on the values in the column.

To sort selected values only

1. Select the cells in the rows you want to sort.
2. Do either of the following:
● On the Layout tool tab, in the Data group, click Sort, and then click Sort
Selected Rows.
●● Right-click the selected cells, point to Table, and then click Sort Selected Rows.
3. In the Sort dialog box, in the Sort by list, click the name of the column by which
you want to sort the selected rows.
4. Do either of the following:
● Select Ascending to sort the rows in ascending order.
● Select Descending to sort the rows in descending order.
5. Click OK.

To delete a table
1. Click in any cell in the table.
2. Do either of the following:
● On the Layout tool tab, in the Delete group, click Delete Table.
● Press Ctrl+A four times.
3. Press Delete.
Or

1. Right-click anywhere in the table, point to Table, and then click Delete Table.

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 Attach files and printouts

Attach files and printouts

OneNote works well with other Microsoft Office apps. One of the ways you can work
with other files is to include them as printouts or attachments. In OneNote, a printout
displays the contents of another file in its entirety. If you have a one-page description
of service levels saved as a Microsoft Word document, for example, you can display 3
the document as a printout on a OneNote page.

Include a file as a printout to see its full contents in OneNote

IMPORTANT When you insert a file as a printout, the entire file appears on the page.
Word files appear as multiple images in OneNote, where each page of the document
gets its own image on the page.

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Chapter 3: Work with your notes

After you add a printout to your notebook, you can change its label, refresh the print-
out if you believe the source file has changed, or even save the file under a new name
on your computer. If you want to work with a file that has been included as a printout,
you can open the file in its original program, if you have the program installed on
your computer. When you no longer need the printout in your notebook, you can
delete it.

Attaching a file creates a link to the file but doesn’t include its contents in your
notebook like adding a printout does. Instead, you can double-click the icon that
represents the attached file to view or edit it in its source program. You can, if you
want, convert the attached file to a printout. If you no longer need a reference to the
attached file, you can delete it.

To include a printout in a notebook

1. Click the page after which you want to insert the printout.

TIP The printout might be multiple pages, depending on the length of the
original file. The first page starts immediately after your current page and is
given the name of the original file. Subsequent pages are named Page 2, Page 3, and so
on, and are indented one level below the first page.

2. On the Insert tab of the ribbon, in the Files group, click File Printout.

3. In the Choose Document to Insert dialog box, click the file you want to include
as a printout, and then click Insert.

To open the original printout source file in its native program

1. At the top of the first printout page, right-click the icon that represents the file
you want to open, and then click Open Original.

To change the printout label in OneNote

1. Right-click the icon that represents the printout, and then click Rename.

2. In the Rename dialog box, enter a new name for the file label.

3. Click OK.

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 Attach files and printouts

To save the included printout file under a new name

1. Right-click the icon that represents the printout, and then click Save As.
2. In the Save As dialog box, navigate to the folder where you want to save a copy
of the file.

Use the Save As dialog box to save another copy of the printout source file

3. In the File name box, enter a new name for the file.

4. Click Save.

To refresh the printout from the original file

1. Right-click the icon representing the printout, and then click Refresh Printout.

2. If a dialog box opens and displays a warning about the potential dangers of
opening unknown files, click OK to refresh the printout.

To delete a printout

1. Right-click the header that represents the printout, and then click Remove
Printout.

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Chapter 3: Work with your notes

To attach a file to a notebook page

1. Click the page where you want to insert the file icon.
2. On the Insert tab, in the Files group, click File Attachment.

3. In the Choose a file or set of files to insert dialog box, browse to and select the
file or files you want to attach to the page, and then click Insert.

4. In the Insert File dialog box, click Attach File.

5. In the text area below the attachment’s icon, enter text to describe the attached file.

Or

1. From File Explorer, drag the file onto the OneNote page and drop it where you
want to insert the file icon.

2. In the Insert File dialog box, click Attach File.

To open an attached file

1. Double-click the icon that represents the attachment.

2. If a dialog box opens and displays a warning about the potential dangers of
opening unknown files, click OK to open the file.

IMPORTANT To open the attached file, you must have the source program installed,
such as Microsoft Word or Excel.

To convert an attached file to a printout

1. Right-click the icon that represents the attachment, and then click Insert as
Printout.

To delete an attachment

1. Click the attachment to select it.

2. Press Delete.

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 Add images and screen clippings

Add images and screen clippings

Most of the notes you add to your OneNote notebooks will probably be in the form
of written and typed text. That said, there are many occasions when the appropriate
image provides much more information than a few sentences could. Whether you
insert an image related to a product prototype or capture an image of part of your 3
screen to share software instructions with your team, images add substantial value to
your notes.

You can add images from a variety of sources, including your computer, your OneDrive
account, or Bing Image Search. You can use Bing Image Search to search online for
images that are licensed under a Creative Commons license, but you should be sure
that the conditions applied to a specific image, such as no commercial use, permit you
to use the image in your notebook.

IMPORTANT If you aren’t sure whether an image’s licensing terms permit your usage,
consult with an intellectual property attorney. If any doubt remains, it’s safest to use an
image with licensing terms that clearly allow for your planned use.

Another method for adding an image to a notebook is to capture part of your screen
as a screen clipping, which you can then add to your notebook.

When your image is part of your notebook, you can move it, resize it, make it the
page’s background image, add alternative text for screen readers or web browsers,
and save the image as a separate file for use in other programs. If your image contains
text, you can have OneNote copy text from the image so you can use it elsewhere,
and you can make the image’s text searchable.

TIP OneNote’s text recognition routines are good, but not completely accurate. It’s
likely you will need to edit the text after it’s been extracted.

To insert an image from your computer

1. Click the page where you want to insert the image.

2. On the Insert tab, in the Images group, click Pictures.

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Chapter 3: Work with your notes

3. In the Insert Picture dialog box, navigate to the folder that contains the image
you want to add.

4. Click the image, and then click Open.

Insert images to add information and appeal to your notebook

To insert an image from OneDrive

1. Click the page where you want to insert the image.

2. On the Insert tab, in the Images group, click Online Pictures.

3. In the Insert Pictures dialog box, click OneDrive – Personal.

TIP You might not see a OneDrive - Personal option. To connect to your
OneDrive account and to see the OneDrive option, click the Sign In With Your
Microsoft Account link at the bottom of the Insert Pictures dialog box.

4. Navigate to the folder that contains the image you want to add.

5. Click the image, and then click Insert.

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 Add images and screen clippings

To insert an image from Bing Image Search

1. Click the page where you want to insert the image.

2. On the Insert tab, in the Images group, click Online Pictures.

Find pictures online by using Bing Image Search

3. In the Insert Pictures dialog box, enter a search term in the text box and press
Enter.

4. Read the message about image licenses and rights.

5. In the gallery of images, click the image you want to add, and then click Insert.

TIP You can also insert images from Facebook and Flickr. To sign in to those services and
access the images, in the Also Insert From section at the bottom of the Insert Pictures
dialog box, click the Facebook or Flickr icon and follow the appropriate sign-in procedure.

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Chapter 3: Work with your notes

To capture a screen clipping

1. Do either of the following:

● On the Windows taskbar, click the Show hidden icons button, right-click
the OneNote icon, and then click Take screen clipping.
● Press Windows logo key+Shift+S.

2. Click and drag over the area to select the part of the screen you want to capture
as an image.

3. In the Select Location in OneNote dialog box, do either of the following:

● Use the tools in the All Notebooks pane to select the location in which you
want to place the clipping, and then click Send to Selected Location.
● Click Copy to Clipboard to copy the image to the Clipboard.

TIP To change the default behavior of the Screen Clipping tool, select the Don’t
Ask Me Again And Always Do The Following check box, and then click either
Send To Selected Location or Copy To Clipboard.

Or

1. Click the page where you want to insert the screen clipping.

2. On the Insert tab, in the Images group, click Screen Clipping.

3. Drag to select the part of the screen you want to capture. When you release the
left mouse button, an image of the selected area of the screen appears in your
notebook.

To rotate an image
1. Right-click the image, point to Rotate, and then click the option that describes
how you want to rotate or flip the image.

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 Add images and screen clippings

To move an image

1. Point to the image.

2. When the pointer changes to a four-headed arrow, drag the image to a new
location.

TIP If you’re having trouble selecting an image, right-click the image, and then click
3
Move. Reposition the image, and then click away from it to release the selection.

To resize an image

1. Click the image to select it.

2. Drag any of the handles on the corners or sides of the image to change the
image’s size.

To restore an image to its original size

1. Right-click the image, and then click Restore to Original Size.

To save an image as a separate file

1. Right-click the image, and then click Save As.

2. In the Save As dialog box, navigate to the folder where you want to save the
image.

3. In the File name box, enter a name for the new file.
4. Click Save.

To set an image as a page’s background

1. Right-click the image, and then click Set Picture as Background.

To copy text from an image

1. Right-click the image that contains the text you want to copy, and then click
Copy Text from Picture.

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Chapter 3: Work with your notes

Use text recognition to copy text from screen clippings and other images

2. Paste the copied text elsewhere in your notebook or in another document.

TIP Copying text from an image can be helpful if all you have is a copy of an image, but
what you really want is the text so that you can format or edit it. For example, if you have
a video recording of a Skype online meeting in which the presenter uses a Microsoft PowerPoint
deck, you could capture screenshots of the slides in the deck and paste them into OneNote by
using the screen clipping capture technique described in this topic. With the screen clipping
images in place, you can paste the copied text onto the page and format it as a note.

To make text within an image searchable

1. Right-click the image that contains the text you want to copy, point to Make
Text in Image Searchable, and then click the language of the text. (Only English,
French, and Spanish are currently available.)

To remove image text from the notebook’s collection of searchable text

1. Right-click the image that contains the text you want to remove from the collec-
tion, point to Make Text in Image Searchable, and then click Disabled.

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 Create links to resources

Create links to resources

The Office apps work well together and provide terrific access to web-based
resources via links. You can use links (link is short for hyperlink) to create clickable
text, images, and shapes that lead users to the webpages, files, or OneNote notebook
locations you identify. If needed, you can find the link address of an object in your 3
notebook.

Define a link to a resource by using the Link dialog box

Following a link just requires the reader to click the link within the notebook. After
the resource appears, the reader can move back to the notebook page from which he
or she started or move forward to the linked resource. Editing a link lets you change
its characteristics (such as the object pointed to by the link), whereas deleting a link
removes the connectivity but leaves the text or object you used as a base.

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Chapter 3: Work with your notes

To create a link to a web resource

1. Do one of the following:

● Click the page where you want to insert the link.
● Select the text to be formatted as a hyperlink.
● Select the item to serve as the anchor for the hyperlink.

2. Do either of the following to open the Link dialog box:

● On the Insert tab of the ribbon, in the Links group, click Link.
● Press Ctrl+K.

3. In the Link dialog box, edit the contents of the Text to display box to specify
the text that will serve as the hyperlink.

4. Do either of the following:

● In the Address box, enter the address of the webpage to which you want
to link.
● Click the Browse the Web button to open your default web browser, navi-
gate to the webpage to which you want to link, copy the page’s address,
and paste it into the Address box.

5. Click OK.

To create a link to a file

1. Do one of the following:
● Click the page where you want to insert the link.
● Select the text to be formatted as a hyperlink.
● Select the item to serve as the anchor for the hyperlink.

2. Do either of the following:

● On the Insert tab, in the Links group, click Link.
● Press Ctrl+K.

3. In the Link dialog box, edit the contents of the Text to display box to specify
the text that will serve as the hyperlink.

4. Click the Browse for File button.

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 Create links to resources

5. In the Link to File dialog box, click the file to which you want to link, and then
click Open.

6. Click OK.

To create a link to a location in OneNote

1. Do one of the following: 3

●● Click the page where you want to insert the link.
●● Select the text to be formatted as a hyperlink.
●● Select the item to serve as the anchor for the hyperlink.

2. Do either of the following:

●● On the Insert tab, in the Links group, click Link.
●● Press Ctrl+K.

3. In the Link dialog box, edit the contents of the Text to display box to specify
the text that will serve as the hyperlink.

4. Use the tools available in the Or pick a location in OneNote pane to identify
the location to which you want to link.

5. Click OK.

To copy the link address of a OneNote object

1. Right-click the item to which you want to create a link (such as text, a table cell,
or an image), and then click Copy Link to Paragraph.
2. Do one of the following:
●● Click the page where you want to insert the link.
●● Select the text to be formatted as a hyperlink.
●● Select the item to serve as the anchor for the hyperlink.

3. Do either of the following:

●● On the Insert tab, in the Links group, click Link.
●● Press Ctrl+K.

4. In the Link dialog box, paste the copied link address into the Address box.

5. Click OK.

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Chapter 3: Work with your notes

To follow a link

1. Click the item or text identified as a hyperlink.

To go back after following a link

1. On the Quick Access Toolbar, click the Back button.

Click the Back or Forward button to move between resources

To go forward to a previously followed link

1. On the Quick Access Toolbar, click the Forward button.

To edit a link

1. Do either of the following:

● Select the linked text, and on the Insert tab, in the Links group, click Link.
● Right-click the link you want to edit, and then click Edit Link.

2. Use the tools in the Link dialog box to edit the hyperlink.

3. Click OK.

To copy a link
1. Do either of the following:
● Right-click the link and then click Copy Link to copy just the link address.
● Select the hyperlinked text, and press Ctrl+C.

TIP You can copy the link address, but it might be faster and more useful to copy and
reuse the hyperlinked text.

To remove a link

1. Right-click the link, and then click Remove Link.

This removes the hyperlink but keeps the underlying text or object.

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 Record audio and video notes

Record audio and video notes

Contemporary computers are powerful enough to handle audio and video files
easily, so it makes sense that you would be able to capture audio and video notes in
OneNote. Before you record an audio or video note, you should make sure to iden-
tify the devices to use for those tasks and set the format for your recording. Choos- 3
ing a higher resolution improves the audio or video quality of your recording, at the
expense of taking up more room on your hard drive.

After you record an audio or video note, you can play it back in OneNote. The con-
trols you use will be familiar if you’ve watched video online or by using a DVD player.

Control audio and video playback by using these buttons

Finally, you can change the text associated with a recording, or delete the recording if
you no longer need it.

To select an audio input device

1. Click the File tab to open the Backstage view, and then click Options.

2. In the OneNote Options dialog box, click Audio & Video in the navigation
pane on the left.

3. On the Audio & Video page, in the Audio recording settings area, in the
Device list, click the device to use for audio input.

4. If necessary, in the Input list, click the input setting you want to use.

5. If necessary, in the Codec list, click the encoding scheme you want to use.

6. If necessary, in the Format list, click the format you want to use.

TIP The default audio settings will work under most circumstances, but you can
change them if your information technology department recommends another
configuration.

7. Click OK.

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Chapter 3: Work with your notes

To select a video input device

1. In the OneNote Options dialog box, click Audio & Video.

Set your audio and video options by using tools in the OneNote Options dialog box

2. On the Audio & Video page, in the Video recording settings area, in the
Device list, click the device to use for video input.

3. If necessary, in the Profile list, click the encoding scheme you want to use.

TIP The default video settings will work under most circumstances, but you can
change them if your information technology department recommends another
configuration.

4. Click OK.

To record an audio note

1. On a notebook page, click where you want to insert the icon for the audio note.

2. On the Insert tab, in the Recording group, click Record Audio.

3. Record your audio note.

4. On the Playback tool tab, in the Playback group, click Stop.

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 Record audio and video notes

To record a video note

1. On a notebook page, click where you want to insert the icon for the video note.
2. On the Insert tab, in the Recording group, click Record Video.

3. Record your video note.

4. On the Playback tool tab, in the Playback group, click Stop.

3
TIP While recording an audio or video note, you can take notes (typed or written with a
stylus) and insert images or objects. After you click Stop to end the recording, small Play
buttons appear to the left of each note. You can click each play button to jump to the time of
the recording when that note was taken and understand the note in context.

To play an audio or video note

1. Click the icon representing the audio or video note.

2. In the control bar that appears, click the Play button.

Or

On the Playback tool tab, in the Playback group, click the Play button.

3. Use the remaining controls on the Playback tool tab to pause, rewind, and fast-
forward the note.

To rename an audio or video note

1. Right-click the icon representing the note, and then click Rename.

2. In the Rename File dialog box, enter a new name for the note.
3. Click OK.

To delete an audio or video note

1. Right-click the icon representing the note, and then click Cut.
Or

1. Click the audio or video note to select it.

2. Press the Delete key.

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Chapter 3: Work with your notes

Insert time and date stamps

In many cases, when something happens is as important as what happens. For
example, you might want to note the exact time a colleague brought up an idea in a
meeting, or record the time and date when you finished working on a proposal.

In OneNote, you can add the current time, the current date, or both the current date
and time to your notebook. Unless you edit their text, these values don’t change
when you close and reopen your notebook, so you have a record of when you added
the time or date stamp.

To insert only the current date

1. On a notebook page, click where you want to insert the date.

2. Do either of the following:

● On the Insert tab of the ribbon, in the Time Stamp group, click Date.
● Press Alt+Shift+D. (D is for date.)

Add Date, Time, or Date & Time stamps to your notebook

To insert only the current time

1. Click where you want to insert the time.

2. Do either of the following:

● On the Insert tab, in the Time Stamp group, click Time.
● Press Alt+Shift+T. (T is for time.)

To insert the current date and time

1. Click where you want to insert the date and time.

2. On the Insert tab, in the Time Stamp group, click Date & Time.

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 Add symbols and equations

Add symbols and equations

Much of the work you do in OneNote will use standard letters and numbers. If you
work in a legal or technical field, though, you might use special characters such as the
copyright or trademark symbols in your work. In OneNote, you can quickly add any of
a set of frequently used symbols. 3

Add frequently used symbols from the Symbol list

If the gallery of frequently used symbols doesn’t contain the symbol you want to add,
you might be able to find it in the character set of a font installed on your system.
You can look through your fonts to find the character you want. OneNote and other
Office apps divide each font into subsets of characters, such as mathematical symbols,
Cyrillic alphabet characters, and Roman alphabet characters, to make searching for
the character you want easier.

IMPORTANT If you do locate the symbol you want, be sure to write down its Unicode
or ASCII character code and the font name so you can find it again.

For mathematical applications, such as statistical analysis or calculus, you can repre-
sent equations on a page by using mathematical notation.

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Chapter 3: Work with your notes

OneNote has a gallery of pre-built equations, such as the Pythagorean Theorem and
the quadratic formula, that you can add from the ribbon.

Add common equations from the Equation list

You can also build equations from a series of frameworks, which you can find on the
Equation Tools Design tool tab that appears when you select an equation.

You can change the way OneNote displays the equation or edit the equation’s contents.
Editing an equation is a matter of clicking within the body of the equation to activate it,
and then editing its contents to create exactly the equation you want. If you decide you
no longer need an equation, you can always delete it.

TIP If the equation’s text boxes are too small for you to edit its contents effectively, select
the equation and increase its font size until you can work with the text easily. After you finish
editing your equation, you can select it again and reduce the font size for sharing and publication.

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 Add symbols and equations

To add a frequently used symbol

1. Position the cursor at the location where you want to add the symbol.
2. On the Insert tab of the ribbon, in the Symbols group, click Symbol.

3. In the gallery that appears, click the symbol you want to add to your page.

To add a character from any available font

3
1. Position the cursor at the location where you want to add the symbol.

2. On the Insert tab, click Symbol.

3. In the gallery that appears, click More Symbols.

Select a symbol to insert into a notebook by using the Symbol dialog box

4. In the Symbol dialog box, click the Font list arrow, and then click the font from
which you want to select the symbol.

5. Click the Subset list arrow, and then click the subset from which you want to
select the symbol.

6. Click the symbol you want to include.

7. Click Insert.

8. When you are finished inserting symbols, click Close.

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Chapter 3: Work with your notes

To add a common equation

1. Position the cursor at the location where you want to add the equation.
2. On the Insert tab, in the Symbols group, click the Equation list arrow, and then
click the equation you want to add.

To create a custom equation

1. Position the cursor at the location where you want to add the equation.

2. On the Insert tab, in the Symbols group, click Equation.

Use the tools on the Equation Tools Design tool tab to create a custom equation

3. On the Equation Tools Design tool tab, in the Structures group, click the
category of equation you want to create.

4. From the gallery that appears, click the specific format for your equation.

5. In your note, click in each editable area of the equation form and enter the text
and numbers required for your equation.

6. On the Design tool tab, in the Symbols group, click each symbol you want to
add in the proper place in your equation.

To change how an equation is rendered on the page

1. Select the equation (or part of an equation) you want to change.

2. On the Design tool tab, in the Tools group, do one of the following:
● Click Professional to display the equation in two-dimensional format (char-
acters stacked vertically) by using mathematics-specific text.
● Click Linear to display the equation in one-dimensional format by using
mathematics-specific text.

TIP You can also access the Professional and Linear options by right-clicking
your selected equation and clicking Professional or Linear.

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 Add symbols and equations

●● Click Normal Text to use non-mathematical text in the part of the page that
contains an equation.

TIP Normal Text changes your mathematical formatting to standard text

formatting. You keep the two-dimensional stacking, but you lose the
spacing and italicized font style that you expect to see in mathematical instructions.
This can be useful when you are referring to an equation in a paragraph. 3
To edit an equation

1. Click within the body of the equation to activate it.

2. Position the cursor where you want to make your change, and use the keyboard
and commands on the ribbon to edit the equation.

To delete an equation

1. Select the equation text that you want to delete, or select the item that contains
the equation.

2. Do one of the following:

●● Press Delete.
●● On the Home tab, in the Basic Text group, click Delete.
● Right-click the selection, and click Cut.

Skills review
In this chapter, you learned how to:

■■ Create quick notes

■■ Add tables
■■ Attach files and printouts
■■ Add images and screen clippings
■■ Create links to resources
■■ Record audio and video notes
■■ Insert time and date stamps
■■ Add symbols and equations
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 Chapter 3

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch03
folder. The results of the tasks will be automatically saved into the same
file in the same folder.

Create quick notes

In Windows, perform the following tasks:

1. Open any notebook in OneNote, and then use the tools on the Windows taskbar
to create a quick note on the active notebook page.

2. In the quick note window, display the ribbon and add formatting to the note
you created.

3. Open the quick note you just created in the OneNote app.

Add tables
Open the AddTables section in OneNote, and then perform the following tasks:

1. Create a table with two columns and four rows. In the first row, enter Month
in the first cell and Sales in the second cell. Format these cells by using the
Heading 1 style.

2. In the second row, add the values January and 2,095; in the third row, February
and 3,478; and in the fourth row, March and 2,561.

3. Sort the table’s rows in ascending order based on the values in the Sales
column.

4. Add a table row with the values April and 1,702.

5. Sort the bottom three rows in the table in descending order based on the
values in the Sales column.

6. Change the background color of the February and 3,478 cells to yellow.

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 Practice tasks

Attach files and printouts

Open the AttachFiles section in OneNote, and then perform the following tasks:

1. Attach the LevelDescriptions document to the active notebook page.

2. Edit the label of the attachment icon to read Details on delivery service levels.

3. Include the LevelDescriptions document as a printout on the same notebook

page as the attachment.

4. Delete the attachment.

5. Save the printout file in the practice files folder with the new name
RevisedDescriptions.

Add images and screen clippings

Open the AddImages section in OneNote, and then perform the following tasks:

1. Add the WineryLandscape.jpg image from the practice file folder to the active
notebook page.

2. Move the image below the Proposed Location heading.

3. Resize the image so it is about half its original height and width.

4. Take a screen clipping of the structure in the middle of the photo and paste it
just above the Seating Capacity text on the right side of the page.

TIP Remember that OneNote hides when you capture a screen clipping, so you
will need to open the file in the Windows Photo Viewer (or a similar viewer),
because you can’t capture the image from OneNote, unless you use the Windows
Snipping Tool.

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 Chapter 3

Create links to resources

Open the CreateLinks section in OneNote, and then perform the following tasks:

1. Select the Official Microsoft OneNote site text and use it as the base for a link to
the web address www.onenote.com.

2. Click a blank spot on the page and create a link to the LevelDescriptions Word
document in the practice file folder.

3. Click the link you just created to open the file.

4. Close the LevelDescriptions document, and then edit the text of the link to
read Service Level Details.

Record audio and video notes

Open the RecordNotes section in OneNote, and then perform the following tasks:

1. Use the tools on the Audio & Video page of the OneNote Options dialog box
to identify your audio and video inputs and the output formats you want to use.

2. Click below the Audio Note heading on the active notebook page.

3. Insert and record an audio note that is about 10 seconds in length, and then
play it back.

4. Edit the audio note’s label to reflect its contents.

5. Click below the Video Note heading.

6. Record a video note of about 10 seconds in length.

7. Play back the video note, pausing a few seconds into playback, and then
restarting playback to let the note run to the end.

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 Practice tasks

Insert time and date stamps

Open the InsertTimeStamps section in OneNote, and then perform the following
tasks:

1. Next to the Today’s Date text, insert a Date stamp.

2. Next to the Current Time text, insert a Time stamp.

3. Next to the Document Review Completed text, insert a Date & Time stamp.

Add symbols and equations

Open the AddSymbols section in OneNote, and then perform the following tasks:

1. From the gallery of common symbols, add a British pound currency symbol, £,
to the left of the number 1450.

2. Below the Area of a Circle Formula header, add the pre-built equation to calcu-
late the area of a circle.

3. Below the Additional Equation header, create a custom equation that includes
an exponent and an added constant value.

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Add ink and
shapes to a
notebook
4
Typing notes into OneNote or a related app, such as
In this chapter
Microsoft Word, is a terrific way to capture information.
Even so, typing might not be your favorite way of taking ■ Add notes by using ink
down notes. If you want, you can enter content on a page ■ Select, view, and erase ink
by using touchscreen entry—often referred to as ink
entry mode, or sometimes just ink—and then select, view,
■ Convert ink to text and
and erase the ink as needed. If your notes are text, you mathematical expressions
can convert your handwriting to text that can be copied ■ Create and format shapes
and pasted among applications. You can also enter math
equations by hand and have OneNote translate them
into its internal language for representing math.

Finally, you can add shapes such as lines, polygons, and

Practice files
graph axes to your notebook by using a variety of built-in For this chapter, use the practice
designs and styles. After you create these shapes, you files from the OneNoteSBS\Ch04
can change their pen style to provide exactly the right folder. For practice file download
appearance. instructions, see the introduction.

This chapter guides you through procedures related to

adding notes by using ink; selecting, viewing, and erasing
ink; converting ink to text and mathematical expressions;
and creating and formatting shapes.

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Chapter 4: Add ink and shapes to a notebook

Add notes by using ink

You can add text to a notebook page quickly when you use the keyboard, but it can
be hard to switch from entering text to adding freehand diagrams and illustrations. If
you are working on a touch-sensitive device, or you are comfortable drawing by using
the mouse, a Surface Pen, or another input device, you can switch from keyboard
input to ink.

When you switch over to ink entry mode, you select the pen color and line thickness
you want to use. You can choose from a wide range of pen sizes and colors.

Add handwritten notes by using a variety of ink styles

TIP If you use the mouse to draw or write, OneNote displays the pen point instead of
the pointer. It can be hard to see the smaller pens, but you can quickly find the pen point
by moving your mouse until the pen point leaves the surface of the page, when it turns back
into the mouse pointer. The page navigation bar on the right side of the app window or the
ribbon at the top are two convenient parts of the interface to use to locate the pen point.

92
 Add notes by using ink

The first six columns of the gallery contain pens that draw solid lines of varying color
and thickness. Drawing a line by using any of those pens will write over any existing
notebook contents. If you want to emphasize any of your notebook’s contents, you
can select one of the highlighter colors in the rightmost column of the gallery and
draw on the page to highlight items on the page without obscuring the underlying
contents.

When you want to change your pen, either to distinguish a new topic or just for a
change of pace, you can select a new pen from the gallery or create a custom pen 4
from the full range of colors and pen sizes, and you can specify whether you want to
use a standard pen or a highlighter.

OneNote offers a number of modes for you to use when entering notes—which one
you select depends on the type of notes you intend to create. OneNote distinguishes
between handwriting and drawings—for example, when it offers to convert ink to
text. The app interprets ink input as text or drawings, but you can specify whether
OneNote should expect either type of input, only handwriting, or only drawings.

If you deliver a presentation based on a OneNote page, as you might in a study group,
you can also use the pen as a pointer. You can indicate specific page content as if you
were using a laser pointer, or draw temporary shapes or add text to help explain the
page’s contents. When you’re done using any of the ink input or pointer modes, you can
switch back to keyboard-based input.

To add an ink note by using a built-in pen style

1. On the Draw tab of the ribbon, in the Tools group, click a pen style in the Pen
Styles gallery.

TIP Click the More arrow in the lower-right corner of the Pen Styles gallery to
display additional pens.

2. Use the mouse or, if you have a touch-sensitive device, a stylus, pen, or your
finger to add ink to your page.

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Chapter 4: Add ink and shapes to a notebook

To emphasize page contents by using a highlighter

1. On the Draw tab, click one of the highlighter pen styles in the rightmost column
of the Pen Styles gallery.

Emphasize page content by using a variety of highlighter colors

2. Use the mouse or, if you have a touch-sensitive device, a stylus, pen, or your
finger to highlight items on your page.

IMPORTANT It can be tempting to use lots of highlighting, including multiple colors,

to mark up your notes. Using too much color, or too many colors, can make your
notebooks difficult to read. Apply highlighting wisely.

To change the active ink tool

1. Add ink to your page.

2. On the Draw tab, in the Tools group, click a different pen style in the Pen Styles
gallery.

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 Add notes by using ink

To create a custom ink tool

1. On the Draw tab, in the Tools group, click the Color & Thickness button.

Apply detailed pen style settings by using the options in the Color & Thickness dialog box

2. In the Color & Thickness dialog box, do either of the following:

●● Select the Pen option to create a pen that draws with opaque color.
●● Select the Highlighter option to create a pen that draws with transparent
color.
3. In the row of pen thicknesses, click the box representing the thickness of the
line you want to apply.

4. In the Line color gallery, click the swatch representing the color you want to
apply.
5. Click OK.

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Chapter 4: Add ink and shapes to a notebook

To select an ink input mode

1. On the Draw tab, click the Pen Styles gallery’s More button.
2. At the bottom of the gallery, point to Pen Mode, and then click one of the follow-
ing modes:
● Create Both Handwriting and Drawings
● Create Handwriting Only
● Create Drawings Only

To use the pen as a pointer

1. On the Draw tab, click the Pen Styles gallery’s More button.

2. At the bottom of the gallery, point to Pen Mode, and then click Use Pen as
Pointer.

3. Move the pointer to indicate items on the page.

4. To mark a point on the screen, click the mouse button or, if you have a touch-
screen, tap the screen with your finger or a stylus.

TIP When you leave Ink mode, OneNote removes the ink you added while using the
pen as a pointer.

To leave Ink mode and return to Type mode

1. On the Draw tab, in the Tools group, click the Type button.

Or

Press the Esc key.

Select, view, and erase ink

After you add ink content to a notebook by using the mouse, a stylus, or your finger,
you can select the ink in preparation for editing. Due to the versatile nature of OneNote
input, the standard rectangular selection area created by dragging the mouse pointer
doesn’t work well on most pages. To overcome that limitation, you can use the pointer
to draw a border around the items you want to select by using the lasso tool.

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 Select, view, and erase ink

Unlike physical pages, OneNote pages can be extended so that you can add notes
below or to the right of the area displayed on screen when you first create the page.
Moving within a page, or panning, lets you show page contents that are currently not
displayed. If you pan away from the original page, or if you add items below or to the
right of that original space, the horizontal and vertical scroll bars appear at the edges
of the page display.

If you want to erase any of the ink items you’ve added to a page, you can select from
several sizes of eraser to reflect the level of detail you want. You can also erase an 4
entire stroke, which OneNote defines as a section of ink that was drawn without lifting
your pen or finger, or releasing the mouse button.

TIP If you activate the Stroke Eraser and click a line, such as an axis of a graph, that was
created by the app, the Stroke Eraser acts like the Medium Eraser.

To select items by using lasso selection

1. On the Draw tab of the ribbon, in the Tools group, click Lasso Select.

2. On the active page, use the lasso to draw a border around the area of the page
you want to select.

3. Cut or copy and move the selection as you would any other selected item in
OneNote.

4. To return to Type mode, do either of the following:

● On the Draw tab, click the Type button.
● Press Esc.

To pan within a page

1. On the Draw tab, in the Tools group, click Panning Hand.

2. Drag the panning hand within the page to display parts of the page not cur-
rently shown within the app window.

3. To return to Type mode, do either of the following:

●● On the Draw tab, click the Type button.
●● Press Esc.

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Chapter 4: Add ink and shapes to a notebook

To erase ink

1. On the Draw tab, in the Tools group, click the Eraser button’s arrow.

TIP If you click the body of the Eraser button instead of the arrow, OneNote
activates the last eraser you selected from the list.

2. In the list, click any of the following eraser types:

● Small Eraser
● Medium Eraser
● Large Eraser

Erase ink by using a small, medium, or large eraser

3. To return to Type mode, do either of the following:

● On the Draw tab, click the Type button.
● Press Esc.

To erase entire strokes with one click

1. On the Draw tab, click the Eraser button’s arrow, and then click Stroke Eraser.
2. Click anywhere on the stroke you want to erase, or click and drag the pointer
over one or more strokes.
3. To return to Type mode, do either of the following:
● On the Draw tab, click the Type button.
● Press Esc.
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 Convert ink to text and mathematical expressions

Convert ink to text and mathematical

expressions
Entering notes into a OneNote notebook by using ink combines the benefits of
adding text in your own handwriting with the potential to convert your ink to text
that is rendered by using a font such as Calibri or Times New Roman. After your text is
represented by a font, you can check its spelling, translate words to other languages,
and copy and paste the text within OneNote and to other applications.
4
TIP You can copy and paste ink-based input to other programs, but those programs will
treat the pasted item as an image.

If you use OneNote to take notes during classes, meetings, or project preparation
and you need to record math equations, you can use ink to capture those equations
in machine-readable form. Rather than write the formula on a page, you do so in a
dialog box designed to facilitate math entry.

Add mathematical equations to your page by using ink

As you enter your equation, OneNote displays its current interpretation of your entry.
The app’s interpretation of your text might change as you write additional characters,
so don’t worry if one or two of the specific characters aren’t exactly right at first. After

99
Chapter 4: Add ink and shapes to a notebook

you’re done entering the equation, you can correct any remaining errors, delete and
rewrite characters that OneNote can’t figure out, or cancel the entry entirely.

TIP You don’t have to open the math entry dialog box to record an equation in OneNote.
You can write the equation as regular ink, and then re-enter it when you have time after
your class or meeting.

To convert ink to text

1. On a page, use ink to add handwriting to your notebook.

2. On the Draw tab of the ribbon, in the Convert group, click Ink to Text.

TIP When you convert ink to text, OneNote styles the font with Calibri and the same
color as the ink you used to write the note.

To convert ink to a mathematical expression

1. On the Draw tab, in the Convert group, click Ink to Math.

2. In the Insert Ink Equation dialog box, if necessary, click Write.

3. Use an ink input method to draw your mathematical expression in the Write
math here box.

4. When you are done creating your equation, click Insert.

To erase part of an equation in the Insert Ink Equation dialog box

1. Start creating an equation in the Insert Ink Equation dialog box.

2. Click Erase.

3. Use the eraser to delete some of the writing from the Write math here area.

To correct how OneNote interprets your handwriting in the Insert Ink Equation
dialog box
1. Start creating an equation in the Insert Ink Equation dialog box.

2. Click Select and Correct.

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 Convert ink to text and mathematical expressions

Correct how OneNote interprets your ink equations

3. Use the lasso selection tool to select the character or characters you want to
correct.

4. Do either of the following:

●● From the list of suggestions that appears, click the correct character.
●● If none of the characters in the list are the one you want, click Close.

IMPORTANT If OneNote doesn’t suggest an appropriate replacement, try

writing a few more characters to see if its interpretation improves. If it doesn’t,
erase the misinterpreted text and write the text you want to appear in a slightly different
style to see if the change helps OneNote interpret your writing correctly.

5. If you have more to write, click Write and continue writing your equation.

6. Click Insert.

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Chapter 4: Add ink and shapes to a notebook

To clear the contents of the Insert Ink Equation dialog box

1. In the Insert Ink Equation dialog box in which an equation is already started in
the Write math here area, click Clear.

IMPORTANT When you click Clear, your entire math equation will completely
disappear, and you can’t get it back. If you only want to delete some of your
equation, use the Erase feature instead.

2. If you want, write a new equation in the Write math here area, and then click
Insert.

Create and format shapes

Taking good notes often involves adding lines, shapes, and graphs to your page. For
example, representing a timeline or process is much easier when you have an actual
line to annotate. Basic shapes such as rectangles, ovals, rhombuses, triangles, and
diamonds are available, and if you need to represent points, lines, or surfaces on two-
dimensional or three-dimensional graphs, you can add the graph’s axes quickly.

All of these items, collectively referred to as shapes, are available from within the
OneNote app.

Select a line, polygon, or graph from the Shapes gallery

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 Create and format shapes

Initially the shape you add will take on the color and thickness of the currently
selected pen. After you add a shape, you can change the color and thickness of the
shape’s lines, resize the shape, copy and paste it like any other item in OneNote, or
move the shape to a new location on the current page. If you want to rotate or flip
a shape, you can also do that. And, as with all OneNote items, you can delete any
shapes you no longer need.

When you add shapes to a notebook page, OneNote puts each shape on its own
layer. This means shapes are either in front of or behind other shapes on the page. 4
For example, adding three shapes to a page would create three different layers.

OneNote adds shapes and other items, such as images, in layers

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Chapter 4: Add ink and shapes to a notebook

You can change the order of shapes by moving individual shapes to different layers,
such as by moving a shape to the front, up one level, down one level, or to the back.

Changing the order of objects affects their display

When you add a shape, OneNote returns to the previous drawing mode after you
release the mouse button. If you were panning around a page, for example, the
panning tool would become active after you finish drawing the shape. You can lock
drawing mode so that you can draw multiple shapes, and then you can unlock it again
when you’re done.

When you draw shapes on a page, it can be hard to get them to line up correctly.
OneNote makes that task a bit easier by letting you align and draw objects by using a
grid. The grid doesn’t appear on the page, but you’ll see lines and other shapes “snap”
to the points on the grid. If you’d rather draw your shapes without the grid, you can
turn it off.

104
 Create and format shapes

Finally, OneNote offers an advantage that just isn’t possible with paper: you can add
more space to a page. For example, suppose you have two large groups of notes and
you realize you left out some important information that really should go between
the items. Rather than writing the new note elsewhere on the page and drawing an
arrow to where it’s supposed to go, you can add blank space to your page and sepa-
rate the existing notes, so there’s room to add new notes to complete your thought.

To add a line
4
1. On the Draw tab of the ribbon, in the Shapes gallery, click the line type you
want to add.

2. On the page, click and drag in any direction to draw the line.

TIP If the line has a bend in it, try dragging the line more vertically and horizontally to
see the different ways in which you can extend the length of the two segments.

To add a polygon

1. On the Draw tab, in the Shapes gallery, click the polygon type you want to add.

2. On the page, click and drag in any direction to draw the polygon.

TIP Try dragging your polygon in different directions. With some polygons, you can
change their angles.

To add graph axes

1. On the Draw tab, in the Shapes gallery, click the graph axes type you want to add.

2. On the page, click and drag in any direction to draw the graph axes.

TIP Try dragging the graph more vertically and horizontally to see the different ways in
which you can extend the length of the axes.

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Chapter 4: Add ink and shapes to a notebook

To change the pen style of a shape

1. With the Type button on the Draw tab selected, click the shape to select it.

Format a shape by using tools on the Mini Toolbar

2. On the Mini Toolbar that appears, click Pen Properties.

3. Select Pen to create a pen that draws with an opaque color.

Or

Select Highlighter to create a pen that draws with a transparent color.

4. In the row of pen thicknesses, click the box representing the thickness of the
line you want to apply.

5. In the Line color gallery, click the square representing the color you want to
apply.
6. Click OK.

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 Create and format shapes

To resize a shape

1. With the Type button on the Draw tab selected, click the shape to select it.
2. Point to one of the handles on the shape’s sides or corners, and drag the handle
to resize the shape.

To move a shape

1. With the Type button on the Draw tab selected, click the shape to select it.
4
2. Point to the body of the shape. When the pointer changes to a four-headed
arrow, drag the shape to its new location.

To rotate a shape

1. Select the shape you want to rotate.

2. On the Draw tab, in the Edit group, click the Rotate button, and then click the
command that represents how you want to rotate the shape.

To delete a shape

1. Select the shape.

2. Do either of the following:

●● On the Draw tab, in the Edit group, click Delete.
●● On the Mini Toolbar that appears, click Delete.
●● Press Delete.

To arrange shapes
1. Select the shapes you want to arrange.

2. On the Draw tab, in the Edit group, click the Arrange button, and then click the
command (Bring Forward, Bring to Front, Send Backward, or Send to Back)
that reflects how you want to move the shape.

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Chapter 4: Add ink and shapes to a notebook

To lock or unlock drawing mode

1. On the Draw tab, click the Shapes gallery’s More button, and then click Lock
Drawing Mode.

TIP As its name implies, after you Lock Drawing Mode, you can freely move around
to use the different pens and shapes without worrying about OneNote snapping
back to Type mode. Just click the Type button on the Draw tab when you’re done.

Create multiple shapes by clicking Lock Drawing Mode

To turn Snap To Grid on or off

1. On the Draw tab, click the Shapes gallery’s More button, and then click Snap
To Grid.

TIP Turning Snap To Grid off will give you more control over your shape, but it could be
much faster to snap your shape to a grid when you move or resize it.

To insert space on a page

1. On the Draw tab, in the Edit group, click Insert Space.

2. Point to the area of the page where you want to add space. A large arrow
appears. Move the pointer until the arrow points in the direction (up, down, left,
or right) that you want to drag to insert space into the page.

3. Drag the pointer to add space to the page.

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 Create and format shapes

Skills review
In this chapter, you learned how to:

■■ Add notes by using ink

■■ Select, view, and erase ink
■■ Convert ink to text and mathematical expressions
■■ Create and format shapes
4

109
 Chapter 4

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch04
folder. The results of the tasks will be automatically saved into the same file
in the same folder.

Add notes by using ink

Open the AddInkNotes section in OneNote, and then perform the following tasks:

1. On the active notebook page, use the tools on the Draw tab of the ribbon to
click a pen style in the gallery and, below the Verify Project Due Date header,
write a note indicating that the project is due two weeks from the current day.

2. Change the pen to a yellow highlighter and highlight the text Send to manager
for review two days prior to final submission.

3. Create a custom pen style and add a note to remind yourself to ask whether or
not the project deadline will be extended.

Select, view, and erase ink

Open the SelectInk section in OneNote, and then perform the following tasks:

1. Use the Panning Hand to pan to the right and display the handwritten table of
transit times.

2. Using Lasso Select, select the handwritten table and drag it to the left to posi-
tion it underneath the text that reads Average transit time for last two months
has fallen to 24 days. Revise our model?

3. Using the Large Eraser, erase the handwritten text that says Bring over new
transit data.

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 Practice tasks

Convert ink to text and mathematical expressions

Open the ConvertInk section in OneNote, and then perform the following tasks:

1. On the page, use ink to write This equation calculates the value of an invest-
ment subject to compound interest and convert the ink to text.

2. Use the Insert Ink Equation dialog box to enter the formula displayed on the
page as an ink equation.

Create and format shapes

Open the FormatShapes section in OneNote, and then perform the following tasks:

1. Using the tools on the Draw tab of the ribbon, draw an arrow from the text that
reads Is there a due date for this project? to the text that reads Due date con-
firmed: April 14.

2. Add a square or rectangle around the Due date confirmed: April 14 text.

3. Change the pen color and thickness of the box you drew around the text.

4. Move the box behind the arrowed line you drew in step 1.

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Review and
password-protect
notebook text
5
Taking notes is a surprisingly involved task. Not only do
In this chapter
you have to listen to or watch the content you’re taking
notes on, you have to record a summary of what is being ■ Check spelling
said or done. When you write or type that quickly, it’s ■ Set AutoCorrect options
likely you will make spelling mistakes. If you want to
improve your notebook’s text, you can do so by check-
■ Translate and research text
ing its spelling. The spelling checker comes with a good ■ Password-protect sections
general dictionary, but you can add any words it doesn’t
know so it recognizes them, rather than asking you if you
want to change them.

Related tools include AutoCorrect options, which make

Practice files
automatic changes based on rules you can control, and For this chapter, use the practice files
tools that translate text between languages, research from the OneNoteSBS\Ch05 folder.
words or phrases you might not be familiar with, and For practice file download instruc-
look up word alternatives in a thesaurus. Finally, if your tions, see the introduction.
notebook contains data you don’t want other people
to be able to read, you can add password protection to
notebook sections.

This chapter guides you through procedures related to

checking spelling, setting AutoCorrect options, trans-
lating and researching text, and password-protecting
sections.

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Chapter 5: Review and password-protect notebook text

Check spelling
When you take notes during a meeting or class, you probably write or type quickly
to ensure that you capture all of the information you can. Those notes might contain
misspelled words, which isn’t a big problem if you work through your own notes but
can make it harder for your colleagues to understand exactly what you mean.

You can check the spelling of the words in your notebook to improve the notes you
take. When the OneNote spelling checker encounters a word that isn’t in the dictionary,
it presents a series of choices you can select from.

OneNote suggests replacement words for misspellings

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 Check spelling

The built-in dictionaries are meant for general writers, so it’s likely you will use some
words that don’t appear in the OneNote dictionaries. If that’s the case, you can have
OneNote ignore that word for the rest of the current spelling check operation or, if
you think you will use the word in other documents, you can add it to the dictionary.
When OneNote flags a misspelled word in your notebook and you’re unsure how to
pronounce it, you can play an audio clip of the word’s standard pronunciation.

There are a number of ways you can control how OneNote checks spelling in your
notebooks. One way is to change the language used in the spelling check operation.
If you find that you use a lot of words in a language other than the language specified
in your Windows regional settings (such as English or Spanish), you can change to the 5
language you need to check individual words or the entire text of the section.

You can also use custom dictionaries to check the spelling of your document. Custom
dictionaries contain words that might not appear in a standard language dictionary.
You can edit the word list of a custom dictionary to add words that might appear in
your specific context, such as an engineering notebook, but not in all situations.

Add words to a custom dictionary to refine the spelling checker

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Chapter 5: Review and password-protect notebook text

Because OneNote is part of the Microsoft Office family of apps, you can change the
spelling check options for every Office app from within OneNote. Those options
include ignoring words that appear in all uppercase, ignoring words that contain
numbers, and ignoring repeated words. Depending on the work you do, all of those
options could improve your experience.

Finally, OneNote and other Office applications, such as Microsoft Word, indicate
words that might be spelled incorrectly or that might represent improper grammar.
Suspected misspelled words are underlined in red, and suspected grammar errors are
underlined in blue.

OneNote marks spelling errors by using a red underline

If you find those indicators to be more of a distraction than a help, you can turn them off.

To check spelling on a notebook page

1. On the Review tab of the ribbon, in the Spelling group, click the Spelling
button to open the Spelling pane.

2. In the Spelling pane, in the suggestions box, click the word you want to use to
replace the misspelled word.

3. Click Change.
4. Repeat steps 1–3 until you have checked the entire page.

5. In the dialog box that opens, click OK.

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 Check spelling

To ignore a flagged word without adding it to a dictionary

1. With the flagged word displayed in the Spelling pane, click the Ignore button.

To add a flagged word to the custom dictionary

1. Do either of the following:

●● With the flagged word displayed in the Spelling pane, click the Add button.
●● Right-click a misspelled word that has a red underline, and then click Add to
Dictionary.

To play an audio file demonstrating the pronunciation of a flagged word

5
1. With the flagged word displayed in the Spelling pane, click the sound icon next
to the word below the suggestions box.

2. If you want, click any of the words in the suggestions box to display it instead of
the flagged word below the box, and then click the sound icon next to the new
word to play an audio file of its pronunciation.

To change the language used in the spelling check operation

1. Start the spelling checker.

2. In the Spelling pane, click the language list arrow, and then click the language
you want to use for the spelling check.

IMPORTANT This change persists beyond the current spelling check. For example, if
you normally use the English (United States) dictionary but switch to the English (United
Kingdom) dictionary to check the spelling of a notebook, that dictionary remains as the
dictionary setting for all of your notebooks until you change back to English (United States).

To use custom dictionaries when checking spelling

1. Click the File tab of the ribbon to display the Backstage view.

2. In the Backstage view, click Options at the bottom of the left pane.
3. In the OneNote Options dialog box, click Proofing in the left pane.

4. On the Proofing page of the dialog box, in the When correcting spelling in
Microsoft Office programs section, click Custom Dictionaries.

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5. In the Custom Dictionaries dialog box, select the check box next to any
dictionary you want to use.

TIP When it checks your spelling, the spelling checker uses all the dictionaries
that have their check boxes selected. Browse through the different dictionaries
to see what the spelling checker is checking.

6. Click OK.

To edit the word list of a custom dictionary

1. On the Proofing page of the OneNote Options dialog box, in the When
correcting spelling in Microsoft Office programs section, click Custom
Dictionaries.

2. In the Custom Dictionaries dialog box, click the custom dictionary you want
to edit.

3. Click Edit Word List.

4. In the custom dictionary dialog box, perform any of the following tasks:
● In the Word(s) box, enter a new word and then click Add.
● In the Dictionary box, click a term and then click Delete.
● Click Delete all to delete all of the words in the custom dictionary.

5. Click OK to close the editing dialog box.

6. Click OK to close the Custom Dictionaries dialog box.

7. Click OK to close the OneNote Options dialog box.

To set spelling options for all Office apps

1. In the OneNote Options dialog box, click Proofing.

2. On the Proofing page of the dialog box, in the When correcting spelling in
Microsoft Office programs section, select or clear the check boxes for any of
the following rules:
● Ignore words in UPPERCASE
● Ignore words that contain numbers

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 Check spelling

●● Ignore Internet and file addresses

●● Flag repeated words
●● Enforce accented uppercase in French
●● Suggest from main dictionary only

Change spelling options on the Proofing page of the OneNote Options dialog box

3. Click OK to close the OneNote Options dialog box.

To turn off checking spelling as you type

1. On the Proofing page of the OneNote Options dialog box, in the When correct-
ing spelling in OneNote section, clear the Check spelling as you type check box.

2. Click OK.

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Set AutoCorrect options

Humans are creatures of habit. We often misspell words in the same way, such as
substituting teh for the. OneNote has a built-in set of rules, called AutoCorrect rules,
that it uses to correct what it believes are misspelled words. If you want to review the
AutoCorrect rules OneNote applies, you can take a look at the list.

Change common typing errors by using AutoCorrect

If you find that you misspell words in ways that aren’t on the list, you can create your own
AutoCorrect rule. AutoCorrect might also change some words or acronyms that you are
using correctly. In that case, you can delete the rule so it doesn’t affect your work.

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 Set AutoCorrect options

TIP If you often enter a particular block of text, such as a street address, you can create
a nonsense word that serves as a code for the standard block of text you want to enter,
and you can create an AutoCorrect rule that causes OneNote to automatically replace that
word with the text block.

In addition to correcting misspelled words or phrases, AutoCorrect also corrects

common typing errors such as not capitalizing the first letter of a sentence and
starting words with two initial capital letters. You can also decide whether to have
AutoCorrect correct your text as you type. If you turn off AutoCorrect, OneNote
doesn’t apply any of the rules to your notes’ text.

For users who add mathematical expressions to their notebooks, OneNote also offers
5
AutoCorrect replacements for math expressions.

Add math expressions by taking advantage of Math AutoCorrect

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If you plan to use Math AutoCorrect, you should look through the list of text and
replacement value pairs to determine the values you might use as part of your
projects at school or work.

To add an AutoCorrect rule

1. Click the File tab of the ribbon to display the Backstage view, and then click
Options.

2. In the OneNote Options dialog box, click Proofing.

3. On the Proofing page of the OneNote Options dialog box, in the AutoCorrect
options section, click the AutoCorrect Options button.

4. In the AutoCorrect dialog box, in the Replace box, enter the value for which
you want to define an AutoCorrect replacement (for example, you can enter
e-mail).

5. In the With box, enter the value you want to use to replace the text in the
Replace box (for example, you can enter email).

6. Click Add to add the AutoCorrect replacement rule.

7. Click OK to close the AutoCorrect dialog box.

8. Click OK to close the OneNote Options dialog box.

To delete an AutoCorrect rule

1. On the Proofing page of the OneNote Options dialog box, in the AutoCorrect
options section, click the AutoCorrect Options button.

2. In the AutoCorrect dialog box, in the list of Replace and With pairs, click the
entry you want to delete.

TIP You can start typing in the Replace box to make the scrollable window jump
down to the word that is to be replaced.

3. Click the Delete button.

4. Click OK to close the AutoCorrect dialog box.

5. Click OK to close the OneNote Options dialog box.

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 Set AutoCorrect options

To undo an AutoCorrect action

1. After OneNote makes an AutoCorrect change to your text, point to the small
rectangular indicator that appears below the corrected text to display the
AutoCorrect Options action button.

An AutoCorrect indicator appears below a change (in this case, below the word accommodate)

2. In the list, click any of these options:

5
●● Change back to text, which restores the original text
●● Stop automatically correcting text, which deletes the rule
●● Control AutoCorrect Options, which opens the AutoCorrect dialog box

To control AutoCorrect actions

1. On the Proofing page of the OneNote Options dialog box, in the AutoCorrect
options section, click the AutoCorrect Options button.

2. In the AutoCorrect dialog box, select or clear any of these check boxes:
●● Correct TWo INitial CApitals
●● Capitalize first letter of sentences
●● Capitalize names of days
●● Correct accidental use of cAPS LOCK key
●● Replace text as you type

3. Click OK to close the AutoCorrect dialog box.

4. Click OK to close the OneNote Options dialog box.

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To define exceptions to AutoCorrect rules

1. On the Proofing page of the OneNote Options dialog box, in the AutoCorrect
options section, click the AutoCorrect Options button.

2. In the AutoCorrect dialog box, click the Exceptions button to open the
AutoCorrect Exceptions dialog box.

Create exceptions for AutoCorrect’s automatic capitalization at the start of a sentence

3. Do either of the following:

● On the First Letter tab, enter your text in the Don’t capitalize after box,
click the Add button, and then click OK.
● On the INitial CAps tab, enter your text in the Don’t correct box, click the
Add button, and then click OK.

4. Click OK to close the AutoCorrect dialog box.

5. Click OK to close the OneNote Options dialog box.

TIP To delete an exception, display it in the box near the top of the AutoCorrect
Exceptions dialog box, click Delete, and then click OK to close the dialog box.

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 Translate and research text

To define math-related AutoCorrect rules

1. On the Proofing page of the OneNote Options dialog box, in the AutoCorrect
options section, click the AutoCorrect Options button.

2. In the AutoCorrect dialog box, click the Math AutoCorrect tab.

3. On the Math AutoCorrect tab, in the Replace box, enter the text you want to
replace with a mathematical entry.

4. In the With box, enter the math symbol or symbols you want to use to replace
the text in the Replace box.

5. Click the Add button.

5
6. Click OK to close the AutoCorrect dialog box.

7. Click OK to close the OneNote Options dialog box.

Translate and research text

As communication at work and school becomes more international, the need to trans-
late text from your primary language to other languages takes on more importance. In
OneNote, you can translate words or phrases to other languages. When the cursor is
positioned within a word, you can use the shortcut menu to have OneNote translate it.
If you turn on the Mini Translator, pointing to a word displays its translation.

TIP OneNote provides a list of possible translations for the word or phrase you ask it to
translate. For example, the English word bell can be translated several different ways into
French, depending on whether the bell is a bicycle bell, a church bell, or something else. Look
through the options presented to determine the best fit for your context.

If you want to work regularly in a language other than the one specified in your
Windows regional settings, you can change the language OneNote uses for handwriting
recognition and for proofing tools such as those that check spelling and grammar.

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You can also look up words by using the Encarta dictionary and an online thesaurus.
These research tools can be especially helpful for text you have copied into your note-
book from an external source for later review, or to remind yourself of the meaning of
a term you might not have worked with for a while.

TIP Both the dictionary and thesaurus are available in multiple languages.

OneNote has access to a wide range of research services, including online sources
of information, that you can make available by setting the app’s research options to
allow their use.

To translate selected text to another language

1. Select the text you want to translate.

2. Do either of the following:

● On the Review tab of the ribbon, in the Language group, click Translate,
and then click Translate Selected Text.
● Right-click the selected text, and click Translate.

3. The Translate Selected Text dialog box opens, indicating that your search terms
will be sent in secure form to an external server. Click Yes. The Research pane
opens.

TIP To avoid having to perform this step in the Translate Selected Text dialog
box in the future, click Don’t Show Again before you click Yes.

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 Translate and research text

If the word you want to look up doesn’t appear in your notebook, you can enter it in the Search For
box at the top of the Research pane

4. In the Research pane, if necessary, click the From list arrow, and then click the
language of the word or phrase.

5. If necessary, click the To list arrow, and then click the language to which
you want to translate the word or phrase. The translation is displayed in the
Research pane’s content area.

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6. If you want to translate a different word, change the text in the Search for box,
and click the Start searching button (which looks like a right-pointing white
arrow in a green square next to the Search for box at the top of the pane).

TIP You don’t need to click the Start Searching button when the Research pane
opens or when you switch the translation languages. The translation results are
displayed automatically. However, if you change the text in the Search For box, you’ll
need to click the Start Searching button to display the translation results.

To use the Mini Translator

1. On the Review tab, in the Language group, click Translate, and then click Mini
Translator.

2. If this is your first use of the Mini Translator, the Translation Language Options
dialog box opens. Select the language you want to translate to, and then click OK.

3. The Mini Translator dialog box opens, indicating that your search terms will be
sent in secure form to an external server. (If you want to avoid this dialog box in
the future, select the Don’t show again check box.) Click Yes to close the dialog
box. The Mini Translator is turned on.

To read and review a translation by using the Mini Translator

1. With the Mini Translator turned on, point to the word that you want to
translate.

2. Point to the semi-transparent Bilingual Dictionary dialog box to review the

translation.

3. Click the Expand button (a magnifying glass in front of two books) to open the
Research pane with the word and its translation displayed.

To change the translation language used by the translator tools

1. On the Review tab, in the Language group, click Translate, and then click
Choose Translation Language.

2. In the Translation Language Options dialog box, select the new language, and
then click OK.

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 Translate and research text

To change the language used by handwriting recognition and the proofing tools

1. On the Review tab, in the Language group, click the Language button, and
then click Set Proofing Language.

2. In the Proofing Language pane, in the Pick language list, click the language to
use for handwriting recognition and proofing tools.

3. At the right edge of the Proofing Language pane’s title bar, click the Close
button.

To look up a word in the Encarta dictionary

5
1. Select the word you want to look up.
2. On the Review tab, in the Spelling group, click Research.
3. In the Research pane, click the resource list arrow, and then click Encarta
Dictionary.

To replace a word with a word from a thesaurus

1. Select the word you want to look up.
2. On the Review tab, in the Spelling group, click Thesaurus.
3. To replace the word with a synonym, point to the synonym, click the arrow that
appears next to the synonym, and then click Insert.

To paste in a synonym in a different place on the page

1. Select the word you want to look up.
2. On the Review tab, in the Spelling group, click Thesaurus.
3. Point to the synonym, click the arrow that appears next to the synonym, and
then click Copy.
4. Paste the word where you want it on your OneNote page.

TIP To look up another word, enter it in the Thesaurus box and click the search
button or press Enter.

5. Click the Close button to close the Thesaurus pane.

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To set research options

1. On the Review tab, in the Spelling group, click Research.
2. At the bottom of the Research pane, click Research options.
3. In the Research Options dialog box, do any of the following:
● In the Services pane, select or clear check boxes to enable the services you
want to be available within OneNote.
● Below the Services pane, click the Add Services button to add the URL
of a provider as a research option. In the Add Services dialog box, in the
Address box, enter the provider’s URL. Click Add, and then click Close to
return to the Research Options dialog box.
● Below the Services pane, click the Update/Remove button to update or
remove any of the currently installed services. In the Update or Remove
Services dialog box, in the list (grouped by provider), select the service
you want to update or remove, such as Microsoft Translator and Bing. Click
Update or Remove, and then click Close to return to the Research Options
dialog box.
● Below the Services pane, click the Parental Control button to set parental
controls for use of these services.

TIP To access the parental control settings, you must be logged on as an

administrator or as another account that’s allowed to modify the settings.

4. Click OK to change the settings and close the Research Options dialog box.

Password-protect sections
OneNote is a terrific app for sharing ideas with your classmates and colleagues, but
not every piece of information you record in a notebook should be available for
everyone to read. Some data might provide insights into your company’s plans and
costs, and other bits of information could include names and addresses of friends or
colleagues you don’t care to share with other individuals who could have access to
other pages in your notebook.

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 Password-protect sections

Confidential information isn’t always marked confidential...be careful!

Setting a password for a section requires users to enter the password any time the
section is locked, which can occur after a period of inactivity, if the user closes and
then reopens the notebook, or if you manually lock all password-protected sections
in the notebook.

TIP The best passwords are long passwords with a mix of uppercase letters, lowercase
letters, numbers, and symbols. If you have a hard time remembering a password with
mixes of the four character types, consider using a password management program, or use a
series of four or five medium-length words. In general, though, the longer your password, the
better.

After you set a password for a section, you can enter the password to display the
section, change the password, remove the password, and set password options. One
option you might set is to have OneNote lock a password-protected section when
you navigate away from it (that is, when you display another section). Turning on this
option requires you to enter a section’s password every time you display it, which is a
bit of work, but it might be worth it if the section contains sensitive information.

To assign a password to a section

1. Display the section you want to protect by clicking its tab.

2. On the Review tab of the ribbon, in the Section group, click the Password
button to open the Password Protection pane.

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Chapter 5: Review and password-protect notebook text

3. In the Password Protection pane, click the Set Password button.

Add a password to protect a section’s contents

4. In the Enter Password box, enter the password you want to apply to the
section.

5. In the Confirm Password box, re-enter the password.

TIP OneNote passwords help protect your notebook’s sections, but they are
difficult if not impossible to recover if you forget them. To avoid losing access to
your data, make sure you can remember your password or write it down.

6. Click OK.

IMPORTANT If OneNote has created backup copies of the protected section,

the Existing Section Backups dialog box appears. Click Delete Existing Backups to
erase these backup copies, which are not password protected, or click Keep Existing
Backups to retain the unprotected sections.

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 Password-protect sections

To display a password-protected section

1. Click the tab of the protected section.

2. Click the body of the section.

Or

Press Enter.

Enter a section’s password to display its contents

3. In the Protected Section dialog box, in the Enter Password box, enter the
section’s password.

4. Click OK.

To lock all sections that have had passwords assigned

1. Do either of the following:

●● In the Password Protection pane, click Lock All.
●● Press Ctrl+Alt+L.

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To change a section password

1. Click the tab of the protected section.

2. If necessary, on the Review tab, in the Section group, click Password to open
the Password Protection pane.

3. In the Password Protection pane, click Change Password.

4. In the Old Password box, enter the existing password for the section.

5. In the Enter New Password box, enter the new password you want to apply to
the section.

6. In the Confirm Password box, re-enter the new password.

7. Click OK.

To set password options

1. At the bottom of the Password Protection pane, click Password Options to

open the OneNote Options dialog box with the Advanced page displayed.

2. On the Advanced page of the OneNote Options dialog box, scroll down to the
Passwords section.

3. Perform any of the following actions to change password options:

● Select or clear the Lock password protected sections after I have not
worked in them for the following amount of time check box, and then
click the Interval list arrow and select the amount of time.
● Select or clear the Lock password protected sections as soon as I navigate
away from them check box to control whether OneNote locks a protected
section as soon as you move to another section.
● Select or clear the Enable add-in programs to access password protected
sections when they are unlocked check box to control these programs’
access to password-protected sections.

4. Click OK.

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 Password-protect sections

To remove a password from a section

1. Display the section and, if necessary, enter the password needed to display its
contents.

2. If necessary, on the Review tab, in the Section group, click Password to open
the Password Protection pane.

3. In the Password Protection pane, click Remove Password.

4. In the Remove Password dialog box, enter the current password.

5. Click OK.
5
Skills review
In this chapter, you learned how to:

■■ Check spelling
■■ Set AutoCorrect options
■■ Translate and research text
■■ Password-protect sections

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 Chapter 5

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch05
folder. The results of the tasks will be automatically saved into the same file
in the same folder.

Check spelling
Open the CheckSpelling section in OneNote, and then perform the following tasks:

1. Start the spelling checker, and replace the first misspelled word with the word
production.

2. Add the second highlighted word, resegmentation, to the custom dictionary.

3. Replace the last misspelled word with the correct word, Provide.

4. Right-click the section tab, and then click Close.

Set AutoCorrect options

Open the SetAutoCorrectOptions section in OneNote, and then perform the following
tasks:

1. Under the Customer Status label, enter nwe, which OneNote will change to New.

2. Add a new AutoCorrect entry that replaces the text tbh with the text Order to
be held in the warehouse until final credit approval comes through.

3. In the body of the OneNote page, enter tbh followed by a space.

Translate and research text

Open the TranslateText section in OneNote, and then perform the following tasks:

1. On the page, turn on the Mini Translator, click within the word volume, and
translate the word from English to German.

2. Look up the word volume in the Encarta dictionary, and then look for alterna-
tive words and phrases in the thesaurus.

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 Practice tasks

Password-protect sections
Open the ProtectSections section in OneNote, and then perform the following tasks:

1. Set a password for the ProtectSections section in the file. For the purposes of
this test, make it a short word or number string such as 123.

2. Lock the section manually.

3. Unlock the ProtectSections section.

4. Remove the password from the protected section.

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Manage views,
windows, and
page versions
6
As you work with OneNote, you will probably create
notebook pages with a lot of content. Whatever those In this chapter
notes are related to—business, school, community, or ■ Manage notebook views and
other organizational projects—there will be times when links
you will want to show as much of the page as possible.
■ Extend your view by zooming
You can change the page’s view to hide the ribbon, or
and adding windows
you can dock a page to the side of your screen so it’s
always available. You can also zoom in or out on the ■ Control page setup
page to show more or less of its contents, or change your ■ Review notes by author and
page’s size, background color, and lines.
read status
When you collaborate with your colleagues on a notebook, ■ Manage page versions and
you will probably be interested in reviewing notes by history
author, and you can have OneNote indicate the notes
that are unread. You can perform both of those tasks, in
addition to keeping a record of different versions of your
pages over time. Maintaining a history of a notebook Practice files
section lets you look back for items that might have been
For this chapter, use the practice
deleted. You can also delete individual page versions or
files from the OneNoteSBS\Ch06
stop maintaining notebook history altogether if you want to.
folder. For practice file download
This chapter guides you through procedures related to instructions, see the introduction.
managing notebook views and links, extending your
view by zooming and adding windows, controlling page
setup, reviewing notes by author and read status, and
managing page versions and history.

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Chapter 6: Manage views, windows, and page versions

Manage notebook views and links

When you take notes in OneNote, the app runs as a standard app on your computer
or other device. If you don’t change anything, your notebook appears in Normal view,
which includes the ribbon, app window, and window controls. If you need more room
to work, you can display your notebook in Full Page view, which hides the ribbon and
navigation tools.

Maximize available space by using Full Page view

Another way to work with a OneNote window is to dock it to the desktop. Docking a
OneNote window creates a space that stays active and visible regardless of the other
apps you open.

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 Manage notebook views and links

Dock a OneNote window to keep it visible at all times

While you have a docked window open, you can create linked notes. A linked note
refers to files other than the current OneNote notebook. If your page contains linked
notes, you can view the files to which you have created links, delete individual links,
delete all links, or stop creating linked notes entirely. You can also set your linked note
options to control how OneNote handles linked notes going forward.

SEE ALSO For more information about links, which can include hyperlinks to web
resources, see “Create links to resources” in Chapter 3, “Work with your notes.”

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To display a page in Normal view

1. Do either of the following:

● If the ribbon is available, on the View tab of the ribbon, in the Views group,
click the Normal View button.
● In any view that does not display the ribbon, click the Normal View button
in the upper-right corner.

To display a page in Full Page view

1. Do either of the following:

● On the View tab, in the Views group, click the Full Page View button.
● In Normal view, click the Full Page View button (the diagonal double-
headed arrow) in the upper-right corner of the page.

To display the ribbon in Full Page view

1. Click the ellipse at the top of the app window.

TIP When you are done using the ribbon, click any spot on the page to hide it.

To dock the OneNote window to the desktop

1. On the View tab, in the Views group, click the Dock to Desktop button.

To display the ribbon in a docked window

1. Click the ellipse at the top of the docked window.

To create a linked note

1. With a OneNote window docked to the desktop, open the file you want to
link to (for example, a webpage in Microsoft Edge or Internet Explorer, a Word
document, a PowerPoint presentation, or another OneNote notebook).

2. Create a note in the docked window.

TIP When you create a linked note, a link to the corresponding app and an icon
representing the app appear next to the note when you point to it.

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 Manage notebook views and links

To identify files linked to linked notes

1. In a docked OneNote window, click the Linked Note Taking button near the
upper-right corner of the window.

2. In the list, point to Linked File(s), and then click the file you want to display.

Display a list of linked files in a docked window

3. Do the following:
●● For links to Word and PowerPoint files, read the text in the warning dialog
box that appears. If you trust the file to which OneNote is linked, click OK.
●● For links to OneNote pages, read the text in the security notice dialog box
that appears. If you trust the OneNote file, click Yes.

TIP Links to webpages that open in Internet Explorer or Microsoft Edge don’t require
you to confirm access.

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To delete links in a docked OneNote window

1. In the docked window, click the Linked Note Taking button near the upper-
right corner of the window, and point to Delete Link(s) on This Page.

2. Do either of the following:

● Click the file whose link you want to delete.
● Click Delete All Links on This Page.

To stop taking linked notes

1. In a docked OneNote window, click the Linked Note Taking button near the
upper-right corner of the window.

2. In the list, click Stop Taking Linked Notes.

TIP When you click Stop Taking Linked Notes, the notes you add in the docked
window will no longer create links. The Linked Note Taking button changes to
show you that it is turned off.

To set linked note options

1. In a docked OneNote window, click the Linked Note Taking button near the
upper-right corner of the window, and then click Linked Notes Options to
display the Linked Notes section of the Advanced page of the OneNote Options
dialog box.

Manage linked note options in the OneNote Options dialog box

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 Extend your view by zooming and adding windows

2. In the OneNote Options dialog box, do any of the following:

●● Select or clear the Allow creation of new Linked Notes check box.
●● Select or clear the Save document snippets and page thumbnail for better
linking to the right place in the document check box.
●● Click Remove Links from Linked Notes, and then, in the confirmation
dialog box, click Remove.

3. Click OK.

Extend your view by zooming and adding 6

windows
Every page in a OneNote notebook contains information related to a specific subject.
If one of your pages is so large that it doesn’t fit on your monitor, you can scroll within
the page to display its other contents. If you want to view your page in its entirety, or
if you’d like to view the page in more detail, you can change the page’s zoom level.

A page’s zoom level refers to the magnification OneNote applies to your view of the
page. Just as a magnifying glass makes objects appear larger, increasing a page’s
zoom level makes the page contents that are displayed on the screen appear larger,
and decreasing the zoom level makes the contents appear smaller.

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Zoom in to see more detail

Another way to manage the contents of a notebook page is to open a new OneNote
window. For example, if you find that you need to switch between areas of the page,
and zooming out makes your task more difficult, you can always display your page in
a new window. When you display a page in a new window, you create a second copy
of the page; any changes you make to either copy also appear in the other window.
When you’re done editing the page, you can close one window and continue working.

If you want to take notes in a page that takes up part of your screen, you can create
a new docked window. A docked window stays attached to a side of the screen,
which is the right side by default. You can use a new docked window (next to your
existing OneNote window) to take notes on a different page and to create links on
one OneNote page to other OneNote pages.

SEE ALSO For more information about creating linked notes and working with docked
windows, see “Manage notebook views and links” earlier in this chapter.

Finally, if you want a notebook window to stay visible on your screen, you can pin it to
the top of the open window stack.

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 Extend your view by zooming and adding windows

To zoom in on a page

1. Do either of the following:

●● On the View tab, in the Zoom group, click the Zoom In button.

Change the page zoom level to get a new perspective on your notes

●● Hold down the Ctrl key and rotate the mouse wheel forward.

To zoom out on a page

6
1. Do either of the following:
●● On the View tab, in the Zoom group, click the Zoom Out button.
●● Hold down the Ctrl key and rotate the mouse wheel backward.

To zoom to 100 percent

1. On the View tab, in the Zoom group, click the 100% button.

To zoom to a specific level

1. On the View tab, in the Zoom group, do either of the following:

● Enter a zoom value in the Zoom text box.
● Click the Zoom list arrow, and then click a zoom level.

To zoom so the contents fit in the page width

1. On the View tab, in the Zoom group, click the Page Width button.

To display the current notebook in a new window

1. On the View tab, in the Window group, click the New Window button.

To create a new docked window

1. On the View tab, in the Window group, click the New Docked Window button.

To pin a window to the top of the stack

1. On the View tab, in the Window group, click the Always on Top button.
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Control page setup

In many cases, taking notes on a blank page with a white background will be the best
option for your notebook. The lack of background color and lines provides what is
literally a blank slate for you to record your ideas. That said, if you want to change a
page’s background color, lines, orientation, or size, you can do so quickly. You can
also save a set of changes as a template so you can apply it to other pages in your
notebook.

OneNote pages have a white background by default. That background works well and
provides terrific contrast for the standard colors of ink and most images. If you prefer
to create pages with a different background color, perhaps to distinguish pages that
contain notes for separate classes or projects, you can select a color from a built-in
gallery.

Add color to a page background

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 Control page setup

Just as you can apply a new background color to a page, you can add, change, or
remove background lines. OneNote pages are blank by default, but adding horizontal
lines or a grid can help you keep your text notes aligned with the page or can provide a
usable background for creating charts and graphs that use ink. Rule lines are a medium
gray by default, but you can change that color if you want.

As with documents you might create in Microsoft Word, you can change the size, orien-
tation, and margins of pages in OneNote. Page size is particularly important if you plan
to print your notes on paper or in another format, such as a PDF file.

IMPORTANT When you are creating a custom page size, the width must be between
3 inches and 22 inches and the page’s height must be between 1.25 inches and 22 inches.
6
Page orientation also plays an important part in creating a notebook page. If your
page’s horizontal and vertical measurements differ, orienting the page so the long
edge is on top means that the page is in landscape view, whereas orienting the page
so that the short edge is on top means the page is in portrait view.

You can also set your page’s margins, which controls the amount of white space
between the edge of the page and where the page’s contents start. OneNote also
comes with a wide variety of page templates that offer standard paper sizes, such as
letter size (United States) or A3 (a standard letter size in Europe). If you create a page
with settings you want to keep, you can save your settings as a template so that you
can easily apply the same settings later.

To set page color

1. On the View tab, in the Page Setup group, click the Page Color button.

2. Click the background color you want to apply to the page.

Or

Click No Color to remove a background color from the page.

To set background lines

1. On the View tab, in the Page Setup group, click the Rule Lines button to apply
the most recently used line setting.

Or

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Chapter 6: Manage views, windows, and page versions

1. On the View tab, click the Rule Lines button arrow.

Add background lines to help align your page contents

2. From the gallery that appears, click the line pattern you want to apply.

To change the color of background lines

1. If needed, navigate to a page that has background lines displayed.

2. On the View tab, click the Rule Lines button arrow, point to Rule Line Color,
and then click the color you want to apply.

To always create pages with background lines

1. On the View tab, click the Rule Lines button arrow, and then click Always
Create Pages with Rule Lines. The pages include the most recently selected
line setting.

To remove background lines

1. Navigate to the page that has background lines displayed.

2. On the View tab, click the Rule Lines button.

Or

On the View tab, click the Rule Lines button arrow, and then click None.

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 Control page setup

To delete the current page title

1. Display the page you want to edit.

2. On the View tab, in the Page Setup group, click Hide Page Title.

3. In the dialog box that appears, click Yes to verify that you want to delete the
page’s title, date, and time.

To apply a built-in page size

1. On the View tab, in the Page Setup group, click the Paper Size button.

2. In the Paper Size pane, click the Size list arrow, and then click the page size you
want to apply.
6

Resize your page by using a variety of built-in paper sizes

To control page orientation

1. On the View tab, click Paper Size.

2. In the Paper Size pane, click the Size list arrow, and then click Custom.

3. Click the Orientation list arrow, and then click either Portrait or Landscape.
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To set a custom page height and width

1. On the View tab, click Paper Size.

2. In the Paper Size pane, click the Size list arrow, and then click Custom.

3. In the Paper Size pane, in the Width box, enter the width you want for the page.

4. In the Height box, enter the height you want for the page.

To set page print margins

1. On the View tab, click Paper Size.

2. In the Paper Size pane, click the Size list arrow, and then click Custom.

Create custom margins for your notebook page

3. In the Paper Size pane, in the Top box, enter the size of the top margin.
4. In the Bottom box, enter the size of the bottom margin.
5. In the Left box, enter the size of the left margin.
6. In the Right box, enter the size of the right margin.

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 Control page setup

To change the paper size units of measurement

1. Click the File tab to display the Backstage view, and then click Options in the
left pane to open the OneNote Options dialog box.
2. In the OneNote Options dialog box, click Advanced.
3. On the Advanced page, scroll down to the Other section at the bottom.
4. Click the Measurement units list, and select Inches, Centimeters, Millimeters,
Points, or Picas.
5. Click OK to save your changes.

To create a paper size template

1. On the View tab, click Paper Size. 6

2. In the Paper Size pane, set the size, orientation, page dimensions, and margins
for the paper size.

3. Click Save current page as a template.

4. In the Save As Template dialog box, in the Template name box, enter a name
for your template.

5. Click Save.

To apply a custom template

1. On the Insert tab of the ribbon, in the Pages group, click the Page Templates
button.

2. In the Templates pane, click the My Templates header.

TIP The My Templates header appears at the top of the headers after you have
saved a page template.

3. Click the template you want to apply.

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Review notes by author and read status

OneNote provides excellent tools to help you collaborate with your colleagues. When
you develop a notebook as part of a team, you can have multiple individuals work on
the same file. You can then look over the notes by author, identify which notes have
not been read, and mark an entire notebook as read. You can also mark a page as
read or unread, view which authors made which changes, and display all changes by a
specific author or, if you prefer, hide all author information on the page.

As your notebooks change over time, you might want to view your changes by date.
For example, you could highlight only those changes made within the past day, two
days, a week, or some other time period. To get an idea of the sequence in which
changes were made, you can display all of the page’s changes sorted by date.

To view the next page that contains unread notes

1. On the History tab of the ribbon, in the Unread group, click the Next Unread
button.

TIP If there are no remaining unread pages in the notebook, the Next Unread
button will not be available.

To mark a page as unread

1. Display the notebook page you want to mark as unread.

2. On the History tab, in the Unread group, click the Mark as Read button, and
then, in the list, click Mark as Unread.

Or

Press Ctrl+Q.

To mark an entire notebook as read

1. On the History tab, in the Unread group, click Mark as Read, and then, in the
list, click Mark Notebook as Read.

To show or hide the read status of notebook changes

1. On the History tab, click Mark as Read, and then click Show Unread Changes
in This Notebook.

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 Review notes by author and read status

TIP A check mark next to the option means that it is active; clicking the option
when it is active removes the check mark and deactivates the option.

To display recent changes

1. On the History tab, in the Authors group, click Recent Edits, and then click the
time period you want to apply.

To display changes sorted by date

1. On the History tab, in the Authors group, click Recent Edits, and then click All
Pages Sorted by Date.

2. If necessary, in the Search Results pane, click a header to display the changes 6
within that time period.

To display changes by author

1. On the History tab, in the Authors group, click Find by Author.

2. In the Search Results pane, click a header to display the changes made by a
specific author.

Display changes by author to track notebook use

To show or hide author information on the page

1. On the History tab, in the Authors group, click Hide Authors.

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Manage page versions and history

Notebook pages rarely remain static for very long, especially when you use them
to keep notes on a class or an ongoing project. OneNote maintains a record of your
page’s versions, capturing snapshots of the page over time. Each of those page ver-
sions is available to you, so if you delete an item but know it was available up to a
certain date, you can look through the page’s versions to find the item you want.

Display previous saved versions of a notebook page

If you don’t want to keep past versions of a page, you can always get rid of them. You
can also turn off page versioning to stop OneNote from keeping page versions, but
doing so prevents you from recovering items you have deleted. If you delete a page,
OneNote moves it to the Notebook Recycle Bin. You can restore a page you deleted
while it’s still in the Notebook Recycle Bin, or you can clear all deleted pages.

IMPORTANT Clearing the contents of the Notebook Recycle Bin prevents you from
restoring a deleted page, so be sure you want to permanently remove its contents.

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 Manage page versions and history

To display a specific page version

1. On the History tab, in the History group, click Page Versions.

2. In the page tab pane on the right, click the version you want to display.

To delete versions
1. On the History tab, in the History group, click the Page Versions arrow.
2. Click any of the following options:
●● Delete All Versions in Section
●● Delete All Versions in Section Group
●● Delete All Versions in Notebook
6
To turn the saving of versions on or off for a notebook

1. On the History tab, in the History group, click the Page Versions arrow, and
then click Disable History for this Notebook.

TIP A check mark next to the option means that the saving of versions is
disabled; clicking the option when it is checked removes the check mark and
causes OneNote to resume saving versions.

2. If a warning dialog box appears, and you want to delete the notebook history
and empty the recycle bin, click Yes.

To restore a page or section from the Notebook Recycle Bin

1. On the History tab, in the History group, click the Notebook Recycle Bin
button.
2. Right-click the tab of the page or section to restore it.

To empty the Notebook Recycle Bin

1. On the History tab, in the History group, click the Notebook Recycle Bin
arrow, and then click Empty Recycle Bin.

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Skills review
In this chapter, you learned how to:

■■ Manage notebook views and links

■■ Extend your view by zooming and adding windows
■■ Control page setup
■■ Review notes by author and read status
■■ Manage page versions and history

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 Practice tasks

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch06
folder. The results of the tasks will be automatically saved into the same file
in the same folder.

Manage notebook views and links

Open the ManageViews section in OneNote, and then perform the following tasks:

1. Display the notebook in Full Page view.

2. Change the notebook view back to Normal view.

3. Open the LevelDescriptions Word document from the practice file folder.

4. Dock the notebook to the desktop, and then create a linked note to the Word file.

Extend your view by zooming and adding windows

Open the AdjustZoom section in OneNote, and then perform the following tasks:

1. Zoom in on the page so the picture appears about twice as large as it is at the
100% zoom level.

2. View the notebook page in a new window, and add a note with the text Review
overall process flow in the new window.

3. Close the new window.

4. Change the zoom level to 100%.

Control page setup

Open the ControlPageSetup section in OneNote, and then perform the following tasks:

1. Change the page size to Tabloid.

2. Edit the margins so they are all 0.5".

3. Change the page’s background color to a light blue.

4. Add a wide grid as a background for the page.

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Review notes by author and read status

Open the ReviewNotes section in OneNote, and then perform the following tasks:

1. Search to display notes by author.

2. Unhide the authors to see who added which lines.

Manage page versions and history

Open the ManageVersions section in OneNote, and then perform the following tasks:

1. View the notebook page’s version history.

2. View the version from November 30, 2015.

3. Switch back to the current version of the page, and then add an item to the
High Priority list to see the new version appear in the page tab pane on the
right.

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Organize notes
by using tags and
categories
7
When you take notes in OneNote, you capture important
In this chapter
thoughts and action items that will help you in school, at
work, or at home. Those notes could include action items ■ Add and remove tags
you need to complete by your next meeting, ideas for ■ Create and modify tags
blog posts, or questions you’d like to ask your team leader
to get information you need to move forward on a project.
■ Search by tag
■ Summarize tagged notes
In OneNote, you can add tags to your notebook’s con-
tents, identifying categories of information, adding items
to your personal to-do list, and summarizing the tags
you’ve created so you have an overview of your ideas and
responsibilities going forward.
Practice files
For this chapter, use the practice
This chapter guides you through procedures related to files from the OneNoteSBS\Ch07
adding and removing tags, creating and modifying tags, folder. For practice file download
searching by tag, and summarizing tagged notes. instructions, see the introduction.

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Chapter 7: Organize notes by using tags and categories

Add and remove tags

OneNote notebooks are collections of ideas you gather from meetings, presenta-
tions, and research. Some of the notes you take will be well organized, following the
formal structure of a lecture or the contents of a book. Other notes will be less well
structured, representing your own thoughts on a topic, ideas generated during a
brainstorming session, or contact information for new colleagues.

Notebooks organize data effectively but give little sense of priority

Notes provide valuable information about your projects, classes, or whatever you
are focusing on. Adding a tag to a note can identify the type of information the note
contains, which project it is related to, and whether it represents an action item you
have to complete.

OneNote provides many built-in tags; those most commonly used have been assigned
keyboard shortcuts. The following table summarizes the types of tags you can create in
OneNote by using a keyboard shortcut.

Tag name Description Keyboard shortcut

To Do Assign a task Ctrl+1

Important Mark as important Ctrl+2

Question Mark as a question to be asked Ctrl+3

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 Add and remove tags

Tag name Description Keyboard shortcut

Remember for later Mark as an item to recall and highlight in yellow Ctrl+4

Definition Identify as a definition and highlight in green Ctrl+5

Highlight Identify as an item to be highlighted Ctrl+6

Contact Identify as contact information Ctrl+7

Address Identify as an address Ctrl+8

Phone number Identify as a phone number Ctrl+9

TIP The To Do tag and its variations have check boxes you can either check or clear to
indicate the status of the action item.

OneNote also includes tags with which you can identify categories of information 7
useful to your writing, research, and inspiration. Much of the information you tag will
relate to your writing and online activities, whether those ideas come from a website
or an article, but other notes could provide leads to books, movies, or music that
seem interesting to you.

Tag name Description

Web site to visit Identify as a website of interest

Idea Mark as an idea to explore

Password Identify as a password

Critical Mark as extremely important information

Movie to see List a movie of interest

Book to read List a book of interest

Music to listen to List a song, album, or artist of interest

Source for article List as a bibliographic reference

Remember for blog Identify as an idea for a blog post

IMPORTANT It’s not a good security practice to keep passwords in unprotected

documents. If you do write down a password in OneNote, be sure to memorize it, or
save it in a secure manner, and then erase it from your notebook.

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Chapter 7: Organize notes by using tags and categories

Finally, OneNote comes with a series of tags related to project communication and
delivery. You can use these tags to identify topics you should discuss with your
colleagues or manager; link information with a project, recommend follow-up in
person, by email, or by phone; and prioritize your action items.

Tag name Description

Discuss with <Person A> Identify an issue to be discussed with a specific person

Discuss with <Person B> Identify an issue to be discussed with another person

Discuss with manager Identify an issue to be discussed with your manager

Project A Mark information as related to a project

Project B Mark information as related to another project

Send in email Tag a request to email information to a colleague

Schedule meeting Tag a reminder to schedule a meeting

Call back Tag a request to call back a colleague

To Do priority 1 Identify a high-priority to-do item

To Do priority 2 Identify a lower-priority to-do item

Client request Mark an action item as a client request

You can add a tag to a line within an existing note or by itself on a note page. Adding
a tag to a note or object displays the tag within the body of the object, in the left
margin next to the tagged line or object, whereas adding a tag by itself on a note
page creates a new note in which you can type text associated with the tag.

TIP You can add multiple tags to the same object.

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 Add and remove tags

7
Adding a tag by itself creates a text box for you to enter a note on your topic

As with other objects within a OneNote notebook, it’s likely that you will need to
delete tags when they no longer contribute to your work. Removing a tag is also a
straightforward process—all you need to do is identify the tag and tell OneNote to
get rid of it. If you delete a tag you added by itself, rather than as an addition to an
existing note, the text box that OneNote created along with the tag will be removed
from your notebook, but your cursor remains in place so that you can begin a note.

Right-click a tag to remove it from your notebook

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To add a tag to an existing note

1. Click within the line of text to which you want to add a tag.

2. On the Home tab of the ribbon, in the Tags group, click the More arrow in the
lower-right corner of the Tags gallery.

TIP If you docked OneNote or resized the window, the Tags gallery is condensed
into the Tag button. Instead of the More arrow, click the Tag button.

3. Click the tag you want to add.

Or

1. Right-click the note to which you want to add a tag.

2. On the Mini Toolbar, click the Tag button’s arrow, and then click the tag you
want to add.

To add a tag to a page

1. Click the spot on the page where you want to add a tag.

2. On the Home tab, in the Tags group, click the More arrow in the lower-right
corner of the Tags gallery.

3. Click the tag you want to add.

4. Add text to the text box that OneNote created along with the tag.

Or

1. Right-click the spot on the page where you want to add a tag.
2. On the Mini Toolbar, click the Tag button’s arrow, and then click the tag you
want to add.
3. Add text to the text box that OneNote created along with the tag.

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 Add and remove tags

To add a To Do tag

1. Do either of the following:

●● Click the note to which you want to add the To Do tag.
●● Click a blank spot on the active page.
2. Do either of the following:
●● On the Home tab, in the Tags group, click the To Do Tag button.
●● Press Ctrl+1.
Or

1. Do either of the following:

●● Right-click the note to which you want to add the To Do tag.
Right-click a blank spot on the active page.
7
●●

2. On the Mini Toolbar, click the Tag as To Do button.

To remove a tag

1. Click anywhere in the line of text that has the tag.

2. On the Home tab, in the Tags group, click the More arrow in the lower-right
corner of the Tags gallery.

3. At the bottom of the gallery, click Remove Tag.

TIP The Remove Tag button in the ribbon and on the Mini Toolbar removes all
the tags associated with that line of text.

Or
1. Right-click the note whose tag you want to remove.

2. On the Mini Toolbar, click the Tag arrow, and then click Remove Tag at the
bottom of the gallery.
Or

1. Do either of the following:

● Right-click the tag, and then click Remove Tag.
● With your cursor to the immediate right of the tag, press Backspace.

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Create and modify tags

OneNote includes quite a few built-in tags, but they’re meant for general use and
might not be the best choice in all circumstances. For example, you could keep notes
about several different projects in your notebook. Creating a tag for each of those
projects will make it easier to locate information as your notebook’s contents grow.

Creating a new tag requires you to give your tag a name, symbol, font color, and
highlight color. OneNote displays a preview of your settings in the New Tag dialog
box, so you’ll have a good idea of what your tag will look like when you add it to your
notebook.

Create a custom tag using the New Tag dialog box

TIP Tags you create appear at the top of the Tags gallery.

Modifying an existing tag is similar to creating a custom tag. Rather than defining a
new tag, you identify the tag you want to modify and make your changes. The dialog
box is the same one you use for creating a new tag—only the name is different.

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 Create and modify tags

Modifying a tag changes the characteristics of tags you apply from that point on, but
it doesn’t change tags of that type that you have already added to your notebook.

TIP In most apps, you can add custom tags, but you can’t modify existing tags. OneNote
lets you modify all tags. If you’re going to change a tag significantly, it’s better to create a
custom tag than to modify an existing one.

To create a custom tag

1. On the Home tab, in the Tags group, click the More arrow in the lower-right
corner of the Tags gallery.

2. At the bottom of the gallery, click Customize Tags.

3. In the Customize Tags dialog box, click the New Tag button.

4. In the New Tag dialog box, in the Display name box, enter a name for your tag. 7
5. Do any of the following:
●● Click the Symbol button, and then select a symbol from the gallery that
appears.
●● Click the Font Color arrow, and then select a color from the palette.
●● Click the Highlight Color button, and then select a highlight color from the
palette.

6. Click OK. The new custom tag appears at the top of the All Tags gallery in the
Customize Tags dialog box.
7. In the Customize Tags dialog box, click OK.

To modify an existing tag

1. On the Home tab, in the Tags group, click the More arrow in the lower-right
corner of the Tags gallery.
2. At the bottom of the gallery list, click Customize Tags.

3. In the Customize Tags dialog box, in the All Tags list, click the tag you want to
modify.

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Chapter 7: Organize notes by using tags and categories

4. Click the Modify Tag button.

Use the Modify Tag dialog box to edit existing tags

5. In the Modify Tag dialog box, do any of the following:

● In the Display name box, enter a new name for your tag.
● Click the Symbol button, and then select a new symbol from the gallery.
● Click the Font Color button, and then select a new color from the palette.
● Click the Highlight Color button, and then select a new highlight color from
the palette.

6. Click OK.

7. In the Customize Tags dialog box, click OK.

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 Search by tag

Search by tag
Tags provide useful visual indicators within your notebooks, but they also give OneNote
information it can use to help you find the notes you need to complete your projects.
OneNote displays the results of your search in the Tags Summary pane, which organizes
the tagged notes according to the grouping you select.

Display your notebook’s tags in the Tags Summary pane

You can choose to group your tags by tag name, the section the notes appear in, the
text of the notes themselves (in ascending alphabetical order), or other groupings. If
you think your notebook might contain action items that you’ve missed, or at least
haven’t completed yet, you can show unchecked items only.

IMPORTANT When you display unchecked items only, OneNote limits its display to
tags with a check box. Tags such as Important or Question, which don’t have check boxes
associated with them, don’t appear in the summary.

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Chapter 7: Organize notes by using tags and categories

By default, searches look within the active notebook. If you want, you can change the
scope of the search to include specific groups, sections, or pages; expand the search
to include other notebooks; or limit your search by time, displaying just those notes
recorded today, yesterday, last week, or any notes recorded more than a week ago.
Whenever you change the search’s scope, you can refresh your results to see the out-
come of your changes.

When you’re done working with the Tags Summary pane, you can close it and return
the display space to the notebook’s contents.

To open the Tags Summary pane

1. On the Home tab of the ribbon, in the Tags group, click the Find Tags button.

The Tags Summary pane displays all the tags in the current scope.

To close the Tags Summary pane

1. In the Tags Summary pane, at the right end of the title bar, click the Close
button.

To change the order and grouping of tags in the Tags Summary pane

1. In the Tags Summary pane, click the Group tags by arrow in the list box.

2. Click the grouping scheme you want to apply.

To hide a specific group of tags

1. If necessary, open the Tags Summary pane.
2. In the Tags Summary pane, click the hide detail button (the upward-pointing
caret) next to the title of the group you want to hide.

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 Search by tag

To display a specific group of tags

1. If necessary, open the Tags Summary pane.

Show or hide tag categories in the Tags Summary pane

2. In the Tags Summary pane, click the show detail button (the downward-pointing
caret) next to the title of the group you want to display.

To display unchecked items only

1. If necessary, open the Tags Summary pane.

2. In the Tags Summary pane, select the Show only unchecked items check box.

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To change the scope of your search

1. If necessary, open the Tags Summary pane.

2. In the Tags Summary pane, click the Search box arrow and then, in the list, click
the scope you want to apply.

Change the scope of your tag summary

3. If necessary, click Refresh Results.

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 Summarize tagged notes

Summarize tagged notes

As you add content to your OneNote notebooks, you’ll find that the tags you add
to your notes will start to blend in, especially if you add images or shapes. You can
ensure that you haven’t missed any important information by summarizing all of your
tagged notes onto a new page.

Create a new notebook page to summarize your notebook’s tags

The summary page displays the contents of the Tags Summary pane, so the filters and
organization you’ve set will be reflected on the new page. The summary page’s name
will be the same as the first category of tags displayed in summary.

IMPORTANT Notes on the summary page are copies of the original notes, but they
aren’t linked to the originals. If you clear or check a To Do tag’s check box on the
summary page, that change won’t affect the original note (and vice versa).

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In notebooks that contain more than one or two pages, it’s likely you won’t remember
exactly where a note came from within that notebook. While you are on the summary
page, you can point to a note, or click or tap the note, to display an indicator next to
the tag. Clicking or tapping the indicator will take you to the original note so you can
see it in its original context.

Click the indicator (OneNote icon) next to a note on a summary page to view the original note

Creating a tag summary page lists every tag displayed in the Tags Summary pane,
including any tags on an existing tag summary page. In other words, if your notebook
already contains a tag summary page, creating a new summary will also list those
tags, so many will be duplicated. To avoid this problem, delete any existing summary
pages before creating a new one.

OneNote creates the summary page; it is a best practice to change the page’s title to
indicate that it is a summary. For example, you might change the title from To Do List
to SUMMARY: All Analytics Projects.

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 Summarize tagged notes

To create a tag summary page

1. If necessary, on the Home tab of the ribbon, click the Find Tags button to
open the Tags Summary pane.

2. Click the Create summary page button.

3. At the top of the new tags summary page, enter a title in the title area.

To view a summarized note in its original context

1. Display the summary page in your notebook.

2. With your mouse, point to the note you want to investigate.

3. Click the OneNote icon that appears next to the note.

Skills review 7
In this chapter, you learned how to:

■■ Add and remove tags

■■ Create and modify tags
■■ Search by tag
■■ Summarize tagged notes

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 Chapter 7

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch07
folder. The results of the tasks will be automatically saved into the same file
in the same folder.

Add and remove tags

Open the AddTags section in OneNote, and then perform the following tasks:

1. Add a To Do tag to each of the first three items in the list.

2. Check one of the notes as having been completed.

3. Add an Important tag to one of the notes not marked as completed.

4. Mark the final note as a question.

5. Remove a note and its tag from the list.

Create and modify tags

Open the CreateTags section in OneNote, and then perform the following tasks:

1. Define a new tag named Project 22841, with a custom icon and font color.

2. Tag two notes by using the Project 22841 tag.

3. Modify the Project 22841 tag so it has a distinct highlighting color.

4. Tag a different note with the new version of the tag.

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 Practice tasks

Search by tag
Open the SearchByTags section in OneNote, and then perform the following tasks:

1. List all of the tags in your notebook.

2. Hide the notes within the To Do and Question categories.

TIP Use the Group Tags By list box to switch the type of grouping.

3. Display only the notes within the To Do category.

4. Group the tags by note text.

Summarize tagged notes

Open the SummarizeTags section in OneNote, and then perform the following tasks:

1. Create a summary page from the notes in your notebook.

2. Rename the summary page to Note Summary.

3. Point to a note and click the OneNote indicator that appears, to view the note
on its original page.

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This page intentionally left blank
Print and share
notebooks and
pages
8
OneNote is a terrific app for capturing and managing
In this chapter
your notes, but it works best when you use it to col-
laborate with other users. One great way to collaborate ■ Preview and print notebook
is to print a paper copy of a notebook, section, or page. content
Although a paper copy of a file isn’t as versatile as an ■ Export pages, sections, and
electronic copy, it captures the file at a moment in time notebooks
and provides a reference for discussions.
■ Send pages to colleagues
You can also share notebooks and portions of note-
■ Share notebooks by using
books by exporting the files to other electronic formats,
OneDrive
using the files as the basis for email attachments, and
uploading the files to Microsoft OneDrive accounts. ■ Share notebooks by using
On OneDrive, you can share the files through a variety SharePoint
of methods while retaining control over whether your
colleagues can edit the files or just view them. Microsoft
SharePoint provides similar capabilities as OneDrive and
is available to many enterprise customers. Practice files
This chapter guides you through procedures related to For this chapter, use the practice
previewing and printing notebook content; exporting files from the OneNoteSBS\Ch08
pages, sections, and notebooks; sending pages to col- folder. For practice file download
leagues; and sharing notebooks by using OneDrive and instructions, see the introduction.
SharePoint.

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Chapter 8: Print and share notebooks and pages

Preview and print notebook content

OneNote provides outstanding tools for maintaining your notebooks in digital form,
whether you keep your notes on your personal computer, laptop, tablet, phone, or on
OneDrive. While your notes remain in a OneNote notebook, you can add to the file
and edit its contents. You can also print a notebook page to create a paper copy of
the page’s current state. If you want to see what your page will look like when printed,
you can preview the page within OneNote.

Preview a OneNote page before printing

While in Print Preview, you can change the page’s paper size, scaling, orientation, and
footer contents (which appear at the bottom of each printed page). Changing these
aspects of your page only affects the preview and the printout—the underlying char-
acteristics of your page won’t change.

SEE ALSO For information about changing paper size, orientation, and other character-
istics, see “Control page setup” in Chapter 6, “Manage views, windows, and page versions.”

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 Preview and print notebook content

When you display a page in Print Preview, you might find that the page will print on
more than one page of paper. If that’s the case, you can move through the preview
one page at a time to see how your page will appear when printed. When you are
satisfied with the preview, you can print your page to any available printer.

SEE ALSO For information about saving a page, section, or notebook as a PDF or XPS
file, see “Export pages, sections, and notebooks” later in this chapter.

To preview a notebook page before printing it

1. Display the page you want to preview.

2. Click the File tab of the ribbon to display the Backstage view.

3. In the Backstage view, click Print.

4. On the Print page of the Backstage view, click Print Preview to open the Print
Preview And Settings dialog box.

The notebook page is displayed in the Print Preview section of the dialog box.
8
To change the print settings of a notebook page

1. Open the Print Preview and Settings dialog box for the page whose print set-
tings you want to change.

2. Use the tools in the Print Settings section of the dialog box to change the fol-
lowing settings:
●● Print Range, which determines whether to print the current page (the
default), page group, or current section.
●● Paper Size, which selects the physical size of the paper to be printed on.
This size can be a built-in specification, such as U.S. Letter, or a custom size
defined by the user.
●● Scaling, which you specify by selecting or clearing the Scale Content To
Paper Width check box. If the check box is selected, OneNote changes the
size of the OneNote document’s contents so they fit on the selected page
size based on the page’s width.

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Chapter 8: Print and share notebooks and pages

● Orientation, which specifies whether to turn the page so the short edge
is on top (portrait orientation) or the long edge is on top (landscape
orientation).
● Footer, which can include combinations of the section name and page
number or can be blank. If you select the Start Page Numbering At 1 check
box, the printed pages will be printed with page numbers starting at 1,
regardless of their actual number within the section.

Define print settings to control how your page will appear when printed

To page through a print preview

1. Open the Print Preview and Settings dialog box for the page whose print pre-
view you want to view.

2. If you have more than one page, in the lower-left corner of the Print Preview
and Settings dialog box, do either of the following:
● Click the Next Page button to view the next page of the preview.
● Click the Previous Page button to view the previous page of the preview.

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 Preview and print notebook content

To print all or part of a notebook from the Print Preview And Settings dialog box

1. Open the Print Preview and Settings dialog box for the page you want to print.
2. Use the tools in the Print Settings section of the dialog box to change the print
settings until the page displayed in the preview window looks the way you want
your printout to look.

3. Click the Print button.

4. In the Print dialog box, if necessary, change the following settings:

●● Select Printer
●● Page Range
●● Number of copies

5. Click the Print button.

To quickly print a notebook page

1. With the page you want to print displayed, click the File tab of the ribbon to
8
display the Backstage view, and then click Print.

2. On the Print page of the Backstage view, click Print.

3. In the Print dialog box, if necessary, change the following settings:

● Select Printer
● Page Range
● Number of copies

4. Click the Print button.

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Chapter 8: Print and share notebooks and pages

Export pages, sections, and notebooks

OneNote gives you a lot of flexibility in working with your files, including the ability to
export your files to other formats. Common formats for exchanging documents include
the PDF and the Microsoft XML Paper Specification (XPS) formats. Files in PDF and XPS
formats can be exchanged easily and opened by using free reader software. You can also
export files as OneNote sections, Microsoft Word documents, and single-file webpages.

Select a target format for a file you export from OneNote

To export the current page

1. Display the page you want to export.

2. Display the Export page of the Backstage view. In the Export Current area,
click Page.
3. In the File Types list, click the format to which you want to export the page.
4. Click Export.
5. In the Save As dialog box, navigate to the folder where you want to save the
exported page.
6. In the File name box, enter a name for the exported page.
7. Click Save.
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 Export pages, sections, and notebooks

TIP If you change your mind and decide you want to export the current section or note-­
book, select the appropriate option at the bottom of the Save As dialog box. Or, if you
want to change the file format, click the Save As Type list and then click a file type.

To export the current section

1. Display a page in the section you want to export.

2. Display the Export page of the Backstage view. In the Export Current area,
click Section.

3. In the File Types list, click the format to which you want to export the section.

4. Click Export.

Export a OneNote section to the file format of your choice

5. In the Save As dialog box, navigate to the folder where you want to save the
exported section.
6. In the File name box, enter a name for the exported section.

7. Click Save.

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To export selected pages from a section

1. Display the section from which you want to export selected pages.
2. In the page tab pane at the right side of the active page, click the first page you
want to export and then, while holding down the Ctrl key, click the tabs of the
other pages you want to export.

3. Display the Export page of the Backstage view.

4. In the Export Current area, click Section.

5. Click Export.

6. In the Save As dialog box, in the Page Range area, select Selected Pages.

7. Navigate to the folder where you want to save the exported pages.

8. In the File name box, enter a name for the exported file.

9. Click Save.

To export the current notebook

1. Display a page in the notebook you want to export.

2. If necessary, on the Export page of the Backstage view, in the Export Current
area, click Notebook.

3. In the File Types list, click the format to which you want to export the notebook.
4. Click Export.

5. In the Save As dialog box, navigate to the folder where you want to save the
exported notebook.
6. In the File name box, enter a name for the exported notebook.

7. Click Save.

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 Send pages to colleagues

Send pages to colleagues

OneNote enhances your ability to share your work with your colleagues in several
ways. For example, you can embed a OneNote page in the body of an email message.
Depending on your email program’s settings, the appearance of the page might
change, but the contents will arrive in your colleague’s inbox. If your colleagues prefer
to receive the page as a OneNote file attached to an email message, or as a PDF
attachment, you can send it that way, too. When you send the page as a OneNote file,
you also send an .mht attachment, which your recipient can open to view the content
as a webpage.

Word users can also take advantage of the collaboration capabilities built into OneNote
by sending pages to Word documents that can be edited in Word and then shared.

To send a page in the body of an email message

1. Display the page you want to send.

2. Click the File tab and then, in the Backstage view, click Send.
8

Use the Send page of the Backstage view to share your OneNote files

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Chapter 8: Print and share notebooks and pages

3. On the Send page of the Backstage view, click Email Page.

4. In the email message that OneNote opens, which includes the contents of the
page, add the email address of the recipient and any other information you
want, and then send the message as usual.

Or

1. Display the page you want to send.

2. On the Home tab, in the Email group, click Email Page.

3. In the email message that opens, add any recipients and other information, and
then send the message.

IMPORTANT To share a OneNote page directly in email, you must have Outlook 2013
or later installed. The feature isn’t available on Windows RT. The option will still be there,
but it might not generate an email message. To share notes attached to an email, you can use
Outlook or an email service such as Outlook.com or Hotmail.

To send a page as an email attachment

1. Display the page you want to send as an email attachment.

2. On the Send page of the Backstage view, click Send as Attachment.

TIP Along with the .one file, OneNote also sends an .mht file, which your
recipient can open to view the notes as a webpage.

3. In the email message that OneNote opens, which includes the page as an
attachment, complete the steps needed to send the message.

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 Send pages to colleagues

To send a page as a PDF email attachment

1. Display the page you want to send as a PDF file.

2. On the Send page of the Backstage view, click Send as PDF.

3. In the email message that OneNote opens, which includes a PDF rendering of
the page as an attachment, complete the steps needed to send the message.

To send a page as a Word document

IMPORTANT You must have Word installed to perform this procedure.

1. Display the page you want to send to a Word file.

2. On the Send page of the Backstage view, click Send to Word. OneNote opens
the page as a Word document.

3. Edit the Word document as you want. You can then share the Word document 8
with your colleagues by attaching it to an email, uploading it to a SharePoint
site, or using another method.

TIP You can also create a new OneNote page by sending an email to OneNote. Start by
sending an email to me@onenote.com. You will receive an email reply that contains
setup instructions. You can add all your email addresses to your Microsoft account, as aliases.
After you specify a notebook for the email notes, you can instantly create new OneNote pages
by sending emails from any of your registered aliases to me@onenote.com.

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Share notebooks by using OneDrive

OneDrive is an online service that provides a useful and accessible means of shar-
ing files with your colleagues. You can create a OneDrive account, which comes with
enough storage space for most users, for free. After you establish your account, you
can upload files from your computer, create notebooks by using Office Online, and
download files from OneDrive to your computer.

Establish a OneDrive account to save and share files over the web

You can navigate within OneDrive by using commands that are very similar to navi-
gating within both File Explorer and SharePoint. After you have stored a notebook in
OneDrive, you can share it with your colleagues. You have a wide variety of options
for sharing a notebook, including whether to allow your colleagues to edit the file or
just view it. You can also choose to share the file by emailing a hyperlink to the file.
When you share a file stored in a OneDrive folder, you can specify whether the linked
file can be edited or just viewed by individuals who have the file’s address.

TIP If your computer is running Windows 7, use Windows Explorer to navigate your files
and folders whenever the text mentions File Explorer.

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 Share notebooks by using OneDrive

To create a OneDrive account

1. In your web browser, go to the OneDrive home page at onedrive.com.

2. Click Sign Up.

3. Click Create a Microsoft account.

4. In the email address box, enter the email address you want to associate with the
account.

5. In the Create password box, enter a password for the account.

6. To opt out of receiving promotional emails, clear the Send me promotional

emails from Microsoft check box.

7. Click Next.

8. Open your email program and the Verify your email address email from the
Microsoft account team. Click the blue Verify box to verify your email address.

9. Click OK. 8
To sign in to OneDrive

1. In your web browser, go to the OneDrive home page.

2. Click Sign in.

3. Enter your account name (usually an email address) and press Enter.
4. Enter your password and press Enter.

To upload a file or folder to OneDrive

1. In OneDrive, click the Upload button on the toolbar.

2. Do either of the following:

●● Click Files to upload one or more files.
●● Click Folder to upload a folder.

3. In the Open dialog box, select the files or folder you want to upload.

4. Click Open.

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To download a file from OneDrive

1. In a folder that contains at least one file, point to the icon representing the
file you want to download, and select the round check box that appears in the
upper-right corner of the icon.

2. On the menu bar, click Download to download the file to your computer’s
Downloads folder.

To create a new OneNote notebook on OneDrive

1. Open your OneDrive account in your web browser.

2. Click New, and then click OneNote notebook.

Create a new OneNote notebook in OneNote Online

3. In the dialog box that opens, enter the OneNote notebook name, and then click
Create. OneNote Online opens.

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 Share notebooks by using OneDrive

To open a OneNote notebook stored in OneDrive in the desktop version of

OneNote

1. In the desktop version of OneNote, click the File tab of the ribbon, and then
click Open to display the Open page of the Backstage view.

2. In the Open from OneDrive section, in the My Notebooks panel, double-click

the notebook you want to open.

Or

1. In the desktop version of OneNote, display the Open page of the Backstage view.

2. At the bottom of the Open from OneDrive section, click the Manage notebooks
on OneDrive link.

3. When your OneDrive directory appears in your web browser, click the OneNote
file you want to open. It opens in OneNote Online.

8
To share an online notebook with your colleagues by using email

1. In OneDrive, open the notebook you want to share.

2. On the title bar of the online notebook (in the upper-middle area of the screen),
click Share to display the Invite People page of the Share dialog box.

Share a OneNote Online notebook with your colleagues

3. In the Share dialog box, enter the email addresses of the colleagues with whom
you want to share the notebook.

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4. In the Add a quick note box, enter a note describing the file to give your col-
leagues some context for how to work with the file.

5. Click Recipients can edit to open two list boxes.

6. In the top list box, do either of the following:

● Select Recipients can edit to allow the people you have invited to make
changes to your notebook.
● Select Recipients can only view to restrict access to read-only.

7. In the bottom list box, do either of the following:

● Select Recipients don’t need a Microsoft account to allow recipients with-
out Microsoft accounts to access the notebook.
● Select Recipients need to sign in with a Microsoft account to require
Microsoft account sign-in.

TIP Controlling whether recipients need to sign in with a Microsoft account

helps ensure that only the recipients you specify can access the notebook. If they
don’t need a Microsoft account, it’s the emailed link that provides the access, and that
can be shared purposefully or accidentally.

8. Click Share. An invitation is sent to the email addresses you entered.

To create a link to share a notebook from OneDrive

1. In OneDrive, open the notebook you want to share.

2. On the title bar of the online notebook, click Share to open the Share dialog box.
3. In the Share dialog box, click Get a link.

4. Click the Choose an option list arrow, and then click either View only or Edit to
set user editing privileges.

5. Click Create Link.

TIP The link that is created is quite long. If you want a shorter link, click
Shorten Link.

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 Share notebooks by using OneDrive

Create a link to a file you want to share with your colleagues

6. Copy the link to the Clipboard.

7. Do either of the following:

●● Paste the link into an email message, a webpage, or a document to share
the link.
●● Click one of the social media sharing buttons available under the link box,
and follow the instructions to send the link.
8
8. In the Share dialog box, click Close.

To add a OneDrive directory to your list of places

1. In the Backstage view, click Share.

2. On the Share page, click Add a Place.

3. In the Add a Place list, click OneDrive.

4. In the Add a service dialog box, enter the email address for the Microsoft
account associated with your OneDrive site, and then click Next.

5. In the Sign in dialog box, in the Password field, enter the password for the
Microsoft account.

6. Click Sign in. OneNote opens the Add Service dialog box that shows its prog-
ress in making the connection. When the app establishes the connection, the
site appears in the Backstage view.

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Chapter 8: Print and share notebooks and pages

Share notebooks by using SharePoint

SharePoint provides a platform on which members of an organization can collaborate,
communicate, and share files. Regardless of whether you work alone or as part of a
team, SharePoint provides tools you can use to organize your files, contacts, and project
information.

The full range of capabilities available through SharePoint are beyond the scope of
this book. This topic focuses on using SharePoint together with OneNote to share
project notebooks with your colleagues. When you open a SharePoint site in your
web browser, the interface looks very similar to that of OneDrive.

Manage and share files by using SharePoint

You can create a connection to a SharePoint site from within OneNote, and then
export files (save copies) to the site for use by your team. After you have the notebook
on SharePoint, you can grant access to it by sharing a link through instant messages
or email messages, or as a hyperlink in a Word document or other file. You can also
move the file from SharePoint to another location from within OneNote.

TIP Many SharePoint installations include OneDrive accounts, so adding a SharePoint

site as a place might also add a OneDrive place.

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 Share notebooks by using SharePoint

After you create a notebook on SharePoint or export or move a notebook to SharePoint,

you can share the file from within OneNote. As with other sharing methods, you can
share with specific colleagues by using email, by getting a sharing link, and by sharing
with a meeting that allows OneNote sharing.

IMPORTANT A fourth sharing option, Move Notebook, can cause problems with your
notebook if you have already shared it. When you click Move Notebook, the app displays
a message indicating that moving a shared notebook can cause significant issues, including data
loss. For that reason, we recommend not moving a shared notebook.

To add a SharePoint site to your list of places

1. Click the File tab of the ribbon to display the Backstage view, and then click Share.

2. On the Share page, click Add a Place.

TIP Depending on where the active notebook is stored, you might not see the
Add A Place option.
8
3. In the Add a Place list, click Office 365 SharePoint.

4. In the Add a service dialog box, enter the email address associated with your
SharePoint site, and then click Next.

5. In the Sign in dialog box, in the Password field, enter the password for the
Microsoft account.
6. Click Sign in. OneNote opens the Add Service dialog box that shows its prog-
ress in making the connection. When the app establishes the connection, the
site appears in the Backstage view.

To copy a notebook to SharePoint

1. Use the export procedure provided earlier in this chapter to export a notebook
as a OneNote Package (a OneNote notebook saved as a single file).

2. In your web browser, open your SharePoint site.

3. In the navigation bar on the left side of the SharePoint webpage, click the docu-
ment library in which you want to store the notebook.

4. In Windows, open File Explorer, navigate to the folder that contains the OneNote
package, and then drag the package from File Explorer to the document library
displayed in your web browser.
Or
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Chapter 8: Print and share notebooks and pages

1. Export a notebook to a OneNote Package.

2. In your web browser, open your SharePoint site.

3. In the navigation bar on the left side of the SharePoint webpage, click
Documents.

4. On the toolbar of the Documents webpage, click Upload.

5. In the Add a Document dialog box, click Choose Files.

6. In the Choose a File to Upload dialog box, click the OneNote package you
want to upload, and then click Open.

7. In the Add a Document dialog box, click OK.

To share a notebook from SharePoint by using email

1. In SharePoint, click to the left of the notebook you want to share so that a check
mark appears beside the file name.

2. On the toolbar of the Documents webpage, click Share.

3. In the Share dialog box, enter the email addresses of the colleagues with whom
you want to share the notebook.

TIP After you enter an address, SharePoint will automatically sync and set the
email address so that you can delete it or add a new one.

4. In the Add a quick note box, enter a note describing the file to give your col-
leagues some context for how to work with the file.

5. Click Recipients can edit to open two list boxes.

6. In the top list box, do either of the following:
● Select Recipients can edit to allow the people you have invited to make
changes to your notebook.
● Select Recipients can only view to restrict access to read-only.

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 Share notebooks by using SharePoint

7. In the bottom list box, do either of the following:

●● Select Recipients don’t need a Microsoft account to allow recipients with-
out Microsoft accounts to access the notebook.
●● Select Recipients need to sign in with a Microsoft account to require
Microsoft account sign-in.

8. Click Share. An invitation is sent to the email addresses you entered.

To create a link to share a notebook from SharePoint

1. In SharePoint, click to the left of the notebook you want to share so that a check
mark appears beside the file name.

2. On the document library toolbar, click Share.

3. In the Share dialog box, click Get a link.

4. Click the Choose an option arrow, and then click either View only or Edit to set
user editing privileges. 8
5. Click Create Link.

6. Copy the link to the Clipboard.

7. Do either of the following:

● Paste the link into an email message, a webpage, or a document to share
the link.
● Click one of the social media sharing buttons available under the link box,
and follow the instructions to send the link.

8. In the Share dialog box, click Close.

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To move a notebook to SharePoint from within OneNote

1. Open the notebook that you want to move to SharePoint.

2. Click Share in the Backstage view to display the Share page.

Move a OneNote file to SharePoint to facilitate collaboration

3. Click the SharePoint site to which you want to move the notebook.

4. Click Browse.
5. In the Move Notebook dialog box, navigate to the folder to which you want to
move the notebook.

6. Click Move.

To share a notebook saved on SharePoint from within OneNote by using email

1. In the OneNote desktop app, open a notebook that is stored in SharePoint.

2. Display the Share page of the Backstage view.

3. Click Share with People.

4. In the Share with People area, enter the email addresses of the colleagues with
whom you want to share the notebook.

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 Share notebooks by using SharePoint

5. In the Include a personal message with the invitation box, enter a note that
describes the file, to give your colleagues some context for how to work with
the file.
6. Click the Can Edit list arrow, and then do either of the following:
●● Click Can edit to allow recipients to edit the file.
●● Click Can view to allow recipients to view the file but not edit it.

7. Click Share.

To share a notebook saved on SharePoint with a meeting

1. In the OneNote desktop app, open a notebook that is stored in SharePoint.

2. Display the Share page of the Backstage view.

3. In the Share area, click Share with Meeting. Then in the Share with Meeting
area, click the Share with Meeting button.

4. In the Share Notes with an Online Meeting dialog box that opens, click the 8
meeting that you want to share the notebook with.

5. Click OK.

Skills review
In this chapter, you learned how to:

■■ Preview and print notebook content

■■ Export pages, sections, and notebooks
■■ Send pages to colleagues
■■ Share notebooks by using OneDrive
■■ Share notebooks by using SharePoint

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Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch08
folder. The results of the tasks will be automatically saved into the same file
in the same folder.

Preview and print notebook content

Open the PrintNotebooks section in OneNote, and then perform the following tasks:

1. Display the section’s page in Print Preview, and then change the paper size to A5.

2. Clear the Scale content to paper width check box, and display the second page
of the preview.

3. Select the Scale content to paper width check box, and change the paper size
back to Letter.

4. Edit the footer so it displays only the page number.

5. Click Print, and then print the page on your printer.

Export pages, sections, and notebooks

IMPORTANT You must have Word installed in order to perform this set of tasks.

Open the ExportPages section in OneNote, and then perform the following tasks:

1. Export the section’s page to a Word document.

2. Export the page to a PDF file.

3. View both the Word and PDF files and compare the differences.

Send pages to colleagues

Open the SendPages section in OneNote, and then perform the following tasks:

1. Send the sample page to a colleague as an email message attachment.

2. Send the sample page to a colleague as a PDF file.

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 Practice tasks

Share notebooks by using OneDrive

Navigate to the folder that contains the ShareNotebooks section without opening the
file, and then perform the following tasks:

1. If necessary, set up a OneDrive account.

2. Sign in to OneDrive and upload the ShareNotebooks notebook.

3. Open the ShareNotebooks notebook in OneNote Online, and add a note with
the text Additional information to come next week.

4. Share the ShareNotebooks notebook by creating a link that allows your

colleagues to edit the file.

5. Share the link to your colleagues in an instant message, email, or shared

document.

Share notebooks by using SharePoint

Navigate to the folder that contains the ShareUsingSharePoint section without open-
ing the file, and then perform the following tasks:

1. If necessary, gain access to a SharePoint account.

2. Sign in to SharePoint and upload the ShareUsingSharePoint file.

3. Share the ShareUsingSharePoint file by sending an email that allows your col-
leagues to view the file, but not edit it.

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Use OneNote
with Outlook
and Excel
9
Managing work, school, and home life often means
In this chapter
keeping track of meetings and appointments, whether in
a physical planner or in Microsoft Outlook. In many cases, ■ Define Outlook tasks and display
you will record task-related information in OneNote, meeting details in OneNote
so it’s useful that you can create tasks in your OneNote ■ Insert Excel spreadsheets on
notebook and share them to Outlook. You can also insert notebook pages
meeting information from Outlook into your notebooks,
helping you manage your assignments effectively.
■ Manage your Microsoft account,
Office 365 subscription, and app
OneNote also works well with Microsoft Excel. When settings
you insert an Excel spreadsheet into a notebook page,
you can view the spreadsheet, or portions of it, in your
notebook and edit the file as required. You can also
manage your Microsoft account and your Microsoft Practice files
Office 365 subscription from OneNote, demonstrating
For this chapter, use the practice
how well OneNote works as part of the Office family.
files from the OneNoteSBS\Ch09
folder. For practice file download
IMPORTANT You must have Outlook and Excel instructions, see the introduction.
installed to perform some of the procedures and
practice tasks in this chapter.

This chapter guides you through procedures related to

defining Outlook tasks and displaying meeting details
in OneNote; inserting Excel spreadsheets on notebook
pages; and managing your Microsoft account, Office 365
subscription, and app settings.

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Chapter 9: Use OneNote with Outlook and Excel

Define Outlook tasks and display meeting

details in OneNote
OneNote works well in tandem with other Office apps, but it works particularly well
with Outlook. For example, if you take notes related to a project and agree to write a
summary of a meeting, you can create an Outlook task within your notebook so that
it appears in your Reminders list, and you can edit it and save the changes to Outlook.
OneNote and Outlook sync some changes, such as the completion status of a task
and its start date and due date, but they don’t sync changes to the text of the task
and note. Finally, if your plans change, you can always delete the task in Outlook or
OneNote.

Add Outlook tasks from within OneNote

You can also view information about your upcoming Outlook appointments
in OneNote. When you display that information, OneNote shows you today’s
appointments, but you can move through your appointments one day at a time
(including looking back at past events) or select a specific date. If you want to include
the details of an appointment on a notebook page, you can do so. As the date of the
appointment draws closer, because the dates are synced between the apps, you can
update the information inserted into OneNote or Outlook to ensure that it’s current.

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 Define Outlook tasks and display meeting details in OneNote

9
Insert Outlook appointment information into OneNote

To create an Outlook task from OneNote

1. In OneNote, click the note that you want to create as a task in Outlook.

TIP If you don’t click a note, OneNote flags the last note you clicked on the
page, or it creates a new note.

2. On the Home tab of the ribbon, in the Tags group, click Outlook Tasks.

3. In the list, click the date you want to perform the task (for example, Today or
Tomorrow). A task is created in Outlook that links back to the note.

4. In the body of the page, if necessary, edit the text of the Outlook task you
created.

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To open and save an Outlook task in Outlook from OneNote

1. In OneNote, click a note that’s tagged as an Outlook task.

2. On the Home tab, in the Tags group, click Outlook Tasks.

3. In the list, click Open Task in Outlook.

4. In the Outlook task window, edit the task.

TIP If you mark the task as complete in Outlook or OneNote or if you change
the Start Date or Due Date, those changes are synced in both apps. Other
changes, such as the text of the task, are not synced.

5. On the Task tab of the task window ribbon, in the Actions group, click Save &
Close.

Or

1. In OneNote, right-click an Outlook task flag that’s assigned to a note, and click
Open Task in Outlook.

2. In the Outlook task window, edit the task.

3. On the Task tab of the task window ribbon, in the Actions group, click Save &
Close.

To delete an Outlook task from OneNote

1. In OneNote, click a note that’s tagged as an Outlook task.

2. On the Home tab, in the Tags group, click Outlook Tasks.

3. In the list, click Delete Outlook Task. The task is removed from Outlook and
OneNote.

Or

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 Define Outlook tasks and display meeting details in OneNote

1. In OneNote, right-click an Outlook task flag that’s assigned to a note, and click
Delete Outlook Task.

TIP You can also remove the tag by right-clicking the flag and clicking Remove
Tag. The tag is gone, but the task still exists in Outlook.

To view meeting details for the current date from OneNote

1. On the Home tab, in the Meetings group, click Meeting Details. The details
about any Outlook meetings you have scheduled for the current date are
displayed in the Today’s Meetings box.

To view meeting details for another day from OneNote

1. On the Home tab, in the Meetings group, click Meeting Details, and then, at
the bottom of the box, click Choose a Meeting from Another Day.

2. In the Insert Outlook Meeting Details dialog box, do any of the following:
●● Click the Previous Day left-pointing arrow to view the previous day’s
appointments. Repeat as often as necessary to locate the meeting whose
details you want to view.
9
●● Click the Next Day right-pointing arrow to view the next day’s appoint­
ments. Repeat as often as necessary to locate the meeting whose details
you want to view.
●● Click the calendar control in the upper-right corner, and use its tools to
select the date you want to view.

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To insert meeting details into OneNote

1. Click on a OneNote notebook page, at the location where you want to insert
the meeting details.

2. In the Insert Outlook Meeting Details dialog box, use the controls to display
the details of the meeting whose information you want to insert.

3. Click the meeting you want to insert.

Select a meeting to insert its details into your OneNote notebook

4. Click Insert Details.

To refresh details of meetings inserted into OneNote

1. On the Home tab, in the Meetings group, click Meeting Details, and then click
Refresh Meeting Details for This Page at the bottom of the box.

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 Insert Excel spreadsheets on notebook pages

Insert Excel spreadsheets on notebook pages

OneNote gives you the tools you need to take useful notes to support your projects
at work, school, and home. Although you can insert symbols and equations onto your
pages, you can’t use OneNote on its own to create formulas or advanced calculations.

TIP You can use Excel in OneNote for a lot of great features, but you can also do simple
math directly in OneNote. For example, to find the percentage you got on a test on which
you received 63 out of 72 points, you can enter “63 / 72 =” and, when you press the spacebar
after the equal sign, OneNote will add the answer for you: .0.875, which is 87.5 percent.

Fortunately, Office includes an app that’s perfect for the advanced tasks: Excel. Excel
is a powerful, flexible tool you can use to organize, summarize, and present your data.
If you have Excel installed on your computer, whether as a stand-alone app or as part
of an Office 365 subscription, you can insert new or existing Excel spreadsheets onto
your notebook pages.

Insert an Excel workbook to analyze numbers in OneNote

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Chapter 9: Use OneNote with Outlook and Excel

Not only can you insert entire Excel files onto your notebook pages, you can elect to
insert individual worksheets, or worksheet elements such as charts or Excel tables,
into OneNote notebooks. Regardless of which elements you insert, you can edit the
file in Excel, rename the inserted spreadsheet, or refresh its contents in OneNote if
you suspect the original file has changed. After you insert a spreadsheet, you can also
change from showing the entire workbook to selecting specific elements to display.

Select which workbook elements to display in OneNote

As with all linked files in OneNote, you can open the original file, copy a link to the file
so you can share its address with your colleagues, and delete the file if you no longer
need it.

IMPORTANT Deleting an inserted spreadsheet from a OneNote page does not delete
the original file.

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 Insert Excel spreadsheets on notebook pages

To insert a new Excel spreadsheet onto a notebook page

1. Click a location on the notebook page where you want the spreadsheet to be
inserted. (If you don’t click a location, the spreadsheet will be added as a new
note.)

2. On the Insert tab of the ribbon, in the Files group, click Spreadsheet.

3. Click New Excel Spreadsheet.

To insert an existing Excel spreadsheet onto a notebook page

1. Click a location on the notebook page where you want the spreadsheet to be
inserted.

2. On the Insert tab, in the Files group, click Spreadsheet.

3. Click Existing Excel Spreadsheet.

4. In the Choose Document to Insert dialog box, navigate to the file you want to
insert, select the file, and then click Insert.

5. In the Insert File dialog box, click Insert Spreadsheet.

9
To insert a single worksheet, a chart, or an Excel table onto a notebook page

1. Click a location on the notebook page where you want the content to be
inserted.
2. On the Insert tab, in the Files group, click Spreadsheet.

3. Click Existing Excel Spreadsheet.

4. In the Choose Document to Insert dialog box, navigate to the file you want to
insert, select the file, and then click Insert.

5. In the Insert File dialog box, click Insert a Chart or Table.

6. In the Custom Insert dialog box, select the check boxes next to the worksheets
or elements you want to insert.

7. Click OK.

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To edit an inserted Excel spreadsheet from within OneNote

1. Point to the inserted spreadsheet, and then click Edit.

2. In the Excel app window that appears, edit the spreadsheet. If the spreadsheet
is an existing spreadsheet in Excel, this creates a copy of that spreadsheet for
you to edit.

Start editing an Excel workbook from within OneNote

3. In Excel, press Ctrl+S to save your work. The OneNote page is updated with
your changes.

4. In Excel, click the Close button in the upper-right corner of the app window to
close Excel and return to OneNote.

To rename an inserted Excel spreadsheet in OneNote

1. Right-click the inserted Excel spreadsheet’s icon and file name, and then click
Rename.
2. In the Rename File dialog box, enter a new name for the spreadsheet. The Excel
file is saved as a new file.

3. Click OK.

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 Insert Excel spreadsheets on notebook pages

To select what to display from an inserted Excel spreadsheet

1. Right-click the inserted Excel spreadsheet, and then click Select What to
Display.

2. In the Custom Insert dialog box, clear the Display Everything check box.

3. Select the check boxes next to the elements you want to display.

4. Click OK.

To refresh the contents of an inserted Excel spreadsheet

1. Right-click the inserted Excel spreadsheet, and then click Refresh.

To open the original version of an inserted Excel spreadsheet

1. Right-click the inserted Excel spreadsheet’s icon and file name, and then click
Open Original.

2. If necessary, in the security warning dialog box that describes the dangers of
opening files by using hyperlinks, click Yes.

3. In the Excel app window that appears, edit the spreadsheet. 9

4. In Excel, press Ctrl+S to save your work.

5. In Excel, click the Close button in the upper-right corner of the app window to
close Excel and return to OneNote.

To copy a link to the original version of an inserted Excel spreadsheet

1. Right-click the inserted Excel spreadsheet’s icon and file name, and then click
Copy Link to Original.
2. If the file is online and your colleagues have access, send the link to your
colleagues via email or chat, or by inserting the link in a file, such as a Microsoft
Word document or PowerPoint presentation.

To delete an inserted Excel spreadsheet

1. Point to the top edge of the note container that includes the inserted
spreadsheet.

2. Right-click the title bar of the note container that includes the inserted
spreadsheet, and then click Delete.

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Chapter 9: Use OneNote with Outlook and Excel

Manage your Microsoft account, Office 365

subscription, and app settings
OneNote works well as a stand-alone app, but it works best as part of the Office
family of products. You can purchase Office as a set of desktop apps, or you can
subscribe to the Office 365 service, which includes the most recent version of Office.
To get the most out of OneNote, you should establish a Microsoft account. You can
use your Microsoft account to use Microsoft OneDrive, the free online file-sharing
service, and other services that require a Microsoft login.

After you establish a Microsoft account, you can add or change the photo associated
with the account. A photo helps identify you, by showing either your likeness or a
representative image. You can add other information about yourself, such as your
phone number or Skype contact details; sign out of your account; or switch to another
Microsoft account without signing out. You can also create and manage links to other
services, such as Twitter or Facebook, that you connect to your Microsoft account.

In addition to controlling your Microsoft account from within OneNote, you can
change settings related to Office as a whole. For example, you can control the
appearance of all Office apps by changing the theme and background. These
cosmetic settings don’t affect how the apps run, but they do change how they look
on your screen.

IMPORTANT If you purchased Office as a set of stand-alone desktop apps rather than
as part of an Office 365 subscription, you will see different information in the Product
Information section of the page, but you will still be able to manage your Microsoft account by
using the Account page of the Backstage view.

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 Manage your Microsoft account, Office 365 subscription, and app settings

Change your Office 365 Account settings from within OneNote

You also have a great deal of control over how and when Office updates its desktop
apps. You can look for updates manually, have Office install updates whenever they 9
are available, or turn off updating entirely. If your Office subscription is a business
or other organizational subscription, the organization’s information technology
department might have set the update policy, so you should check with them if you
have any questions.

IMPORTANT Office updates include important security and functional changes, so

you should keep updates turned on unless your information technology department
tells you to turn them off.

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Chapter 9: Use OneNote with Outlook and Excel

To change your Microsoft account photo from OneNote

1. In OneNote, click the File tab on the ribbon to display the Backstage view, and
then click Account in the left pane.

2. On the Account page, in the User Information area, click Change photo.

3. If necessary, log on to your Microsoft account.

Add contact information to your Microsoft account

4. On the Profile page of your account profile, click Change Picture.

5. Click Choose a File.

6. In the Open dialog box, locate the image you want to use, click it, and then
click Open.

IMPORTANT The image you select must be less than 4 megabytes (MB) in size.

7. Drag the handles on the image preview to select the area of the image to
display.

8. Click Save.

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 Manage your Microsoft account, Office 365 subscription, and app settings

To change your Microsoft account profile from OneNote

1. In OneNote, on the Account page of the Backstage view, in the User

Information area, click About Me.

2. If necessary, log on to your Microsoft account.

3. On the Profile page of your account profile, add or edit your phone number,
Skype identity, or other information.

4. Click Save.

To sign out from your Microsoft account from OneNote

1. In OneNote, on the Account page of the Backstage view, click Sign Out.

2. In the confirmation dialog box that appears, click YES.

To switch to a different Microsoft account from OneNote

1. In OneNote, on the Account page of the Backstage view, in the User

Information area, click Switch Account.

2. Click the account to which you want to switch. 9

Or

1. In OneNote, on the Account page of the Backstage view, in the User

Information area, click Switch Account.
2. At the bottom of the Accounts dialog box, click Add Account.

3. In the Sign In dialog box, enter the email address of the account you want to use.
4. If necessary, enter the password of the new account.

5. Press Enter.

To add a service from OneNote

1. In the OneNote Backstage view, display the Account page. In the Connected
Services area, at the bottom of the list, click Add a service.

2. Click the type of service you want to add.

3. Click the service to add, and follow the prompts to add the service.

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Chapter 9: Use OneNote with Outlook and Excel

To manage connected services from OneNote

1. In OneNote, on the Account page of the Backstage view, in the Connected

Services area, click the Manage link next to the service you want to manage. A
Microsoft account window opens for the service.

Manage connected services from OneNote

2. In your web browser, do either of the following:

● Use the available tools to change the service’s settings.
● Click Remove this connection completely.

3. Click Save.

To change the Office background from OneNote

1. In OneNote, on the Account page of the Backstage view, click the Office
Background list arrow, and then click the background you want to apply. The
background design appears in the top title bar of the Office app windows.

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 Manage your Microsoft account, Office 365 subscription, and app settings

Select from a variety of Office backgrounds

9
To change the Office theme from OneNote

1. In OneNote, on the Account page of the Backstage view, click the Office
Theme list arrow, and then click the theme you want to apply. The colors
change in the Office apps.

To manage your Office 365 subscription from OneNote

1. In OneNote, on the Account page of the Backstage view, under Subscription

Product, click the Manage Account button.

2. If necessary, on the Office 365 Portal sign-in page, sign in to your Office 365
account.

3. Use the available tools to manage your account.

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To update your Office software from OneNote

1. In OneNote, on the Account page of the Backstage view, click Update Options.
2. Click Update Now to check for available updates.

3. Do either of the following:

● Follow the prompts in the dialog box that appears, and, if necessary, click
OK to install any available updates.
● If the latest updates are all installed on your computer, click Close.

To disable updates from OneNote

1. In OneNote, on the Account page of the Backstage view, click Update Options.

2. Click Disable Updates.

3. Click Yes to allow Office to make changes to your computer.

To enable updates from OneNote

1. In OneNote, on the Account page of the Backstage view, click Update Options.

2. If updates are disabled on your computer, click Enable Updates.

3. Click Yes to allow Office to make changes to your computer.

To view your update history from OneNote

1. In OneNote, on the Account page of the Backstage view, click Update Options.

2. Click View Updates.

3. View the update information page on office.com.

To get more information about updates from OneNote

1. In OneNote, on the Account page of the Backstage view, click Update Options.

2. Click About Updates.

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 Manage your Microsoft account, Office 365 subscription, and app settings

3. Read the information about updates to Office, and then click OK.

To get information about OneNote

1. In OneNote, on the Account page of the Backstage view, click About OneNote.

2. Read the information about OneNote, and then click OK.

Skills review
In this chapter, you learned how to:

■■ Define Outlook tasks and display meeting details in OneNote

■■ Insert Excel spreadsheets on notebook pages
■■ Manage your Microsoft account, Office 365 subscription, and app settings

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 Chapter 9

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch09
folder. The results of the tasks will be automatically saved into the same file
in the same folder.

Define Outlook tasks and display meeting details

from OneNote
IMPORTANT You must have Outlook installed on your computer to complete these
tasks.

Open the DefineTasks section in OneNote, start Outlook (if necessary), and then
perform the following tasks:

1. In OneNote, create an Outlook task for a meeting to be held tomorrow.

2. Open the task for editing within Outlook, add information such as time and
place, and then save and close the task.

3. In OneNote, insert the details of your most recent meeting onto a notebook page.

Insert Excel spreadsheets on notebook pages

IMPORTANT You must have Excel installed on your computer to complete these tasks.

Open the IncludeSpreadsheets section in OneNote, and then perform the following
tasks:

1. Insert the IdentifyTrends workbook from the practice file folder into your
notebook.
2. Open the IdentifyTrends workbook for editing.

3. In worksheet cell A9, enter 2015.

4. In worksheet cell B9, enter 92140298.

5. Save and close the workbook, and then exit Excel.

6. In OneNote, change the inserted spreadsheet’s settings so that OneNote

displays only the Excel table.
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 Practice tasks

Manage your Microsoft account, Office 365 subscription,

and app settings
IMPORTANT You must have a Microsoft account to complete some of these tasks.

Open the ManageSettings section in OneNote, and then perform the following tasks:

1. Sign in to your Microsoft account and add or change your photo.

2. Change the Office Background to a design such as Circuit or Lunchbox.

3. Change the Office Theme to Dark Gray.

4. Update your Office installation so it has all available updates applied.

227
This page intentionally left blank
Manage
OneNote options
and the interface
10
OneNote is designed to be easy to use, with commands In this chapter
laid out on the ribbon so you can discover them easily.
Although the way OneNote is installed works per- ■ Set OneNote app options
fectly for many users, you might want to change how ■ Customize the Quick Access
it responds to your commands. For example, you could Toolbar
show or hide the Mini Toolbar or the Paste Options
■ Customize the ribbon
button, and you can add your name and initials to make
tracking changes easier.

You can change the Quick Access Toolbar and the ribbon
by adding, moving, and deleting controls. If you find that Practice files
you use a command such as Print Preview frequently,
No practice files are necessary to
you can add it to the Quick Access Toolbar so it’s readily
complete the practice tasks in this
available. You can also change the ribbon so the tabs and
chapter.
commands you want are displayed where you want them.

This chapter guides you through procedures related to

setting OneNote app options, customizing the Quick
Access Toolbar, and customizing the ribbon.

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Chapter 10: Manage OneNote options and the interface

Set OneNote app options

The Home tab of the ribbon gives you access to a wide variety of formatting tools,
but if you’re editing text at the bottom of a page, it can take some time to move the
pointer to the ribbon and back. To put those formatting and other tools closer to text
you’ve selected, OneNote displays the Mini Toolbar, which contains many formatting
tools from the Home tab of the ribbon.

Display the Mini Toolbar to keep formatting tools close at hand

If you prefer that OneNote not display the Mini Toolbar, you can turn it off. You can
also determine whether or not OneNote displays information about an app element
in a ScreenTip. ScreenTips are small, temporary windows that appear when you point
to buttons and other screen elements; they explain what those elements do. If there
are keyboard shortcuts available for the feature, the ScreenTip includes that infor-
mation. Some users prefer to have ScreenTips turned on, whereas others prefer to
have them turned off. Regardless of your choice, you can set OneNote to reflect your
preference.

If your work requires you to collaborate with others on projects, your organization
might use information about who has created and edited Microsoft Office files, so
that your colleagues can collaborate with you effectively. Regardless of whether you
collaborate with other users by editing shared OneNote notebooks or work by your-
self, you should take a moment, if you haven’t yet, to enter your name and initials into
OneNote. These initials will be used for all the Office apps you work with. Adding this
information helps you and your colleagues track who made which changes, facilitat-
ing discussion and exploration when you examine a notebook after completing a
series of edits.

Other decisions you can make include whether or not to show the OneNote icon on
the Windows taskbar, whether to display the page tabs pane (which show the names
of pages within a section) on the right or left side of the app window, whether to show
or hide note containers (the outlines that appear around notes), and whether the
Paste Options button appears on the page after you paste elements from the Clip-
board into your notebook.

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 Set OneNote app options

Choose whether OneNote displays the Paste Options button when you paste the contents of the Clipboard
into your page

If you create a lot of numbered and bulleted lists in OneNote, you might find it easier
to create a numbered list by typing the number 1, followed by a period and a space,
to start a list. Similarly, you can start a bulleted list by typing an asterisk or hyphen,
followed by a space. These list settings are turned on by default, so if you prefer not to
create a numbered or bulleted list when you type either of those text sequences, you
can turn off that behavior in OneNote.
10
To turn the display of the Mini Toolbar off or on

1. Click the File tab of the ribbon to display the Backstage view.

2. In the left pane of the Backstage view, click Options to open the OneNote
Options dialog box.

3. On the General page, in the User Interface Options area, do either of the
following:
●● Clear the Show Mini Toolbar on selection check box to turn off the display
of the Mini Toolbar when you select text.
●● Select the Show Mini Toolbar on selection check box to have OneNote
display the Mini Toolbar when you select text.

4. Click OK.

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Chapter 10: Manage OneNote options and the interface

To change the display of ScreenTips

1. In the OneNote Options dialog box, display the General page.

2. In the User Interface Options area, click the ScreenTip style list arrow, and then
do any of the following:
● Click Show feature descriptions in ScreenTips to display ScreenTips that
include descriptions of the features.
● Click Don’t show feature descriptions in ScreenTips to display ScreenTips
that include only the name of the command, without a description.
● Click Don’t show ScreenTips to turn off the display of ScreenTips altogether.

3. Click OK.

To edit your user name and initials

1. In the OneNote Options dialog box, display the General page.

Office apps use the name and initials entered here to track edits to notebooks and other documents

2. In the User name box, enter your name.

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 Set OneNote app options

3. In the Initials box, enter the initials you want to use.

IMPORTANT Editing your user name and initials in OneNote changes those
values for every Office app.

4. Click OK.

5. A dialog box opens to inform you that you must restart OneNote for the
changes to take effect. Click OK.

To show or hide the OneNote icon on the Windows taskbar

1. In the OneNote Options dialog box, display the Display page.

2. Do either of the following to the Place OneNote icon in the notification area
of the taskbar check box:
●● Select the check box to display the shortcut icon for creating quick notes
and displaying screen clippings.
●● Clear the check box to hide the icon.

3. Click OK.

To change where the page tabs pane is displayed

1. On the Display page of the OneNote Options dialog box, do either of the fol-
10
lowing to the Page tabs appear on the left check box:
●● Select the check box to display the page tabs on the left of the app window.
●● Clear the check box to display the page tabs on the right of the app window.

2. Click OK.

To show or hide note containers on pages

1. On the Display page of the OneNote Options dialog box, do either of the fol-
lowing to the Show note containers on pages check box:
●● Select the check box to display note containers.
●● Clear the check box to hide note containers.

2. Click OK.

TIP Containers are the borders that appear around each note, or set of paragraphs and
objects, on the notebook page. Containers make it easier to format or move notes.

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To turn the display of the Paste Options button on or off

1. In the OneNote Options dialog box, click Advanced to display the Advanced page.
2. In the Editing area, do either of the following to the Show Paste Options
button when content is pasted check box:
● Select the check box to have OneNote display the Paste Options button
after you paste text from the Clipboard.
● Clear the check box to turn off the display of the Paste Options button after
you paste text from the Clipboard.

3. Click OK.

TIP The paste options give you the choice of keeping the source formatting (the default),
merging with the formatting at the destination location, keeping only the text of the
content you’re pasting, or pasting picture formatting if you’re pasting a picture. You can also
change the default paste option.

To turn the automatic creation of numbered lists on or off

1. In the OneNote Options dialog box, display the Advanced page.

2. In the Editing area, do either of the following to the Apply numbering to lists
automatically check box:
● Select the check box to turn on automatic numbered list creation.
● Clear the check box to turn off automatic numbered list creation.

3. Click OK.

TIP When automatic numbered lists are turned on, you can enter a number, a period,
and a space to automatically indent the number and turn the paragraph into a numbered
list item.

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 Set OneNote app options

To turn the automatic creation of bulleted lists on or off

1. In the OneNote Options dialog box, display the Advanced page.

Specify whether OneNote creates bulleted lists automatically

2. In the Editing area, do either of the following to the Apply bullets to lists
automatically check box:
●● Select the check box to turn on automatic bulleted list creation.
●● Clear the check box to turn off automatic bulleted list creation.

3. Click OK. 10
TIP When automatic bulleted lists are turned on, you can enter an asterisk or hyphen,
followed by a space, to automatically indent the bullet and turn the paragraph into a
bulleted list item.

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Customize the Quick Access Toolbar

As you continue to work with OneNote, you might discover that you use certain
commands much more frequently than others. If your notebooks draw data from
external sources, for example, you might find yourself using certain ribbon buttons
much more often than other users. You can make any button accessible with one click
by adding the button to the Quick Access Toolbar, located just above the ribbon in
the upper-left corner of the OneNote app window. You’ll find the tools you need to
change the buttons on the Quick Access Toolbar in the OneNote Options dialog box.

Control which buttons are displayed on the Quick Access Toolbar

You can add buttons to the Quick Access Toolbar, change their positions, and remove
them when you no longer need them. Later, if you want to return the Quick Access
Toolbar to its original state, you can reset just the Quick Access Toolbar or the entire
ribbon interface.

You can also choose whether your Quick Access Toolbar changes affect all your note-
books or just the active notebook. If you’d like to export your Quick Access Toolbar
customizations to a file that can be used to apply those changes to another OneNote
installation, you can do so quickly.

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 Customize the Quick Access Toolbar

To add a button to the Quick Access Toolbar

1. In the OneNote Options dialog box, click Quick Access Toolbar to display the
Quick Access Toolbar page.

2. In the Choose commands from list, click the category of commands from
which you want to choose.

3. In the Choose commands from pane, do either of the following to add a

command to the Customize Quick Access Toolbar pane:
●● Click the command you want to add to the Quick Access Toolbar, and then
click the Add button between the two lists.
●● Double-click the command you want to add to the Quick Access Toolbar.

4. Click OK.

To change the order of buttons on the Quick Access Toolbar

1. In the OneNote Options dialog box, display the Quick Access Toolbar page.

2. In the Customize Quick Access Toolbar pane, click the button you want to move.

10

Change the order of buttons on the Quick Access Toolbar

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3. To the right of the Customize Quick Access Toolbar pane, do either of the
following:
● Click the Move Up button to move the button higher in the list and to the
left on the Quick Access Toolbar.
● Click the Move Down button to move the button lower in the list and to the
right on the Quick Access Toolbar.

4. Repeat steps 2 and 3 until the buttons are in the order you want.

5. Click OK.

To remove a button from the Quick Access Toolbar

1. In the OneNote Options dialog box, display the Quick Access Toolbar page.

2. In the Customize Quick Access Toolbar pane, do either of the following:

● Click the command you want to remove from the Quick Access Toolbar, and
then click the Remove button between the two panes.
● Double-click the button you want to remove from the Quick Access Toolbar.

3. Click OK.

To export your Quick Access Toolbar settings to a file

1. In the OneNote Options dialog box, display the Quick Access Toolbar page.
2. Click Import/Export, and then click Export all customizations.

3. In the File Save dialog box, navigate to the folder where you want to place the
customizations file.
4. In the File name box, enter a name for the settings file.

5. Click Save.

TIP This operation exports all your customizations for both the ribbon and Quick
Access Toolbar.

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 Customize the Quick Access Toolbar

To import the Quick Access Toolbar settings from a file

1. In the OneNote Options dialog box, display the Quick Access Toolbar page.
2. Click Import/Export, and then click Import customization file.

3. In the File Open dialog box, navigate to the folder that contains the customiza-
tion file, and then click the file.

4. Click Open.

5. In the OneNote Options dialog box, click OK.

To reset the Quick Access Toolbar to its original configuration

1. In the OneNote Options dialog box, display the Quick Access Toolbar page.

2. Below the Customize Quick Access Toolbar pane, click the Reset button.

3. Do either of the following:

●● Click Reset only Quick Access Toolbar.
●● Click Reset all customizations to reset both the Quick Access Toolbar
configuration and the ribbon configuration.

4. Click OK.
10

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Customize the ribbon

You can easily customize the entire ribbon in OneNote by hiding and displaying
ribbon tabs, reordering tabs that are displayed on the ribbon, customizing existing
tabs (including tool tabs, which appear when specific items are selected), and creat-
ing custom tabs. You’ll find the tools to customize the ribbon in the OneNote Options
dialog box.

Control the tabs, groups, and commands that the ribbon displays

From the Customize Ribbon page of the OneNote Options dialog box, you can select
which tabs are displayed on the ribbon and in what order. In the right pane, each
ribbon tab name has a check box next to it. If a check box is selected, that tab appears
on the ribbon.

Just as you can change the order of the tabs on the ribbon, you can change the order
of the groups of commands on a tab.

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 Customize the ribbon

For example, the History tab contains three groups: Unread, Authors, and History. If
you use the History group more frequently than the other groups, you could move it
to the left end of the tab.

Change the order of items on built-in ribbon tabs

You can also remove groups from a ribbon tab. If you remove a group from a built-
in tab and later decide you want to restore it, you can put it back without too much
trouble.

The built-in ribbon tabs are designed for maximum efficiency, so adding new com-
mand groups might crowd the other items on the tab and make those controls harder
to find. Rather than adding controls to an existing ribbon tab, you can create a custom
tab and then add groups and commands to it. The default New Tab (Custom) name
doesn’t tell you anything about the commands on your new ribbon tab, so you can
rename it to reflect its contents. 10
TIP You can change the order of the groups and commands on your custom ribbon
tabs by using the same techniques that are used for the built-in tabs.

You can export your ribbon customizations to a file that can be used to apply those
changes to another OneNote installation. When you’re ready to apply saved custom-
izations to OneNote, you can then import the file and apply them. And, as with the
Quick Access Toolbar, you can always reset the ribbon to its original state.

The ribbon is designed to use space efficiently, but you can hide it if you want to
increase the amount of space available inside the app window.

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To display a ribbon tab

1. In the OneNote Options dialog box, click Customize Ribbon to display the
Customize Ribbon page.

2. In the Customize the Ribbon pane on the right side of the page, select the
check box next to the name of the tab you want to display.

Select the check box next to the tab you want to display on the ribbon

3. Click OK.

To hide a ribbon tab

1. In the OneNote Options dialog box, display the Customize Ribbon page.

2. In the Customize the Ribbon pane on the right side of the page, clear the check
box next to the name of the tab you want to hide.

3. Click OK.

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 Customize the ribbon

To reorder ribbon tabs and groups

TIP You can’t move individual commands on the built-in tabs; you can move only
groups and tabs.

1. In the OneNote Options dialog box, display the Customize Ribbon page.

2. If you want to reorder the groups on a tab, first display the groups by clicking
the expand list button (the plus sign) to the left of the tab.

3. In the ribbon elements list, click the element (tab or group) you want to move.

4. To the right of the list, do either of the following:

●● Click the Move Up button to move the element higher in the list and to the
left on the ribbon tab.
●● Click the Move Down button to move the element lower in the list and to
the right on the ribbon tab.

5. Repeat steps 3 and 4 until the elements are in the order you want.

6. Click OK.

To create a custom ribbon tab

10
1. In the OneNote Options dialog box, display the Customize Ribbon page.

2. Below the list on the right, click the New Tab button. The new tab, named New
Tab (Custom), is added to the list on the right. It contains one group, named
New Group (Custom).

To create a custom group on a ribbon tab

1. In the OneNote Options dialog box, display the Customize Ribbon page.

2. If necessary, in the list on the right, click the expand list button (the plus sign) to
the left of the tab on which you want to add the custom group, to display the
groups on the tab.

3. In the list on the right, click the ribbon tab on which you want to create the
custom group.
4. Click New Group. The new group, named New Group (Custom), is added to the
tab in the location you indicated.

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To add a button to a custom group on the ribbon

1. In the OneNote Options dialog box, display the Customize Ribbon page.
2. In the Customize the Ribbon list, click Main Tabs, Tool Tabs, or All Tabs to
display those tabs in the adjacent pane.

3. In the Customize the Ribbon pane, click the custom group to which you want
to add a button.

4. In the Choose commands from list, click a category to display those commands
in the adjacent pane.

5. In the Choose commands from pane, click the command you want to add to
the ribbon.

6. Click the Add button between the two panes to add the button to the Customize
The Ribbon pane and to the ribbon.

7. Click OK.

To rename a ribbon element

1. In the OneNote Options dialog box, display the Customize Ribbon page.

2. In the Customize the Ribbon pane, click the ribbon tab, group, or command
you want to rename.

3. Below the Customize the Ribbon pane, click the Rename button.
4. In the Rename dialog box, do the following:

a. In the Display name box, enter a new name for the ribbon element.

b. If you are renaming a group or command and want to change its symbol,
select a symbol from the Symbol gallery.
c. Click OK.

5. In the OneNote Options dialog box, click OK.

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 Customize the ribbon

To remove an element from the ribbon

1. In the OneNote Options dialog box, display the Customize Ribbon page.
2. In the Customize the Ribbon pane, click the ribbon tab, group, or command
you want to remove.

3. Click the Remove button between the two panes to remove the button from
the Customize The Ribbon pane and from the ribbon.

4. Click OK.

To export your ribbon customizations to a file

1. In the OneNote Options dialog box, display the Customize Ribbon page.

2. Click Import/Export, and then click Export all customizations.

3. In the File Save dialog box, navigate to the folder in which you want to save
the customizations file, and then in the File name box, enter a name for the
settings file.

4. Click Save.

To import ribbon customizations from a file

1. In the OneNote Options dialog box, display the Customize Ribbon page. 10
2. Click Import/Export, and then click Import customization file.
3. In the File Open dialog box, navigate to and click the configuration file, and
then click Open.
4. In the OneNote Options dialog box, click OK.

To reset the ribbon to its original configuration

1. In the OneNote Options dialog box, display the Customize Ribbon page.

2. If you want to reset only one tab, select the tab in the list on the right.

3. Below the list, click the Reset button.

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4. Do either of the following:

● Click Reset only selected Ribbon tab to reset the selected tab’s customiza-
tions and to remove all the groups and commands you added to that tab.
● Click Reset all customizations to reset all the ribbon tabs and Quick
Access Toolbar customizations and to remove all custom tabs, groups, and
commands.

Reset the ribbon and Quick Access Toolbar to their original settings

5. In the dialog box that opens, click Yes.

To hide or unhide the ribbon

1. To hide the ribbon, in the lower-right corner of the ribbon, click the Collapse
the Ribbon arrow.

2. To unhide the ribbon, click a tab to temporarily open the ribbon, and then click
the Pin the ribbon pushpin in the lower-right corner of the ribbon.

Or

1. Press Ctrl+F1.

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 Customize the ribbon

Skills review
In this chapter, you learned how to:

■■ Set OneNote app options

■■ Customize the Quick Access Toolbar
■■ Customize the ribbon

10

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 Chapter 10

Practice tasks
No practice files are necessary to complete the practice tasks in this
chapter.

Set OneNote app options

Open any notebook in OneNote, and then perform the following tasks:

1. Display the General page of the OneNote Options dialog box.

2. Enter values for your user name and initials.

3. On the Advanced page of the OneNote Options dialog box, clear the Show
Paste Options button when content is pasted check box.

4. Clear the Apply bullets to lists automatically check box.

5. Click OK to save your changes, or click Cancel to leave the OneNote options as
they were before you opened the dialog box.

TIP If you plan to continue working in OneNote, you should click Cancel so the
app’s behavior is unchanged.

Customize the Quick Access Toolbar

Open any notebook in OneNote, and then perform the following tasks:

1. Display the Quick Access Toolbar page of the OneNote Options dialog box.

2. From the Popular Commands category, add the Bullets and Print Preview but-
tons to the Quick Access Toolbar.

3. Move the Print Preview button to the left end of the Quick Access Toolbar.

4. Remove the Bullets button from the Quick Access Toolbar.

5. Reset only the Quick Access Toolbar to its original configuration.

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 Practice tasks

Customize the ribbon

Open any notebook in OneNote, and then perform the following tasks:

1. Display the Customize Ribbon page of the OneNote Options dialog box.

2. Move the Review tab to the left end of the ribbon.

3. On the View tab of the ribbon, move the Window group to the leftmost posi-
tion on the tab.

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Enhance OneNote
by using the
Onetastic add-in 11
OneNote is a useful and flexible app, but developers have In this chapter
found ways to enhance its capabilities. The Onetastic add-
in, which was developed by a member of the Microsoft ■ Download and install the
OneNote team, adds macros to the OneNote ribbon, Onetastic add-in
giving you tools that you can use to perform tasks. ■ Manage notebooks by using
OneCalendar
For example, you can view and manage your notebook
pages by using a calendar utility called OneCalendar, ■ Manage pages and styles by
or crop an image within OneNote. You can also take using Onetastic
advantage of extended and powerful page management ■ Manage content, images, and
capabilities, such as adding frequently visited pages to a tables by using Onetastic
favorites list, and defining custom styles that you can use
to quickly format your page text. The Onetastic add-in
also provides additional ways to search and manage page
text, images, and tables; and to quickly remove hyperlinks Practice files
and author history information before sharing notebook
pages. For this chapter, use the practice
files from the OneNoteSBS\Ch11
folder. For practice file download
IMPORTANT The Onetastic add-in is not a part of
OneNote and is not a Microsoft product.
instructions, see the introduction.

This chapter guides you through procedures related to

downloading and installing the Onetastic add-in; manag-
ing notebooks by using OneCalendar; managing pages
and styles by using Onetastic; and managing content,
images, and tables by using Onetastic.

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Chapter 11: Enhance OneNote by using the Onetastic add-in

Download and install the Onetastic add-in

The Onetastic add-in, which adds a set of useful functions to OneNote, was devel-
oped by Omer Atay, a software developer on the OneNote team. You can download
the add-in and find helpful resources such as Onetastic documentation, Atay’s blog,
and collections of tools that enhance the capabilities of OneNote from the Onetastic
for Microsoft OneNote site at www.omeratay.com/onetastic.

Visit the main Onetastic site to download the add-in

Onetastic comes in two varieties, 32-bit and 64-bit, which correspond to the specific
version of Microsoft Office that you’re running. Unless you work in a scientific or high-
end business analysis field, you most likely have the 32-bit version of Office installed
on your computer. You can quickly verify which version of Office you’re running so
you can be sure to download the correct file.

IMPORTANT Even if you have a 64-bit version of Windows installed on your computer,
you are still likely to be running the 32-bit version of Office.

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 Download and install the Onetastic add-in

After you download and unzip the Onetastic installer, you can add Onetastic to
OneNote and start using its additional capabilities.

IMPORTANT You can find helpful information about Onetastic installation and
answers to common questions on the Frequently Asked Questions page available
through www.omeratay.com/onetastic.

To check whether you are running 32-bit or 64-bit Office

1. In OneNote, click the File tab of the ribbon to display the Backstage view.

2. In the left pane of the Backstage view, click Account to display the Account page.

3. In the Subscription Product area on the right side of the page, click the About
OneNote button.

11

Determine the version of OneNote and Office installed on your computer

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4. In the About Microsoft OneNote 2016 dialog box, look for 32-bit or 64-bit
at the end of the app description in the first line of text within the dialog box.
You’ll use this information to determine whether you download the 32-bit or
64-bit version of Onetastic.

IMPORTANT You can’t mix 32-bit and 64-bit Office apps on your computer, so
your version of OneNote must match that of Office.

5. Click OK.

To download Onetastic

1. In your web browser, go to www.omeratay.com/onetastic/.

2. Click Download Now.

3. On the Download page, do either of the following:

● Click Download Onetastic 32-bit.
● Click Download Onetastic 64-bit.

4. Click the I agree, Download button to agree to the terms of use and to
download the installation file.

5. In your web browser, save the OnetasticInstaller zip file to a folder of your
choice.

To install Onetastic
1. In File Explorer, display the folder to which you downloaded the Onetastic
installation file, and unzip it.

2. In the folder where you unzipped the Onetastic installation file, double-click
the OnetasticInstaller file.

3. Follow the prompts in the installation wizard, and then click Close. You might
need to close OneNote to complete the installation.

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 Manage notebooks by using OneCalendar

Manage notebooks by using OneCalendar

As your OneNote notebooks grow, so will the number of pages they contain. You
can use OneCalendar, an add-in that is part of the Onetastic installation, to display
your pages by creation date and last-modified date. You can organize your pages by
month, week, or day.

TIP OneCalendar is also available as a separate download from the Onetastic website.

11

View all pages created or last modified on specific days in a month

If you use OneNote to track multiple projects and create a lot of pages at one time,
the monthly view for OneCalendar might not provide enough room to display all of
the pages in a day’s box at once. If that’s the case, you can display the additional pages
quickly. You can also navigate through the calendar, moving to months, weeks, or days
in sequence, or selecting a specific month and year to show in OneCalendar. If you want
to see pages created or last modified on the current day, you can display them with a
single click. If you want to limit OneCalendar’s summary to just those pages that contain
a specific word or phrase, you can filter the display to focus on what’s important to you.

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As with OneNote itself, you can change the OneCalendar add-in’s settings to custom-
ize it for your use. For example, you can change the font size used to display page
results, start the week on Monday instead of Sunday, or select the add-in’s language
from a list of more than a dozen possibilities.

Select the language to use in OneCalendar

Other settings include the ability to turn on or off the page previews that appear
when you point to a page’s hyperlink, display pages based on the date created or last
modified (or both), and select which notebooks to include in the OneCalendar display.

To launch OneCalendar for the first time

1. In OneNote, on the Home tab of the ribbon, in the Tools group, click the
Launch OneCalendar button.

2. In the OneCalendar window, on the Language page, click the language you
want to use.

3. Click Continue to complete the OneCalendar setup.

TIP OneCalendar starts each time you start OneNote, which might take some
time. You might want to leave OneNote open if you’re going to use it repeatedly.

To navigate to a page in OneCalendar

1. On the Home tab, click the Launch OneCalendar button to start OneCalendar.

2. Click the hyperlink representing the page you want to view.

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 Manage notebooks by using OneCalendar

To change the time period displayed in OneCalendar

1. To display a month, do either of the following:

●● In the lower-right corner of the OneCalendar window, click the Month
button.
●● Press Ctrl+1.

2. To display a week, do either of the following:

●● In the lower-right corner of the OneCalendar window, click the Week
button.
●● Press Ctrl+2.

11

View all pages created or last modified on specific days in a week

3. To display a day, do either of the following:

●● In the lower-right corner of the OneCalendar window, click the Day button.
●● Press Ctrl+3.

TIP Displaying page dates by month is the default state for OneCalendar.

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To navigate through time periods in OneCalendar

1. To display the previous month, week, or day, do either of the following:

● In the upper-left corner of the OneCalendar window, click the Previous
button.
● Press Ctrl+Left Arrow.

2. To display the next month, week, or day, do either of the following:

● In the upper-left corner of the OneCalendar window, click the Next button.
● Press Ctrl+Right Arrow.

To display the current date in OneCalendar

1. Display the Day view of OneCalendar.

2. Do either of the following:

● In the lower-left corner of the OneCalendar window, click the Go to Today
button.
● Press Ctrl+0.

To display a specific month in OneCalendar

1. If the month is in a year other than the one that is currently displayed, in the
upper-right corner of the OneCalendar window, click the year you want to
display.
2. In the area below the years, click the letter that represents the month you want
to display.

Select the month and year to display in OneCalendar

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 Manage notebooks by using OneCalendar

To display hidden pages

1. In any OneCalendar view, point to the day that contains undisplayed pages.
2. Click the arrow that appears.

To filter the pages shown in OneCalendar

1. In the lower-left corner of the OneCalendar window, enter the filter value (for
example, shipping) in the Instant Search box, and then press Enter.

To remove a OneCalendar filter

1. In the lower-left corner of the OneCalendar window, delete the contents of the
Instant Search box.

To display pages by date created or last modified

1. In OneCalendar, do either of the following to display the Settings page:

●● In the lower-right corner of the OneCalendar window, click the Settings
button.
●● Press Ctrl+S.

2. On the Settings page of OneCalendar, in the Show Pages On area, do either of

the following:
●● Select the Created Date check box to display pages in OneCalendar views
on the date they were created.
11
●● Select the Last Modified Date check box to display pages in OneCalendar
views on the date they were last modified.

TIP You can select both check boxes to show pages both on their created dates
and on their last-modified dates.

3. Do either of the following to return to the calendar:

●● Click the Back arrow to the left of the Settings title.
●● Press Esc.

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To start the weekly OneCalendar display on Monday

1. In OneCalendar, do either of the following to display the Settings page:

● In the lower-right corner of the OneCalendar window, click the Settings
button.
● Press Ctrl+S.

Change font size, page display, and other settings in OneCalendar

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 Manage notebooks by using OneCalendar

2. On the Settings page of OneCalendar, in the Other area, select the Week starts
with Monday check box.

3. Do either of the following to return to the calendar:

●● Click the Back arrow to the left of the Settings title.
●● Press Esc.

To turn page previews on or off

TIP By default, OneCalendar displays a page preview when you point to a page link on
a calendar date. You can use the steps in this procedure to turn that behavior off or back
on if it has been turned off.

1. In OneCalendar, do either of the following to display the Settings page:

●● In the lower-right corner of the OneCalendar window, click the Settings icon.
●● Press Ctrl+S.

2. On the Settings page, in the Other area, do either of the following:

●● Select the Show page previews on hover check box to turn on page
previews.
●● Clear the Show page previews on hover check box to turn off page
previews.
11
3. Do either of the following to return to the calendar:
●● Click the Back arrow to the left of the Settings title.
●● Press Esc.

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To change the language used in OneCalendar

1. In OneCalendar, do either of the following to display the Settings page:

● In the lower-right corner of the OneCalendar window, click the Settings
button.
● Press Ctrl+S.

2. On the Settings page of OneCalendar, in the Language area, click the language
you want to use.

3. Do either of the following to return to the calendar:

● Click the Back arrow to the left of the Settings title.
● Press Esc.

To change the OneCalendar font size

1. In OneCalendar, do either of the following to display the Settings page:

● In the lower-right corner of the OneCalendar window, click the Settings
icon, which looks like a pair of gears.
● Press Ctrl+S.

2. On the Settings page of OneCalendar, in the Font Size area, click the size you
want to apply.
3. Do either of the following to return to the calendar:
● Click the Back arrow to the left of the Settings title.
● Press Esc.

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 Manage notebooks by using OneCalendar

To select which notebooks to include in the OneCalendar summary

1. In OneCalendar, do either of the following to display the Settings page:

●● In the lower-right corner of the OneCalendar window, click the Settings
button.
●● Press Ctrl+S.

2. On the Settings page of OneCalendar, in the Notebooks area, do either of the

following:
●● Click All Notebooks.
●● Click Selected Notebooks, and then select the check boxes next to the
notebooks you want to include in the calendar summary. If necessary, scroll
down to display more notebooks.

3. Do either of the following to return to the calendar:

●● Click the Back arrow to the left of the Settings title.
●● Press Esc.

To refresh the pages in the OneCalendar summary

1. In OneNote, on the Home tab, click Launch OneCalendar.

2. Do either of the following:

●● In the lower-right corner of the OneCalendar window, click the Refresh icon.
11
●● Press F5.

TIP If you make changes to OneNote notes while OneCalendar is open, you can refresh
OneCalendar to get the current change information. After you start the refresh process,
OneCalendar will load all the information again, so it could take a while.

To close OneCalendar

1. In the upper-right corner of the OneCalendar window, click the Close button.

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Manage pages and styles by using Onetastic

The page and section navigation tools that are part of OneNote provide a useful and
intuitive way to move among pages, but Onetastic offers additional resources. For
example, you can pin pages or sections to the desktop, which helps you find them
quickly, regardless of which apps you have open, or you can pin pages or sections to
the Onetastic favorites list.

Add favorites to the OneNote ribbon

IMPORTANT Under Select Pin Location, in the list that is displayed when you click the
button, you can select whether to pin a page or section to the desktop or to the favorites
list. The Pin To Desktop and Pin to Favorites functionalities are two states of the same button;
the one that is active depends on whether you have selected Pin To Desktop or Favorites in the
list. You can switch the button states without affecting the display of the changes.

Onetastic also enhances your ability to work with text styles. OneNote includes a wide
variety of styles you can use for headings and content, but you aren’t able to create
custom styles based on existing text. Onetastic provides that capability. By using
Onetastic, you can define new custom styles based on existing text, apply those styles
to your page content, and delete styles you no longer need.

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 Manage pages and styles by using Onetastic

To pin a page to the desktop

1. On the Home tab, in the Onetastic group, click the Pin to Desktop button,
and then click Pin this page to Desktop. A shortcut to the page appears on the
Windows desktop.

TIP If the button is set to Pin To Favorites, click it, and then in the list, under
Select Pin Location, click Pin To Desktop to change the button’s name to Pin To
Desktop. Then follow the instructions in step 1.

To pin a section to the desktop

1. On the Home tab, in the Onetastic group, click the Pin to Desktop button, and
then click Pin this section to Desktop. The section appears as a shortcut on the
Windows desktop.

To pin a page or section to the Onetastic Favorites list

1. If necessary, on the Home tab, in the Onetastic group, click the Pin to Desktop
button, and then click Favorites.

TIP If the button is already set to Pin To Favorites, you can skip this first step.

2. On the Home tab, in the Onetastic group, click the Pin to Favorites button, and
then do either of the following:
11
●● To pin a page to the list, click Pin this page to Favorites.
●● To pin a section to the list, click Pin this section to Favorites.

The page or section appears as an item in the Favorites section at the bottom of
the Pin To Favorites list that you just opened.

To display a page or section from the Onetastic Favorites list

1. On the Home tab, in the Onetastic group, click the Pin to Desktop or Pin to
Favorites button. (The name of the button depends on its setting; both varia-
tions display the Favorites section.)
2. In the list, in the Favorites section, click the page or section you want to display.

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To manage Onetastic favorites

1. On the Home tab, in the Onetastic group, click the Pin to Desktop or Pin to
Favorites button.

2. In the list, in the Favorites section, click Manage Favorites.

3. In the File Explorer dialog box that opens, rename or delete the favorites dis-
played in the dialog box. The changes are automatically synced in the Pin To
Desktop/Favorites list.

TIP Using this technique to rename or delete a section or page that is pinned to
Favorites does not rename or delete the section or page in OneNote.

4. Click the Close button in the upper-right corner of File Explorer to close it.

To create a custom style

1. On a notebook page, format text to reflect the appearance you want to save as
a custom style, and then click or select part of the formatted text.

2. On the Home tab, in the Onetastic group, click Custom Styles, and then click
Save Selection as Custom Style.

Define a custom style based on formatted text

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 Manage pages and styles by using Onetastic

3. In the Custom Styles dialog box, in the Enter name or select existing style box,
enter a name for the style.

4. In the Select which settings apply to this style section of the dialog box, select
the check boxes next to the aspects of the style you want to record.

5. Click OK.

To apply a custom style

1. On a notebook page, select the text to which you want to apply a custom style.

2. On the Home tab, in the Onetastic group, click Custom Styles, and then click
the style you want to apply.

To delete a custom style

1. On the Home tab, in the Onetastic group, click Custom Styles, and then click
Manage Custom Styles.

TIP You can’t edit a Onetastic custom style. Instead, apply the style you want to
change to your text, make the style changes directly to that text, and then save
the changes as a new custom style (see the procedure “To create a custom style” earlier
in this topic).

2. In the Custom Styles dialog box, click the Select an existing style list arrow,
and then, from the alphabetical list of styles, click the style you want to delete. 11
3. Click Delete.

4. In the Delete Custom Style dialog box, click Yes.

5. In the upper-right corner of the Custom Styles dialog box, click Close.

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Manage content, images, and tables by

using Onetastic
OneNote maintains a record of which author entered which notes. You can use this
functionality to identify the source of specific changes and, if necessary, search for
notes created by a colleague.

SEE ALSO For more information about viewing notes by author, see “Review notes by
author and read status” in Chapter 6, “Manage views, windows, and page versions.”

For some projects, it might be better to remove author information and other meta-
data, such as hyperlinks, so the notebook can be shared without revealing too much
about the process that went into creating it. Removing author indicators and hyper-
links can be done within OneNote, but you can use Onetastic to perform either of
those tasks by making a single selection from the ribbon.

You can also work with your pages’ contents by increasing or decreasing the font size
of all text, not just the text that is currently selected. You can also highlight or replace
text of your choosing.

Search for and highlight text in your notebooks

Just as you can resize your notebooks’ text, you can use the additional capabilities of
Onetastic to select and resize images by specifying a percentage of their current size,
a procedure that is not available within OneNote. If you work with tables, which are
terrific for maintaining sets of data, you can create simple formulas to find the sum,
average, or other summary of the values in your page.

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 Manage content, images, and tables by using Onetastic

To remove author information from the current page

1. On the Home tab, in the Macros group, click Content, and then click Clean
Authors. All the edits and notes on that page no longer include author history
information.

TIP To quickly test the results, right-click any object on that page. At the bottom
of the shortcut menu, the name of the person who made the last edit to that
object will no longer be displayed—only the time is displayed. You can test this on other
pages to see the differences.

To remove hyperlinks from the current page

1. On the Home tab, in the Macros group, click Content, and then click Clean
Hyperlinks. All the hyperlinks are removed from the page, but the text and
objects are not changed.

TIP You can’t remove hyperlinks if the URL is written out in the note. This feature
removes only embedded links. For example, the text www.onenote.com will display
as a link, and the link won’t be removed by this feature. Instead, you can remove those links
manually or embed links within text instead of writing out the URL as the text.

To increase the font size on the current page

1. Do either of the following:

11
●● On the Home tab, in the Macros group, click Content, and then click
Increase Font Size.
●● Press Ctrl+Plus sign (on the numeric keypad).

IMPORTANT If you use this feature to increase or decrease the font size on a page,
you’ll remove all the math equations from the page.

To decrease the font size on the current page

1. Do either of the following:
●● On the Home tab, in the Macros group, click Content, and then click
Decrease Font Size.
●● Press Ctrl+Minus sign (on the numeric keypad).

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Chapter 11: Enhance OneNote by using the Onetastic add-in

To search for and highlight text on the current page

1. Display the page on which you want to search for and highlight text.
2. On the Home tab, in the Macros group, click Find, and then click Search &
Highlight.

3. In the Search & Highlight dialog box, in the Find what box, enter the text for
which you want to search.

4. Click the Scope list arrow, and then click Current page to search on your cur-
rent page, or click Selection if you’ve selected text you want to find within the
current page.

IMPORTANT If no content is selected, you can still search by using the Selec-
tion scope, but you’ll get no results.

5. If necessary, select the Match case check box.

6. Click OK.

7. In the confirmation dialog box that opens, click OK.

TIP This search function doesn’t search the text in images.

To search for and replace text

1. Display the page on which you want to search for and replace text.

2. On the Home tab, in the Macros group, click Find, and then click Search &
Replace.

3. In the Search & Replace dialog box, in the Find what box, enter the text for
which you want to search.

4. In the Replace with box, enter the text you want to substitute for the found text.
5. In the Scope list, click the scope for the search (Current page, Selection, Current
section, Current notebooks, or All notebooks).

6. If necessary, select the Match case check box.

7. Click OK.

8. In the confirmation dialog box that opens, click OK.

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 Manage content, images, and tables by using Onetastic

To select all images on a page

1. On the Home tab, in the Macros group, click Image, and then click Select
Images.

IMPORTANT If you select all of the images on a page, you’ll remove all the math
equations from the page.

To resize all images on a page

1. On the Home tab in the Macros group, click Image, and then click Resize
Images.

Change the size of all the images on a page in OneNote

11
2. In the Resize Images dialog box, in the Width box, enter a new width for the
image expressed as a percentage of its current width.

3. In the Height box, type a new height for the image expressed as a percentage
of its current height.

IMPORTANT Enter the new width and height as numbers, omitting the percent
symbol (for example, enter 75 percent as 75, not 75%). If you enter different
numbers in the width and height boxes, the aspect ratio changes.

4. Click OK.

IMPORTANT The changes apply to all the images on the page. To resize an individual
image, select the image, and then drag one of the size handles (the squares on the
corners).

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To crop an image

1. On any page in OneNote, right-click an image, and then click Crop.

2. Move the purple image border handles to display the part of the image that
you want to keep.

3. Click Accept.

To add a function to a table

IMPORTANT This procedure applies to OneNote tables, not Excel worksheets included
in a OneNote page.

1. Select the OneNote table cell or cells in which you want to add a function. For
example, select the cell below a column of cells that contain values you want to
add together.

2. On the Home tab, in the Macros group, click Table, and then click Function.

3. In the Function dialog box, click the Select the function to apply to the cells
list arrow, and then click the function you want to use.

4. Click OK.

Skills review
In this chapter, you learned how to:

■■ Download and install the Onetastic add-in

■■ Manage notebooks by using OneCalendar
■■ Manage pages and styles by using Onetastic
■■ Manage content, images, and tables by using Onetastic

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 Manage content, images, and tables by using Onetastic

Onetastic macros in OneNote

The additional capabilities that Onetastic brings to OneNote are made pos-
sible by macros, which are sections of executable programming code that
instruct OneNote to perform simple repeated tasks. For example, rather than
right-clicking and deleting every hyperlink on a page, you can use a macro
included with Onetastic to remove the hyperlinks with a single button click.

Writing macros for OneNote is beyond the scope of this book, but you can
find a large and growing collection of macros on the Macroland page of the
Onetastic website. Macroland also contains programming resources to which
you can refer if you want to write your own macros for OneNote.

11

Find macros and macro resources for Onetastic

273
 Chapter 11

Practice tasks
The practice files for these tasks are located in the OneNoteSBS\Ch11
folder. The results of the tasks will be automatically saved into the same file
in the same folder.

Download and install the Onetastic add-in

Start OneNote, and then perform the following tasks:

1. In OneNote, verify whether the version of the OneNote app on your computer
is the 32-bit or 64-bit version.

2. In your web browser, go to www.omeratay.com/onetastic/, and then download

the Onetastic installer.

3. Install Onetastic on your computer.

Manage notebooks by using OneCalendar

Open the ManageDates section in OneNote, and then perform the following tasks:

1. Open OneCalendar, and then display your notebook pages in month view.

2. Change your selected notebooks to only view your current notebook.

3. Go to November 2015 to see when the Project 97220 Offsite page was created.

4. Navigate among the months by using the tools available in OneCalendar.

5. Change your selected notebooks to view all the notebooks.

6. Change to weekly view.

7. View pages changed or created today.

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 Practice tasks

Manage pages and styles by using Onetastic

Open the ManagePages section in OneNote, and then perform the following tasks:

1. Select the text Proposed Location, and then change its formatting.

2. Create a new custom style named Subheader based on the selected text.

3. Use the Onetastic buttons on the ribbon to add the current page as a favorite.

Manage content, images, and tables by using Onetastic

Open the ManageImages section in OneNote, and then perform the following tasks:

1. Use search and replace to change the word Proposed to Possible.

2. Resize the image so its height and width are 80 percent of its current size.

3. Create a formula in the Total row of the table to find the sum of the two values
in the rightmost table column.

275
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Keyboard shortcuts
This list of shortcuts is a comprehensive list derived from Microsoft OneNote Help.
Some of the shortcuts might not be available in every version of OneNote.

Take and format notes

Type and edit notes

To do this Press
Open a new OneNote window Ctrl+M

Open a quick note (a small OneNote window) to create a Ctrl+Shift+M or Windows

side note logo key+Alt+N

Dock or undock the OneNote window Ctrl+Alt+D

Undo the last action Ctrl+Z

Redo the last action Ctrl+Y

Select all items in the current line, note, or page Ctrl+A

(Press Ctrl+A more than once to increase the scope of the
selection)

Cut the selected text or item Ctrl+X

Copy the selected text or item to the Clipboard Ctrl+C

Paste the contents of the Clipboard Ctrl+V

Move to the beginning of the line Home

Move to the end of the line End

Move one character to the left Left Arrow

Move one character to the right Right Arrow

Move one word to the left Ctrl+Left Arrow

277
Keyboard shortcuts

To do this Press
Move one word to the right Ctrl+Right Arrow

Delete one character to the left Backspace

Delete one character to the right Delete

Delete one word to the left Ctrl+Backspace

Delete one word to the right Ctrl+Delete

Insert a line break without starting a new paragraph Shift+Enter

Check spelling F7

Open the thesaurus for the currently selected word Shift+F7

Bring up the shortcut menu for any note, tab, or any other Shift+F10
object that currently has focus

Execute the action suggested on the Information Bar if it Ctrl+Shift+W

appears at the top of a page

Format notes

To do this Press
Highlight selected text Ctrl+Shift+H

Highlight or remove highlight from selected text Ctrl+Alt+H

Insert a link using the selected words or object Ctrl+K

Copy the formatting of selected text (Format Painter) Ctrl+Shift+C

Paste the formatting to selected text (Format Painter) Ctrl+Shift+V

Open a link Enter

(The cursor must be placed anywhere within the formatted
link text)

Apply or remove bold formatting from the selected text Ctrl+B

278
 Take and format notes

To do this Press
Apply or remove italic formatting from the selected text Ctrl+I

Apply or remove the underline from the selected text Ctrl+U

Apply or remove strikethrough from the selected text

Apply or remove superscript formatting from the selected text Ctrl+Shift+Equal sign

Apply or remove subscript formatting from the selected text Ctrl+Equal sign

Apply or remove bulleted list formatting from the selected Ctrl+Period

paragraph

Apply or remove numbered list formatting from the selected Ctrl+/

paragraph

Apply a Heading 1 style to the current note Ctrl+Alt+1

Apply a Heading 2 style to the current note Ctrl+Alt+2

Apply a Heading 3 style to the current note Ctrl+Alt+3

Apply a Heading 4 style to the current note Ctrl+Alt+4

Apply a Heading 5 style to the current note Ctrl+Alt+5

Apply a Heading 6 style to the current note Ctrl+Alt+6

Apply the Normal style to the current note Ctrl+Shift+N

Indent a paragraph from the left Alt+Shift+Right Arrow

Remove a paragraph indent from the left Alt+Shift+Left Arrow

Right-align the selected paragraph Ctrl+R

Left-align the selected paragraph Ctrl+L

Increase the font size of selected text Ctrl+Shift+>

Decrease the font size of selected text Ctrl+Shift+<

Clear all formatting applied to the selected text Ctrl+Shift+N

Show or hide rule lines on the current page Ctrl+Shift+R

279
Keyboard shortcuts

Add items to a page

To do this Press
Insert a document or file on the current page Alt+N, then F

Insert a document or file as a printout on the current page Alt+N, then O

Show or hide document printouts on the current page (when Alt+Shift+P

running OneNote in High Contrast mode)

Insert a picture from a file Alt+N, then P

Insert the current date Alt+Shift+D

Insert the current date and time Alt+Shift+F

Insert the current time Alt+Shift+T

Insert a line break Shift+Enter

Start a math equation or convert selected text to a math Alt+Equal sign

equation

Find the answer to a typed math equation Enter the math equation,
followed by an equal
sign and a space

Insert a euro (€) symbol Ctrl+Alt+E

Create a table by adding a second column to already typed text Tab

Create another column in a table with a single row Tab

Create another row when at the end cell of a table Enter

Create a row below the current row in a table Ctrl+Enter

Create another paragraph in the same cell in a table Alt+Enter

Create a column to the right of the current column in a table Ctrl+Alt+R

Create a row above the current one in a table (when the cursor is Enter
at the beginning of any row)

Delete the current empty row in a table (when the cursor is at Delete (press twice)
the beginning of the row)

280
 Take and format notes

Select notes and objects

To do this Press
Select all items on the current page Ctrl+A
(when no notes are currently selected)

Select to the end of the line Shift+End

Select the whole line Shift+Down Arrow

(when the cursor is at the beginning of the line)

Jump to the title of the page and select it Ctrl+Shift+T

Cancel the selected outline or page Esc

Move the current paragraph or selected paragraphs up Alt+Shift+Up Arrow

Move the current paragraph or selected paragraphs down Alt+Shift+Down Arrow

Move the current paragraph or selected paragraphs left Alt+Shift+Left Arrow

(decreasing the indent)

Move the current paragraph or selected paragraphs right Alt+Shift+Right Arrow

(increasing the indent)

Select the current paragraph and its subordinate paragraphs Ctrl+Shift+Hyphen

Delete the selected note or object Delete

Move to the beginning of the line Home

Move to the end of the line End

Move one character to the left Left Arrow

Move one character to the right Right Arrow

Go back to the last page visited Alt+Left Arrow

Go forward to the next page visited Alt+Right Arrow

Start playback of a selected audio or video recording Ctrl+Alt+P or Ctrl+Alt+S

Rewind the current audio or video recording by a few seconds Ctrl+Alt+Y

Fast-forward the current audio or video recording by a few Ctrl+Alt+U

seconds

281
Keyboard shortcuts

Tag notes

To do this Press
Apply, mark, or clear the To Do tag (or the first tag in the Tags Ctrl+1
gallery, if you added custom tags)

Apply or clear the Important tag (or the second tag in the Tags Ctrl+2
gallery)

Apply or clear the Question tag (or the third tag) Ctrl+3

Apply or clear the Remember For Later tag (or the fourth tag) Ctrl+4

Apply or clear the Definition tag (or the fifth tag) Ctrl+5

Apply or clear the Highlight tag (or the sixth tag) Ctrl+6

Apply or clear the Contact tag (or the seventh tag) Ctrl+7

Apply or clear the Address tag (or the eighth tag) Ctrl+8

Apply or clear the Phone Number tag (or the ninth tag) Ctrl+9

Remove all note tags from the selected notes Ctrl+0

Use outlines for indented text

To do this Press
Show only Level 1 (hide indented text) Alt+Shift+1

Expand to Level 2 Alt+Shift+2

Expand to Level 3 Alt+Shift+3

Expand to Level 4 Alt+Shift+4

Expand to Level 5 Alt+Shift+5

Expand to Level 6 Alt+Shift+6

Expand to Level 7 Alt+Shift+7

Expand to Level 8 Alt+Shift+8

Expand to Level 9 Alt+Shift+9

Expand all levels Alt+Shift+0

282
 Organize and manage your notebook

To do this Press
Increase indent by one level (select at least one character or the Tab
leftmost space of the line, to avoid creating a table)

Decrease indent by one level Shift+Tab

Expand a collapsed outline Alt+Shift+Plus sign

Collapse an expanded outline Alt+Shift+Minus sign

Organize and manage your notebook

Work with pages and quick notes
To do this Press
Enable or disable full-page view F11

Open a new OneNote window Ctrl+M

Open a small OneNote window to create a quick note Ctrl+Shift+M

Expand or collapse the tabs of a page group (indented pages in Ctrl+Shift+*

the page tab pane)

Print the current page Ctrl+P

Add a new page at the end of the selected section Ctrl+N

Increase the width of the page tab pane Ctrl+Shift+[

Decrease the width of the page tab pane Ctrl+Shift+]

Create a new page below the current page tab at the same level Ctrl+Alt+N

Decrease indent level of the current page tab label (as it appears Ctrl+Alt+[
in the page tab pane)

Increase indent level of the current page tab label Ctrl+Alt+]

Create a new subpage below the current page Ctrl+Shift+Alt+N

283
Keyboard shortcuts

To do this Press
Select all items Ctrl+A (Press several times to
increase the scope of the selection)

Select the current page Ctrl+Shift+A

Move the selected page tab up (this action does not Alt+Shift+Up Arrow
move child pages)

Move the selected page tab down Alt+Shift+Down Arrow

Move the cursor to the page title Ctrl+Shift+T

Go to the first page in the currently visible set of Alt+Page Up

page tabs

Go to the last page in the currently visible set of Alt+Page Down

page tabs

Scroll up in the current page Page Up

Scroll down in the current page Page Down

Scroll to the top of the current page Ctrl+Home

Scroll to the bottom of the current page Ctrl+End

Go to the next paragraph Ctrl+Down Arrow

Go to the previous paragraph Ctrl+Up Arrow

Go to the next note container Alt+Down Arrow

Go to the beginning of the line Home

Go to the end of the line End

Move one character to the left Left Arrow

Move one character to the right Right Arrow

Go back to the last page visited Alt+Left Arrow

Go forward to the next page visited Alt+Right Arrow

Zoom in Alt+Ctrl+Plus sign (on the numeric

keypad) or Alt+Ctrl+Shift+Plus sign

Zoom out Alt+Ctrl+Minus sign (on the numeric

keypad) or Alt+Ctrl+Shift+Hyphen

284
 Organize and manage your notebook

Work with notebooks and sections

To do this Press
Open OneNote (if OneNote isn’t open) Windows logo key+Shift+N

Open a notebook Ctrl+O

Open the OneNote Windows tool (the default Windows logo key+N
behavior is to open a new quick note)

Create a new section Ctrl+T

Open a section file Ctrl+Alt+Shift+O

Go to the next section Ctrl+Tab

Go to the previous section Ctrl+Shift+Tab

Go to the next page in the section Ctrl+Page Down

Go to the previous page in the section Ctrl+Page Up

Go to the first page in the section Alt+Home

Go to the last page in the section Alt+End

Go to the first page in the currently visible set of Alt+Page Up

page tabs

Go to the last page of the currently visible set of Alt+Page Down

page tabs

Move or copy the current page Ctrl+Alt+M

Put focus on the current page tab Ctrl+Alt+G

Select the current page tab Ctrl+Shift+A

Put focus on the current section tab Ctrl+Shift+G

Move the current section Ctrl+Shift+G, and then Shift+F10,

then M

Switch to a different notebook on the Navigation bar Ctrl+G, then press Down Arrow or
Up Arrow keys to select a different
notebook, and then press Enter

285
Keyboard shortcuts

Search notes

To do this Press
Move the cursor to the Search box to search all notebooks Ctrl+E

While searching all notebooks, preview the next result Down Arrow

While searching all notebooks, go to the selected result and Enter

dismiss Search

Change the search scope Ctrl+E, Tab, then Space

Open the Search Results pane Alt+O after searching

Search only the current page Ctrl+F

While searching the current page, move to the next result Enter or F3

While searching the current page, move to the previous result Shift+F3

Dismiss Search and return to the page Esc

Share notes
Share notes with other people

To do this Press
Send the selected pages in an email message Ctrl+Shift+E

286
 Password-protect sections

Share notes with other apps

To do this Press
Create a Today Outlook task from the currently selected note Ctrl+Shift+1

Create a Tomorrow Outlook task from the currently Ctrl+Shift+2

selected note

Create a This Week Outlook task from the currently Ctrl+Shift+3

selected note

Create a Next Week Outlook task from the currently Ctrl+Shift+4

selected note

Create a No Date Outlook task from the currently selected note Ctrl+Shift+5

Open the selected Outlook task Ctrl+Shift+K

Mark the selected Outlook task as complete Ctrl+Shift+9

Sync changes in the current shared notebook Shift+F9

Sync changes in all shared notebooks F9

Mark the current page as Unread Ctrl+Q

Password-protect sections
To do this Press
Lock all password-protected sections Ctrl+Alt+L

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Index
Numbers author notes
See also notes; quick notes; tags
32-bit software 252–254
reviewing 154–155
64-bit software 252–254
authors, removing history information 269
AutoCorrect
A adding rules 122
about OneNote 225 controlling actions 123
about updates 225 defining exceptions 124
account profiles, updating Microsoft defining math-related rules 125
accounts 221 deleting rules 122
accounts setting options 120–121
changing Microsoft account photos 220 undoing actions 123
managing Microsoft accounts 218–221
OneDrive 193
B
signing in to OneDrive 193
background lines 149–150
switching Microsoft accounts 221
backgrounds
adapting exercise steps xiv–xv
cell colors 60–61
add-ins
changing Office backgrounds 218, 222
downloading 254
images as 71
installing 254
pages 148–149
OneCalendar 255–263
Bing Image Search, inserting images from 69
Onetastic 251–274
bold, applying to text 33
aligning paragraphs 42
book errors, logging xiii
app settings, managing 218–225
bullet scheme, changing 39
assigning a task tag 162
bulleted lists 36
attaching pages to email messages 190–191
automatic creation 235
attachments 66
changing bullets 39
audio input device, selecting 77
creating 38–39
audio notes
buttons
deleting 79
adding to Quick Access Toolbar 237–238
playing 79
adding to ribbon 244
recording 77–78
changing order on Quick Access
renaming 79
Toolbar 237–238
selecting input device 77
removing from Quick Access Toolbar 238
author information, removing 269

289
cells (tables)

C dictionaries
adding flagged words 117
cells (tables)
custom 115, 117–118
aligning contents 61
editing word lists 118
changing background colors 60–61
Encarta 129
editing contents 55
docked windows, creating new 147
entering contents 55
docking windows 140, 142
selecting 56–57
downloading files from OneDrive 194
characters, adding 83
Downloads folder 194
charts, inserting on notebook pages 215
drawing mode, locking/unlocking 108
cleaning author history 269
Clipboard 26, 28
cloud storage, connecting to 221 E
collaborating, reviewing author notes 154–156 ebook edition of this book xiii
colors edit permissions 200–201, 203
changing cell backgrounds 60–61 email
changing for background lines 150 pages to colleagues 189–191
setting for pages 149 sharing notebooks by using 195–196,
columns (tables) 200, 202
formatting headers 53 embedded links, removing 269
inserting 59–60 emptying Notebook Recycle Bin 157
selecting 57 enabling OneNote updates 224
sorting data based on values 61 Encarta dictionary, looking up words 129
connected services equations 81
adding 221 adding common 84
managing 222 changing display on pages 84
OneDrive 197 clearing 102
containers 233 converting from ink 99–100
creating Excel spreadsheets from OneNote 216 correcting handwriting 100–101
creation dates, displaying pages by 255 creating custom 84
cropping images 272 deleting 85
custom styles 266–267 editing 85
erasing parts of 100
D removing by changing font size 269
removing by selecting images 271
date stamps, inserting 80
eraser types 97–98
dates
erasing
changing display on pages 17
backup copies 132
displaying pages by 255
strokes 98
desktop
errata, filing xiii
docking OneNote window to 142
Excel See spreadsheets; workbooks; worksheets
pinning pages and sections to 264–265
Excel tables See tables

290
 highlighting

exporting fonts
file formats 186 changing 32
files as webpages 186 changing colors 35
files as Word documents 186 footers, printing 184
notebooks 186, 188 formatting
pages 186, 188 See also paragraph formatting; text
Quick Access Toolbar settings 238 formatting
ribbon customizations to files 245 clearing from notes 44
sections 187–188 column headers 53
sections as files 9 quick notes 51
as XPS files 186 Full Page view 140, 142
functions, adding to tables 272
F
Facebook G
connecting to 221 getting help xiii
inserting images from 69 giving feedback xiii
Favorites, pinning pages and sections 264–265 grammar error indicators 116
feedback information xiii graph axes, adding 105
File Explorer, opening notebooks from 2, 6 groups 243
file formats, changing 187
files H
See also printouts handwriting 93, 100
attaching 64 handwriting recognition, changing
attaching to notebook pages 66 languages 129
converting to printouts 66 hiding
downloading from OneDrive 194 author information on pages 155
identifying linked to linked notes 143 groups of tags 172
inserting as printouts 63 list detail levels 41
linking to 74 note containers 233
opening attached 66 note containers on pages 233
opening in native programs 64 notebook changes read status 154
uploading to OneDrive 193 OneNote icon on taskbar 233
filtering pages by content 259 read status 154
Flickr ribbon 246
connecting to 221 ribbon tabs 242
inserting images from 69 table borders 60
folders, uploading to OneDrive 193 highlighters 94–95
font size highlighting
decreasing on a page 269 search results 268, 270
increasing 269 text 30–31, 34
setting for OneCalendar 262

291
history

history lasso selection 97

OneNote updates 224 leaving Ink mode 96
pages 156–157 returning to Type mode 96
removing author information 269 selecting 96–97
hyperlinks See links selecting input mode 96
selecting items using lasso selection 97
I specifying input 93
styles 92–93
images
tools 94–95
copying text from 71–72
using highlighters 94
cropping 272
Ink mode
inserting from Bing Image Search 69
See also ink
inserting from Facebook 69
returning to Type mode 96
inserting from Flickr 69
italics, applying to text 33
inserting from OneDrive 68
inserting from personal computers 67–68
licensing 67 K
managing in Onetastic 268 keyboard shortcuts 162–164
moving 71
as page backgrounds 71 L
removing searchable text 72
labels, changing for printouts 64
resizing 271
landscape orientation 149, 184
restoring sizes 71
languages
rotating 70
changing for handwriting recognition 129
saving as separate files 71
Mini Translator 125, 128
searchable text in 72
setting for OneCalendar 262
selecting 271
translating 125–128
importing
lasso selection 97
Quick Access Toolbar settings 239
lines
ribbon customizations from files 245
adding 105
indenting paragraphs 42–43
setting for backgrounds 149–150
ink 26, 91
linked notes 141
See also touchscreen entry
creating 142
adding notes using built-in pen styles 93
identifying linked files 143
changing active tool 94
setting options 144–146
changing pen styles 94
stopping taking 144
converting to equations 99–100
LinkedIn, connecting to 221
converting to mathematical
linking
expressions 99–100
copying OneNote object addresses 75
converting to text 99–100
to Excel spreadsheets 217
creating custom tools 95
to files 74
drawing 96
to OneNote locations 75
erasing 98, 100
to web resources 74–75
handwriting 96

292
 notebooks

links 73 Microsoft accounts

copying 76 changing photos 220
deleting in docked windows 144 connecting to 221
editing 76 managing 218–221
following 76 requiring to share notebooks 196, 201
moving between resources 76 signing out from 221
to online notebooks 196, 201 switching 221
removing 76, 269 updating profile information 221
lists Microsoft Excel See tables; spreadsheets;
bulleted 36, 38–39 workbooks
creating 37 Microsoft OneDrive 192–197
hiding level details 41 See also OneDrive
moving items down one level 41 Microsoft Press contact information xiii
moving items to another list 41 Microsoft SharePoint 198–203
moving items up one level 41 See also SharePoint
moving items within 37 Mini Toolbar 31, 231
numbered 36–38 Mini Translator 125, 128
selecting items in 40 mistakes, informing Microsoft Press xiii
showing level details 41 modification dates, displaying pages by 255
types 36
locking N
drawing mode 108
note containers, showing/hiding on pages 233
sections with passwords 133
notebook content, printing 182–185
logging bugs xiii
notebook pages See pages
Notebook Recycle Bin
M clearing contents 156
macros 273 emptying 157
margins, setting for pages 152 restoring pages/sections from 157
marking as important 162 notebook sections See sections
marking items to recall 163 notebooks
marking questions to be asked 162 See also pages; sections
Math AutoCorrect 121–122, 125 closing 6
math equations copying sections within 10
removing by changing font size 269 copying to SharePoint 199
removing by selecting images 271 creating from OneDrive 3–4
mathematical expressions, converting from creating new sections 8
ink 99–100 creating on OneDrive 194
Medium Eraser 97 creating on your computer 4
meetings creating tag summary pages 177
See also Outlook meetings displaying changes by author 155
sharing notebooks with 203 displaying changes by date 155
merging sections 12 displaying in new windows 147

293
notes

notebooks (continued) linked 141–142

displaying recent changes 155 managing content in Onetastic 268
exporting 188 panning 97
including in OneCalendar summary 263 pasting copied items 26
including printouts 64 pasting text as new 29
listing tags 172 pasting text by using Paste Options 29
managing by using OneCalendar 255 pasting text into 29
marking as read 154 playing audio 79
moving sections within 10 playing video 79
moving to SharePoint 202 recording audio 77–78
opening from File Explorer 2, 6 recording video 77–79
opening from OneDrive 6, 195 renaming audio 79
opening from your computer 4–5 renaming video 79
opening recent 6 repositioning 27
for practice tasks xii reviewing by author 154
renaming 3 reviewing by read status 154
sharing 195–197, 200–201 saving cut text to the Clipboard 28
showing/hiding read status 154 searching by tags 171–172
storage locations 194 summarizing tagged 175–177
stored as folders 2 tagging 162–165
turning version saving on/off 157 touchscreen entry 26
viewing quick notes 52 numbered lists 36
notes 25 automatic creation 234
See also author notes; quick notes; tags changing numbering schemes 39
adding equations 81–85 creating 37–38
adding symbols 81–85 numbering scheme, changing 39
adding tags 166–169
adding using ink 92–96 O
clearing formatting 44
Office
copying 26–27
changing themes 218, 223
copying text to the Clipboard 28
checking version 253
creating 26–27
subscriptions 253
creating quick notes 50–51
updating 219, 224
creating tags 168–169
Office 365
creating using a keyboard 26
connecting to SharePoint sites 221
cutting 26, 28
managing subscriptions 218–219, 223
deleting 28
Office backgrounds, changing 218, 222
deleting audio 79
Office themes, changing 218, 223
deleting items from 44
Office updates 219
deleting video 79
OneCalendar 255–263
formatting quick notes 51
closing 263
ink entry mode 26
customizing 260–263

294
 pages

displaying specific time periods 257 Onetastic 251–274

downloading 255 adding functions to tables 272
filtering pages 259 custom styles 266–267
font size 262 downloading 254
including notebooks 263 favorites list 265–266
interface language 262 installing 254
previewing pages 261 macros 273
refreshing pages in summary 263 managing note content 268–272
starting 256 online meetings, sharing notebooks with 203
OneDrive 192–197 online notebooks, sharing 195
adding to Places list 197–198 online storage
connecting to 221 connecting to 221
creating accounts 193 managing connections 222
creating notebooks 194 orientation
downloading files from 194 controlling 151
inserting images from 68 landscape vs. portrait 149
opening notebooks 195 outlines 37, 40–41
opening notebooks from 6 Outlook meetings
sharing notebooks 195–196 displaying details in OneNote 208
signing in 193 inserting details into OneNote 212
uploading files and folders 193 refreshing details in OneNote 212
OneNote viewing details from OneNote 211
checking version 253 Outlook tasks
enabling updates 224 creating from OneNote 208–209
getting information about 225 deleting from OneNote 210
getting information about updates 225 opening from OneNote 210
linking to 75
managing settings 218–225 P
object addresses 75
page groups, selecting to print 183
opening notebooks 195
page orientation, setting 184
setting options 230–235
page tabs pane 233
showing/hiding icon on taskbar 233
page titles, deleting 151
updates 225
pages 15–16
updating 219, 224
See also notebooks; sections
OneNote add-ins
adding tags 166–167
OneCalendar 255–263
applying built-in sizes 151–152
Onetastic 251–274
applying custom templates 153
OneNote Packages
backgrounds 148–149
copying to SharePoint 199
capturing screen clippings 70–71
uploading to SharePoint 200
changing displayed date 17
OneNote Single File Package 9
changing displayed time 17
OneNote windows See windows
checking spelling 116

295
panning pages

pages (continued) sending 189–191

controlling orientation 151 setting colors 149
copying to different notebooks 19–20 setting custom height/width 149, 152
copying to other sections 18 setting print margins 152
copying within sections 18 showing/hiding author information 155
creating 17 showing/hiding note containers 233
creating with background lines 150 size parameters 149
deleting 21 viewing unread author notes 154
deleting titles 151 zoom levels 145
deleting versions 157 zooming 147–148
displaying by date 255 panning pages 97
displaying by modification date 257–258 paper size
displaying in Full Page view 142 changing units of measurement 153
displaying in Normal view 142 creating templates 153
displaying specific versions 157 setting 183
emailing 189–191 paper width, scaling content to fit 183
exporting 186, 188 paragraph formatting
filtering in OneCalendar 259 See also formatting; text formatting
inserting images 67–70 changing alignment 42
inserting space 108 controlling white space 43
managing in Onetastic 264–266 decreasing indent levels 43
managing page history 156–157 deleting 44
managing versions 156–157 increasing indent levels 42
marking as unread 154 setting spacing 43
moving to different notebooks 20–21 parental control settings 130
moving to other sections 18 password-protecting sections 130–135
moving within sections 18 passwords
opening from OneCalendar 256 assigning to sections 131–132
orientation 149, 151 changing for sections 134
panning 97 locking sections 133
pinning to desktop 264–265 removing from sections 135
pinning to Favorites 264–265 setting options 134
previewing 182–184 strong 131
previewing in OneCalendar 261 Paste Options 29, 234
printing 182–185 PDF files
printing footers 184 exporting notebooks as 186
renaming 18 sending pages as 191
replacing text 270 pen colors 92–93
restoring from Notebook Recycle Bin 157 pen points, finding 92
scaling content to fit 183 pens
searching text 270 adding ink notes using built-in styles 93
selecting all images 271 changing 93
selecting to print 183 changing styles 94

296
 ribbon

changing styles of shapes 106 profile information, updating Microsoft

customizing 95 accounts 221
using as pointers 96 proofing, changing languages 129
permissions for shared notebooks 201, 203
photos, changing for Microsoft accounts 220 Q
pictures, changing for Microsoft accounts 220 Quick Access Toolbar 236
pinning adding buttons 237
pages and sections to Favorites 264–265 changing order of buttons 237–238
pages and sections to the desktop 264–265 exporting settings to files 238
windows to top of stacks 147 importing settings 239
Places list removing buttons 238
adding OneDrive directories 197–198 resetting to original configuration 239
adding SharePoint sites 199 quick notes 50–52
polygons, adding 105 See also author notes; notes; tags
portrait orientation 149, 184 changing default operation 52
practice files for this book xii creating 51
practice tasks, files for xii formatting 51
previewing pages for printing 182–184 opening in OneNote pages 52
print preview 182–184 turning off 52
print range, setting 183 viewing within notebooks 52
print settings quick print 185
changing 183, 185
previewing 182
printing 182–185
R
changing settings 183 refreshing pages in OneCalendar summary 263
footers 184 renaming
notebook content 182–185 Excel spreadsheets from OneNote 216
page orientation 184 pages 18
previewing content 182–184 replacing text 270
scaling content 183 research options, setting 130
setting paper size 183 researching text 125–126
setting print range 183 resources, linking to 73–77
printouts 63 restoring pages/sections from Notebook Recycle
See also files Bin 157
changing labels 64 reviewing author notes 154
converting files 66 ribbon
deleting 65 adding buttons 244
including in notebooks 64 creating custom tabs 243
opening source files 64 customizing 240–241
page names 64 displaying in docked windows 142
refreshing from original files 65 displaying in Full Page view 142
saving with new names 65 displaying tabs 242
exporting customizations to files 245

297
rows (tables)

ribbon (continued) moving to other notebooks 11–12

hiding 246 moving within notebooks 10
hiding tabs 242 opening from File Explorer 2
importing customizations from files 245 pinning to desktop 264–265
removing elements 245 pinning to Favorites 264–265
renaming elements 244 printing 183
reordering tabs and groups 243 removing passwords 135
resetting to original configuration 245–246 renaming 9
unhiding 246 restoring from Notebook Recycle Bin 157
rows (tables) saving before deleting groups 14
inserting 58–59 viewing password-protected 133
selecting 57–58 security, password-protecting sections 130–131
sending pages 189–191
S settings, managing 218–225
shapes 102–103
scaling content for printing 183
adding graph axes 105
screen clippings, capturing 70–71
adding lines 105
ScreenTips, changing display of 232
adding polygons 105
searching
aligning on pages 104
current page 270
arranging 107
by tags 171–174
changing order of 104
section groups 8
changing pen styles 106
creating 13
deleting 107
deleting 14
drawing 104
displaying 13
layers 103
exiting 14
moving 107
saving sections before deleting 14
resizing 107
section tabs, changing color of 12
rotating 107
sections 7
SharePoint 198–203
See also notebooks; pages
adding to Places list 199
assigning passwords 131–132
connecting to 221
changing passwords 134
creating sharing links from 201
copying pages within 18
moving notebooks to 202
copying to other notebooks 11
sharing notebooks with meetings 203
copying within notebooks 10
storing notebooks in 199
creating new tabs 8
uploading OneNote Packages 200
deleting 13
sharing notebooks
displaying 8
with colleagues 195
exporting 9, 187–188
with meetings 203
inserting 8
with online meetings 203
locking 133
permissions 200, 203
merging 12
from SharePoint 200–202
moving pages within 18
through social media 201

298
 tags

signing in to OneDrive 193 T

signing out from Microsoft accounts 221
tables
Snap To Grid, turning on/off 108
adding functions 272
social networks, connecting to 221
aligning cell contents 61
spelling
changing cell background colors 60–61
AutoCorrect 120–121
creating 54–56
checking on pages 116
deleting 62–63
error indicators 116
editing cell contents 55
flagged words 116
entering cell contents 55
turning off checking as you type 119
Excel, inserting on notebook pages 215
spelling checker 114–115
formatting column headers 53
changing languages 117
hiding/showing borders 60
ignoring flagged words 117
inserting columns 59–60
playing audio file demonstrating
inserting rows 58–59
pronunciations 117
managing in Onetastic 268
setting Office options 118–119
moving within 55–56
using custom dictionaries 117–118
selecting 57–58
spreadsheets
selecting cells 56–57
copying links to 217
selecting columns 57
creating copies from OneNote 216
selecting rows 57–58
creating new from OneNote 215, 216
sorting data based on column values 61
deleting from notebooks 217
sorting selected values 62
displaying specific elements in OneNote 217
tabs
editing in OneNote 216
creating custom 243
inserting on notebook pages 213–215
creating custom groups 243
opening from OneNote 217
displaying on ribbon 242
refreshing linked content in OneNote 217
hiding on ribbon 242
renaming in OneNote 216
reordering on ribbon 243
storage locations, adding OneDrive
tag summary page 177
directories 197
tagged notes, summarizing onto new
strikethrough, applying to text 34
pages 175–176
Stroke Eraser 97
tagging notes 162–165
strokes, erasing 98
tags
styles, creating custom 266–267
See also author notes; notes; quick notes
subscript, applying to text 34
adding to notes 166–169
subscriptions, Office 365 218–219, 223
adding to pages 166–167
summary page See tag summary page
Address 163
superscript, applying to text 34
built-in 162–163
support information xiii
categories 163–164
symbols 81
changing order in Tags Summary pane 172
adding characters 83–84
changing search scope 174
adding frequently used 83
communication and delivery types 164–165
inserting into notebooks 83
Contact 163
synonyms, pasting on pages 129

299
Tags Summary pane

tags (continued) saving to Clipboard 28

creating 168 searchable 72
creating custom 169 translating to another language 125–126
creating summary pages 177 text formatting 30–31
creating using keyboard shortcuts 162–164 See also formatting; paragraph formatting
Definition 163 applying bold 33
deleting 165, 167 applying highlighting 30–31, 34
displaying within specific groups 173 applying italics 33
grouping in Tags Summary pane 172 applying strikethrough 34
hiding within groups 172 applying subscript 34
Highlight 163 applying superscript 34
identifying as definitions 163 applying underline 33
Important 162 changing font colors 35
keyboard shortcuts 162–163 changing fonts 32
listing all tags in scope 172 changing size 32
listing on a summary page 176 copying 35
modifying 169–170 default font 30
Phone number 163 highlighting 30–31
Question 162 themes, Office 218, 223
remember for later 163 thesaurus 129
removing 167–168 time, changing display on pages 17
searching by 171–174 time stamps, inserting 80
To Do 162–163, 167 To Do tags, adding 167
Tags Summary pane touchscreen entry 26
changing order of tags in 172 See also ink
changing scope of search 174 translating text 125–129
closing 172 Twitter address for Microsoft Press xiii
displaying unchecked items only 173 Twitter, connecting to 221
grouping tags in 172 Type mode, returning to 96, 98
hiding groups of tags 172
opening 172 U
tasks, assigning 162
underline, applying to text 33
templates
unhiding ribboon 246
applying custom 153
unlocking drawing mode 108
paper size 153
updating Office 219, 224
text
updating OneNote 219
See also author notes; notes; quick notes
about updates 225
converting from ink 99–100
enabling updates 224
copying from images 71–72
getting information about updates 225
copying from notes to Clipboard 28
history 224
pasting as new notes 29
starting updates 224
pasting into existing notes 29
user name and initials, editing 232–233
pasting using Paste Options 29
researching 125–126

300
 zooming pages

V workbooks
copying links to 217
versions
creating copies from OneNote 216
deleting 157
creating new from OneNote 215, 216
displaying specific 157
deleting from notebooks 217
managing for pages 156–157
displaying specific elements in OneNote 217
managing page history 156–157
editing in OneNote 216
OneNote 253
inserting on notebook pages 213–215
turning saving on/off 157
opening from OneNote 217
video input device, selecting 78
refreshing linked content in OneNote 217
video notes
renaming in OneNote 216
deleting 79
worksheets, inserting on notebook pages 215
playing 79
recording 77, 79
renaming 79 X
selecting input device 78 XPS files, exporting notebooks as 186

W Y
webpages, exporting notebooks as 186 YouTube, connecting to 221
windows
docking 140 Z
pinning to top of stacks 147
zooming pages 147
Windows taskbar, displaying OneNote icon 233
Word documents
exporting notebook content as 186
sending pages as 191

301
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About the author
Curtis Frye is the author of more than 30 books, including
Microsoft Excel 2016 Step by Step for Microsoft Press and
­Brilliant Excel VBA Programming for Pearson, UK. He has
also created and recorded more than three dozen courses for
lynda.com, including Tableau 9 Essential Training and Up and
Running with Public Data Sets. In addition to his work as a writer,
Curt is a popular conference speaker and performer, both as a
solo presenter and as part of the Portland, Oregon ComedySportz improvisational
comedy troupe. He lives in Portland with his wife and three cats.

Acknowledgments
Creating a book is a team effort. And yes, I say “creating” rather than “writing.”
Microsoft OneNote Step by Step, as with all other books from Microsoft Press, required
a team of professionals to shape raw materials provided by the author into a finished
product that readers can rely on. First, thanks to Carol Dillingham for inviting me to
be part of this team, and to Rosemary Caperton who brought me back for Microsoft
Excel 2016 Step by Step. The team at OTSI included Kathy Krause, project editor and
copy editor; Jeanne Craver, graphic artist; Susie Carr and Joan Lambert, desktop pub-
lishers and indexers; and Jaime Odell, proofreader.

I’ve left our technical reviewer, Ed Price, for last. Ed brought years of experience with
OneNote to the project and, through his notes on my original text and his own contri-
butions, helped transform this book into a resource that will benefit readers for years
to come. I value his perspective and insights. His contributions, as with those of the
other team members, might be invisible within the finished work, but they are there
and I am grateful.
 Now that
you’ve
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