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In OneNote 2010 Essential Training, instructor David Rivers demonstrates how OneNote can be used to take notes, organize thoughts, do research, and collaborate with others on projects. This course shows how to quickly add rich content to notebooks, format the content with OneNote's new formatting and styles capabilities, organize information to suit individual needs, and retrieve information effectively. It also shows how to take advantage of the robust OneNote 2010 sharing and collaboration features like Outlook integration, change highlighting and page versioning, wiki-style linking, and the OneNote web applications. Exercise files accompany the course.
In Office 2007, Microsoft decided not to focus on upgrading the OneNote user interface to the new Ribbon-based interface found in other programs in the Suite. Instead, they focused on making it easier to share and collaborate on notebooks in OneNote 2007. Well, here in OneNote 2010, we finally see an upgrade to the new user interface. So let's take a quick tour now. Right at the very top we still have our title bar where you'll see the name of the content you're looking at. In this case in OneNote we're looking at a page titled Baba Ghanoush.
And we're using our Two Trees or Office notebook. And you also see the name of the application or program you're using, in this case, OneNote. In the top right-hand corner, you'll see your Minimize, your Restore and Maximized button, as well as the Close button for closing down the entire program. We see our first change there when we move to the far left of the title bar. This is known as the Quick Access toolbar. And by default you're going to see a number of buttons here that give you quick access to some more popular commands.
For example, when you're navigating through the various pages in your notebook, you might want to move back, just like you might navigate using a web browser. You've got a Back button. There's an Undo button. And then there are some View buttons. There's a new view called the Dock to Desktop view. This button toggles it on and off. And we also have a button for going to our Full Page View. Now these are just the default buttons. You'll notice a little drop-down button just to the right where you can click to customize what appears on the Quick Access toolbar. Now there are a number of predefined commands that you can choose from.
Notice that anything with a checkmark currently appears on the Quick Access toolbar. Other options without checkmarks can be added by simply clicking them. So if you wanted to add the Forward button as well, you can see it's now added. When we click the drop-down, it now has a checkmark next to it. And you'll see there's a list of predefined commands to choose from here. But if there's a command that you like that does not appear here, you can actually go down to More Commands. And now we open up the OneNote Options, which is accessible from the Backstage View. I'll show you that in a moment.
Notice the Quick Access toolbar is selected. And you've got Popular Commands showing up by default and there's quite a long list. And you can actually get to every single command possible by clicking the drop-down and choosing something like All Commands for example. You'll see an alphabetical listing of every possible command. So if there was something that you wanted to add, like the Delete button for example, you simply click to select it. Click the Add button. It gets added over to the right-hand side with the others. This is the set of buttons that will appear in the Quick Access toolbar.
The other nice thing about customizing here is that you can rearrange your buttons as well. For example, the Forward button should go right next to the Back button. So we'll select it by clicking. And then we'll just bump it up using the up arrow here on the right-hand side until it's next to the Back button. Of course, here's where we go to Remove buttons as well. If you decide, no, I don't use the Delete button, there's no point in it showing up in the Quick Access toolbar, taking up space, select it by clicking it, and click the Remove button to remove it. And of course, at any time by clicking the Reset button, you can reset to the default settings.
These are the settings that we saw when we first launched our OneNote application. When you're done though, just click OK and we're back to our Quick Access toolbar here in the top-left corner with our new button appearing there. And at any time we can go back here to customize it as we need. Now just below the Quick Access toolbar is the Ribbon. And in the far left-hand corner of this Ribbon, you'll see the File tab. It's colored. And here is where we access Backstage View. So we'll click that and you'll notice that Backstage View is a container of mostly file-related commands for working with notebooks, so information about notebooks that we're working on, such as their locations.
You can see we've got an Open option for opening notebooks, creating new ones, sharing, saving, sending, printing, and we can also go back to those options from Backstage View by clicking the Options button. Here's our OneNote Options. And if we want to go back to that Quick Access toolbar, this is just another route to get there. We'll click Cancel. Next to the Backstage View tab or File tab are the other tabs that appear on the Ribbon. Now the Ribbon is organized into these tabs logically.
So you'll spend less time searching for a command and more time actually getting your work done. Also it's contact-sensitive. So if we go to Insert, you'll see all of the different types of things that can be inserted into a OneNote notebook. If we go to Share, you'll see sharing options. All organized logically so it's easy to find things. Drawing, reviewing and so on. Now sometimes you'll see commands that are grayed out, so they're not available. If there's nothing to cut copy or paste in this case, those are not accessible. But as soon as we go inside and we click and drag say over a paragraph, you'll notice that the Cut and the Copy buttons are now available to us.
So it's very smart that way. It won't let you select commands that are not usable. Over on the left-hand side by default, you're going to see this navigation bar. And so you'll see the list of notebooks that you're working with. You'll see little buttons for collapsing them. So if you don't want to look at the contents of the notebook, you can collapse. This provides more room for other notebooks. At anytime you can expand them. And the entire navigation bar is also collapsible by going to the Collapse button at the very top-right of the bar. Click that and it gives you a little more room to work with, and at anytime you can come back and expand it.
Same goes for what appears on the right-hand side, your page tabs. Now here's where we go to create new pages as well as subpages and templates. You can see them when we click the drop-down button. This entire bar is also collapsible. So we can click that little button. Now as you can see the beginnings of the contents of the pages. And we can move between the various pages just by clicking them here. You can see we're moving around through the various pages. And at anytime, if we want to see the full-page tabs, we can expand by clicking the same button. It toggles it to collapse and expand our page tabs.
Sometimes you'll see scrollbars if there is no content lower than what we can see here in the page, we won't see a vertical scrollbar, but it does appear that we need to scroll horizontally by clicking and dragging the scrollbar here or using the buttons to scroll left and right when there's more content off to the right-hand side of the page that we can see. Now you'll also notice, aside from the Navigation bar where we can navigate through the various notebooks as well as the sections in our notebooks. They appear as tabs. You'll also see those tabs across the top of your screen.
So you can click those tabs to move between the various sections in a notebook just by clicking. All right, now that we know our way around OneNote 2010, it's time to start using it.
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