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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.
If you have content in a notebook, maybe it's a single page, maybe it's an entire section or even an entire notebook that you want to share with somebody else and you're not sure if they have OneNote, and in fact you're not sure of what programs they're using, you might consider saving to a format that's universal, such as PDF or XPS. Let's explore this now using our TwoTrees11 notebook and you can be looking at any section. I've got the Recipe section here looking at Veggie Lasagna and when we go to Backstage View and click the File tab and go down to Save As, we already know we have a number of options when working with pages and sections.
They include Word documents and web pages, but if we go down to notebook, the options are limited to a package as well as, there it is, PDF and XPS. Now one is an Adobe product, one is a Microsoft product, but both of them are read-only files that get created and in this case if we choose PDF, you can open it up with a free Adobe Reader. Most computers have the Reader installed and if you don't have it's a free download from adobe.com. Same thing goes for an XPS file, but in this case you're using Microsoft products to look at it or a Preview application for example.
So let's save this entire notebook to a PDF file. So we'll click PDF and then we'll choose Save As. You'll notice what's happening. We're going to be saving it to whatever location we want here. I'm going to choose the Desktop, so it's easy to look at in a moment. The name is going to be the same as your notebook, TwoTrees11, but the extension is going to be PDF and again, if you wanted to change any of your selections, you can. Right from the drop-down for example, if you want to go to the XPS option instead, you could choose it right from the drop-down list.
I'm going to leave it at PDF. If you want to change what you're saving to PDF, you could do that as well by choosing Selected Pages. In this case it would be the current page, because we've only got one page selected here, or the Current Section, but let's leave it at Current Notebook. The entire notebook is going to be saved to a PDF file. All we have to do is click Save. It might take a moment depending on the size of your notebook. This one has a lot of content including some video and audio. We'll have to see how that turns out in our PDF file here in a moment.
So let's just give it a minute to wrap up and then we'll open it up using our free Adobe Reader program. To do that, we'll just simply minimize OneNote and there's our PDF file on the Desktop. We'll double-click it, and you can see it opens up in Adobe Reader, and we're at the very first page and at the very top you can see there's 59 pages altogether. So we're not going to see the nice organization that we get in an OneNote notebook with the various sections, pages and subpages. We just see a very long document, a PDF file here, and as we scroll down we'll be going through the various pages, from the very first section down to the very last section.
Let's go back up for a second here to the page with the Budget Speech. You can see it looks like we've got that WMA file right there and when you click on it, it becomes selected or highlighted. Right-click and you can see it's just an image. It's not actually an audio file inserted into our PDF. So don't be fooled by that. Same thing goes for video. Let's continue scrolling down through our document. We'll go down to those Recipe sections and you can see the content looks exactly like it did in our OneNote notebook, but here we are now in PDF file and the nice thing about PDF and XPS is if you want to share content, but you don't want people messing with that content, in other words you don't want them to be able to make changes to it, this is a great option.
Both of these formats are read-only. So we can go in here and we could highlight text and select it and maybe copy it if we wanted to put it somewhere else, but we cannot go in here and start making changes to this content. It is read-only. When you're done, just click the Close button in top right-hand corner and we'll go back to OneNote. So at any time if you need to share content with someone you're not sure what programs they use on their computer, you've got these read-only formats where you can share the content, they'll be able to open them up with free viewers, and they will not be able to make changes to that content.
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