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Saving OneNote content to PDF or XPS

From: OneNote 2010 Essential Training

Video: Saving OneNote content to PDF or XPS

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.

Saving OneNote content to PDF or XPS

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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This video is part of

Image for OneNote 2010 Essential Training
OneNote 2010 Essential Training

64 video lessons · 24300 viewers

David Rivers
Author

 
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  1. 2m 26s
    1. Welcome
      1m 21s
    2. Using the exercise files
      1m 5s
  2. 30m 27s
    1. What is OneNote?
      6m 20s
    2. Launching OneNote and touring the interface
      6m 55s
    3. Opening, closing, and saving notebooks
      4m 29s
    4. Creating new notebooks
      2m 4s
    5. Creating, moving, and deleting sections and pages
      4m 47s
    6. Working with sub-pages
      3m 51s
    7. Creating a note on a page
      2m 1s
  3. 34m 10s
    1. Working with unfiled notes
      4m 12s
    2. Copying and pasting content
      4m 14s
    3. Adding screen clippings
      2m 34s
    4. Adding audio and video files
      5m 24s
    5. Adding pictures
      3m 1s
    6. Recording audio and video
      4m 25s
    7. Adding files
      1m 45s
    8. Adding math equations to notes
      4m 14s
    9. Sending to OneNote
      4m 21s
  4. 17m 17s
    1. Formatting text
      3m 49s
    2. Using styles from the quick gallery
      2m 14s
    3. Using bullets and numbering
      4m 8s
    4. Checking spelling
      7m 6s
  5. 29m 51s
    1. Organizing the user interface
      5m 20s
    2. Creating new windows
      2m 33s
    3. Searching a notebook
      3m 39s
    4. Creating links to pages with wiki linking
      2m 42s
    5. Tagging notes
      7m 40s
    6. Working with sections
      4m 26s
    7. Using section groups
      3m 31s
  6. 8m 14s
    1. Inserting Outlook meetings
      2m 38s
    2. Sending page information by email
      1m 39s
    3. Working with Outlook tasks
      3m 57s
  7. 15m 19s
    1. Creating a table
      3m 47s
    2. Working with rows and columns
      3m 21s
    3. Formatting tables and data
      5m 45s
    4. Moving tables and data
      2m 26s
  8. 11m 53s
    1. Working in Pen mode
      5m 29s
    2. Manipulating written notes and drawings
      4m 39s
    3. Converting handwriting to type
      1m 45s
  9. 12m 18s
    1. Using templates
      5m 44s
    2. Saving as a template
      2m 52s
    3. Choosing a default template
      3m 42s
  10. 10m 47s
    1. Setting paper size and margins
      4m 46s
    2. Changing page background options
      2m 53s
    3. Adding a background graphic
      3m 8s
  11. 8m 15s
    1. Printing notes and selections
      4m 57s
    2. Modifying print options
      3m 18s
  12. 27m 48s
    1. Saving to other formats
      4m 20s
    2. Saving OneNote content to PDF or XPS
      4m 19s
    3. Creating a shared notebook
      4m 24s
    4. Inviting others and syncing notebooks
      4m 18s
    5. Sending pages in various formats
      3m 1s
    6. Sharing notebooks on the web
      7m 26s
  13. 10m 5s
    1. Knowing who wrote what with author indicators
      3m 27s
    2. Locating newly added content with highlighting
      3m 2s
    3. Seeing past versions quickly with versioning
      3m 36s
  14. 13m 8s
    1. Automatically linking your notes to what you're viewing
      6m 22s
    2. Using the Research pane
      3m 54s
    3. Translating text with the Mini Translator
      2m 52s
  15. 18m 2s
    1. Setting display options
      6m 27s
    2. Changing email options
      4m 37s
    3. Protecting passwords
      4m 1s
    4. Setting backup options
      2m 57s
  16. 18s
    1. Goodbye
      18s

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