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In most programs, when you want to pass a file on to somebody else, they need to have the same program you have to view that file. Over here in OneNote, you can share notebooks with other people who have OneNote, but if they don't have OneNote, what do you do? Well, we're going to talk about saving to different formats using our TwoTrees11 notebook and let's start by just going to a specific page. In the Recipe section, we'll select the Veggie Lasagna. You have the ability here in OneNote to save a single page or section or an entire notebook to a different format.
To do this, all we have to do is go to Backstage View by clicking the File tab and then down to Save As. When you click that, you'll notice that you have the ability here to Save the Current Page, the entire section, or the entire notebook, and depending on what you select here, you'll see different options here on the right-hand side. For page and for section, if you click section, you'll see the same options. You can save it to another section, an OneNote 2010 section. If the person you want to give access to this file to only has OneNote 2007, you can convert it back to one of those formats. Or maybe they don't have OneNote at all.
In this case, the most popular word processor in the world, Microsoft Word, might come in handy. You can save your page or section to a Word document, even to older Word formats. We're going to be talking about PDF and XPS a little later on. You also have the ability to save your content to a Single File Webpage. In this case you can see it's a .mht file, so there's some HTML involved. People will be able to view it in their browser and this can come in handy too if you wanted to post any of your content to a web site.
By the way, when you email content to somebody, this is the default format that's created, when you email a page or a section. So let's say the person that we want to give this file to, this content to, only has Microsoft Word and all we need is page selected in this case. We're going to click Word Document and you have to keep in mind what version of Microsoft Word they're using. If they've got the latest version of Word, Word 2007 or even Word 2010 that's just coming out, you would then be able to save to a Word document with the .docx extensions.
So let's select that. When you click this it's selected, it's highlighted, and all you have to do now is click the Save As button down below, and you get to give it a name, and you get to choose where you're going to do this as well. Let's just put it on the Desktop. Notice the name is Veggie Lasagna. That's the name of the page, so you see it right there and it's automatically getting a .docx extension. Now if you want to change your mind at this point, you can just click the drop-down and you'll see those options again from the drop-down list. So I maybe realize they have an older version of Microsoft Word.
Then you would choose Microsoft Word Document with the .doc extension, there you go, there's the new extension. You also have the ability to change your selection here as well. We have Selected Pages, so that in this case it's our current page, the Veggie Lasagna page, but you could choose the Current Section or even the Current Notebook from here. But let's just click Save and that saves up this page in its on Word document and now we could email that off as an attachment or just send it to them on a memory stick, whatever. Now let's look at another option here. When you go back to Backstage View and click Save As, and this time select notebook. Remember you're going to be saving entire sections within a notebook and all the pages.
Your Select Format drop-down has a very limited number of options here. The option at the very top is an OneNote Package and this is a package then that would be opened up in OneNote. Someone else would have to have OneNote to open up your package, but they get to see all of the sections in your notebook. They get to see all of the pages in those sections and instead of having a file folder system like we have, you get this one file that's a packaged file. When they open up the package, they get all of the folders for each of the sections and subsections and so on.
You also have the other two options of PDF and XPS when you select an entire notebook, and that's something we're going to be talking about in the next lesson. So we'll click the File tab to close that up and here we are back to our TwoTrees11 notebook, knowing that we are able to select any of the content from this notebook and save it to another format to share with someone else.
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