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OneNote 2010 New Features
Illustration by Neil Webb

Seeing past versions quickly with Page Versions


From:

OneNote 2010 New Features

with David Rivers

Video: Seeing past versions quickly with Page Versions

If you've ever wished you could go back to a previous version of a page in one of your notebooks to see what you use to have well you now can in OneNote 2010 thanks to a new feature known as Page Versions. We are going to use our UserConference3 notebook in the Weekly Meeting section looking at a page titled September Meetings. Next click the Share tab on the Ribbon and take a look at the last group on the Ribbon titled History. You've got a button for Page Versions. A button itself that will allow you to see alternate versions that exist for the page you're looking at, as well as a drop-down with some options, but let's start by noticing that the button itself has grayed out.

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OneNote 2010 New Features
1h 15m Appropriate for all May 19, 2010

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In OneNote 2010 New Features, David Rivers demonstrates the new and enhanced features in Microsoft's robust application for gathering and sharing information. The course reviews OneNote 2010 interface features, including the Ribbon and Backstage View, and workflow enhancements such as quick filing, linked notes, and Word styles. It also teaches new and improved ways to collaborate on notebooks with others. Exercise files accompany the course.

Topics include:
  • Customizing the Ribbon interface
  • Using the Quick Access toolbar for commonly used commands
  • Applying preset styles
  • Locating content with fast search
  • Merging notebook sections
  • Showing and hiding note authors
  • Using highlighting to find changes
  • Saving OneNote content to PDF or XPS
Subject:
Business
Software:
OneNote
Author:
David Rivers

Seeing past versions quickly with Page Versions

If you've ever wished you could go back to a previous version of a page in one of your notebooks to see what you use to have well you now can in OneNote 2010 thanks to a new feature known as Page Versions. We are going to use our UserConference3 notebook in the Weekly Meeting section looking at a page titled September Meetings. Next click the Share tab on the Ribbon and take a look at the last group on the Ribbon titled History. You've got a button for Page Versions. A button itself that will allow you to see alternate versions that exist for the page you're looking at, as well as a drop-down with some options, but let's start by noticing that the button itself has grayed out.

This will tell you right away there are no alternate versions for this page. Now automatically versions are tracked for you, in other words there is a history that's been created. If you click the drop-down, you'll notice at the very bottom of this menu, Disable History for This Notebook is an option, but it's not checked off, so it is enabled by default. So let's see what happens now if we go to the next page, sub-page under September Meetings. We'll just click Meeting for September 2. Notice a Page Versions button is selectable now.

It's no longer grayed out. This should tell you right away that there are alternate versions of this page, and if you want to see them you just click the button. Right away something happens over here in our Page tabs underneath Meeting for September 2, you'll see the date and the author of the previous version. Now keep in mind that Page Versions don't last forever. They do expire and over time eventually Page Versions will be deleted automatically for you by OneNote. So if you are trying to view a Page Version now and it's not there, it's simply expired.

And if you want to take a look at that and see what it look like back then, just click the Actual Page tab and you'll see highlighted contents. This is what it used to look like. Now you'll also have some options across the top of the page here. This is an earlier version of the page. It will be deleted over time but you can click here to restore or delete the version right now if you wanted to. So let's just click there to see the options. Restore this version, so you'll have it right here in your notebook. You can delete the version, copy the page to somewhere else, and then you will see options that are also available from the Ribbon, deleting all the versions in the section or the entire notebook. There's the Disable option and High Page Versions is as same as clicking the button.

We click it to view Page Versions. We click it to hide Page Versions. So it is a toggle. So let's toggle it back on. We'll go to that version, click at the top, and we've got a more up-to-date version. We no longer need to track this in the history. So let's delete it, click Delete Version and it's gone. We'll go to the next page. Notice it also has Page Versions. We know that because the button is selectable. Click the drop-down and you'll see at the very top Page Versions. This is the same as clicking the button at the top and sure enough there's another version there, you can see what's highlighted when you go there and if you want to delete it, you can. Let's just leave it. We'll just hide it by clicking the same button that turns it on.

And let's go to the next date here. Now in this case we do have Page Versions. What about meeting for September 29? No you can see it's grayed out, but if we click inside the note here that says this meeting will include a conference call, we'll just press Enter at the end. And as soon as we press Enter and start making a change, notice the Page Version button is now selectable. There is a previous version out without that hard return, so we could start typing in additional text here, creating our new version, but keeping track of the old versions simultaneously. So let's just type in some text here. There we go.

So you've got some additional information. Now we've got an older version. We can view that by clicking the Page Versions button and selecting the Page tab to see it without that extra line and if we don't need to keep this, really it's the same thing. Just missing some information. We can click here to delete it. Let's go ahead and do that and now we are left with the most up-to-date version. Notice that the Page Versions button is no longer selectable because we removed previous versions. So if you ever need to go back and take a look at what a page used to look like in one of your notebooks, remember you've got page versioning now that allows you to do exactly that and even restore or delete those versions at your command.

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