In this video tutorial, productivity coach Steve Somers explores ways to capture information using OneNote, Microsoft's note-taking application. He will demonstrate saving emails to OneNote, clipping from the web, and printing directly to OneNote.
- Now that we've learned the basics of OneNote, let's explore some ways we capture information needed on a daily basis. Using some of the tools on OneNote, as well as add-ins and other web tools, throughout Office 365, you can easily capture data from various sources, and save them in your OneNote. We're focused here on efficiently capturing information, so that you can easily retrieve it later. We'll go into more detail in the retrieval in another video. Let's start first in my email inbox. Here's an email from Jennifer regarding the Executive Retreat coming next year.
There's some great information in this email, so I want to save this to OneNote. To do so, I'll select the OneNote button in the middle of the toolbar. OneNote will prompt me where I want to save this. I'm going to select the Sales Team Site Notebook. Now I've already created a tab called 'Executive Retreat 2017', where I'm going to take notes about this event. I'll select that section, and click OK. You'll see that it prints the full email on the page, as well as the attachment that was included, the 'Executive Retreat'. That way, I have it all in one place, and I can start to organize all of my thoughts and notes around this retreat in one location.
You'll note, if I double click on the 'Executive Retreat' file, it gives me a quick warning, I'm going to say OK, it's the full file saved within OneNote. And that's all there is to saving on email into OneNote. Next, let's look at some other files I'd like to have in OneNote. The first file I want to look at, I have saved in my 'Shared with Everyone' folder. It's the 'Landan event planning letter'. From here, I have the option to print, as I would with any Word document. To access that, I go to File, Print.
However, instead of printing it to a printer, or to a PDF, I'm going to choose to send it to OneNote. You can see under Printer, I have all of these options, I'm selecting the one for Send to OneNote. I click Print. OneNote will prompt me to where I want to save this. I'm going to scroll down, again I want this in the 'Sales Team Notebook', under 'Flagship Events'. Note that it prints the full letter on the page. However, it doesn't know what the files called, so it just insert as a generic title, 'Printout'.
I'm just going to quickly type a title for this, so I can find it again later with search. Let's look at another way I might save a file. I want to add this 'Landon Hotel room rates' file, to my OneNote. To do so, I'm going to drag this folder to the side, I'm going to find where I want to save this, I'm going to put this in 'Sales Team Note' section, and I create a new page for this, by clicking 'Add Page' on the upper right-hand side. I toggle back to my file folder, I grab the 'Landon Hotel Room Rates' file, I'm just going to drag it onto the page.
Here I have the option of attaching it as an attachment, I can insert the spreadsheet, or I can insert it as a chart or table. In this case, I'm going to insert the spreadsheet. So you note, it drops the file, as a printout, and it also drops it as an attachment. Again, it doesn't have a name, so I'm going to name it so I can find it again later. One nice feature is it also allows me to edit this file, by double clicking the Edit button. Let's say I go in and make some changes.
I close the file, it prompts me to save... and you'll see the changes reflected on the spreadsheet. Let's look at one final technique for saving information to OneNote. Here we see a train schedule, that I pulled up on a website. I want to save this for easy reference later, to do so, I click on the OneNote web clipper, in the upper right-hand side. OneNote web clipper comes by default with Microsoft Edge, but if you're using another browser like Chrome, you may have to add this add-in. To do the web clipping, I click the OneNote button, and it's going to give me three options, the first option is a full page printout, and you can note that there's a little camera, that indicates it'll come over as an image.
The second option is a region selection, where I click and drag, the information from the screen I want to save. Let's take a look at what that looks like. I'm going to save this to my work folder, under Travel, and I'm ready to go. I can add an additional note, and select clip. If I want to see what it looks like in OneNote, I click View in OneNote, and because I'm in a web browser, it's going to automatically open it up in the web view. Again, I'm going to want to add a title, and you can see it inserted the printout here.
Think about the different ways information comes to you throughout your day, whether emails, documents, or webpages. Try some of these techniques for saving useful information in your OneNote for easy reference.
Next, learn which methods—email, phone, Skype, or face-to-face discussions—are most effective for communicating, and explore how to best plan and run effective meetings. By the end of the course, you'll be able to build a personal productivity strategy that works for you and your team.
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- Explain the best ways to improve personal productivity.
- Differentiate between OneDrive and SharePoint.
- List the most important features of OneNote.
- Name the most important guideline for writing emails.
- Cite the best practices for managing multiple calendars.
- Explain ways to make meeting matter.
- Summarize the components of a productive meeting agenda.