Including files as printouts can give visibility to details like updated budget figures, project task statuses, or modifications to an org chart. In this video, learn how to embed an Excel workbook and a Visio diagram. In addition, learn how to edit a document from within the OneNote page and refresh the results.
- [Narrator] Digital note taking can be so much more than just typing meeting notes and project updates. Including files as printouts can give visibility to the fine details, budget numbers, and project status. I'm going to show you how to insert and manage an Excel Workbook and a Visio diagram within a One Note Notebook page. Let's get started by navigating to the insert tabbed ribbon. Within the insert tabbed ribbon, we're looking within the files group. Here we can see the choices of inserting a spreadsheet or inserting a Visio diagram.
With both of these commands, we do have drop down arrows indicating that there's more choices. With the spreadsheet, we can insert an existing Excel spreadsheet or actually create a new one. Let's go ahead and start with inserting an existing Excel spreadsheet. We'll navigate out to where the file resides. We're going to go ahead and choose the Landon Hotel Dining options and then click insert. With inserting a spreadsheet, we have three different choices. We can attach the file, which is going to look similar to what an attachment looks like in an email.
It's going to include the icon of the file type that it's associated with, that's going to be the Excel icon, as well as the name of the file. We're going to insert this as a spreadsheet. We also have a choice here to insert as a chart or table. It's going to use the data within that spreadsheet to build that table or that visual diagram. Let's go ahead and click insert spreadsheet. Within the dining options page that you see, we now have a bit more information about this spreadsheet. At the top with the Excel icon is the name of the file.
And notice as my mouse is hovering over this area, the screen tip is giving us a lot of information about this file. Not only the name of the file, but when it was last modified and where the file was inserted from. Where this file was inserted from is important because if we want to make any chances to this, it's going to need to know where that file resides in order to update and refresh the latest changes on the page. The table that you see here, you'll notice that we can actually click on this, but we're not getting a blinking cursor in any of the cells to make changes.
We just have a four way arrow indicating that we can actually move this container to another place on this page, or to somewhere else in the Notebook. But while I'm hovering over this area, you'll notice that there's an edit button in the upper left corner. Let's go ahead and click on the edit button and see how we can make a change to this table. By selecting edit, the file now opens in Microsoft Excel 2016. Let's go ahead and maximize this window. Make it easier for you to see the changes that we're about to make. We've had some changes with the Rooftop Smoothie Bar.
We also have some changes with the Breakfast and Coffee Bar, so let's go ahead and update the cells for these. The Breakfast and Coffee Bar is now going to be gourmet and we've heard that the Rooftop Smoothie Bar hours are changing to 10 pm from 11 pm, so let's update that as well, perfect. Let's go ahead and save these changes by clicking on the floppy disc in the upper left corner. Now that we're done with that, let's close out of Excel and take a look at this within the One Note page. We're back to the One Note page and if we look at this table, we can see that it did actually already update those changes, so gourmet for the Breakfast and Coffee Bar and the changes with the hours for the Rooftop Smoothie Bar also updated from 11 pm to 10 pm.
If you're following along with me or you go ahead and you try this out sometime in the future on your computer, you may not see those changes happen automatically and that's okay. If you don't, we actually have a way that we can refresh this page to see anything that's been changed within that document. We're going to do that by right clicking over the container where the page is embedded. Right out here where the printout is, we'll give that a right click and we have three choices at the top of this menu that we can work with. Edit, just like we were clicking in the upper left corner of the container, just another way to get to that same edit feature and here's refresh.
So refresh is a great way to make sure that whatever we have showing on the screen is the latest and greatest information from that document. But remember, it's updating what you see within the page based upon that link to where the file resides. So if you move where that file is currently residing to another folder or another network drive or something like that, that's going to break the link and you're no longer going to be able to update that information, or anything you do update, wherever that file lives is no longer going to be displayed as the most current information within this page.
Also, if we right click over the actual document that we see here, we can actually select what we'd like to display. This was just a simple one worksheet type workbook that we've embedded, so we only have one sheet to choose from, but think of some of those workbooks that you have. They may have eight, 10, or even 20 worksheets embedded within that workbook and maybe you only need to show two or three of those spreadsheets. This is a great way for you to be able to check and uncheck what you'd like to display.
We'll go ahead and click okay and we're back to the embedded worksheet. I mentioned to you if we do happen to delete the link that we see here at the top, I'm going to select that container and press delete on my keyboard. We've removed that link, but it looks like we can still edit this file. Let's go ahead and give that a click and see what happens. Oh, we get an error message letting us know we can't preview this particular worksheet because it can't find the embedded file that's linked on this page, so keep in mind if you delete that, whether it's by accident or intentional, that it is going to break the link for you to update this in the future.
Let's switch from the dining options page over to the team page and let's take a look at how we can include a Visio diagram on this page. We're going to go back up to the insert ribbon, and just next to spreadsheet, we see the command for inserting a Visio diagram. I do want to point out that you will need to have Microsoft Visio installed on your computer in order for this command to be visible within the ribbon. Go ahead and click on the arrow that we see here, and again, we have the choice of inserting an existing Visio drawing or inserting a new Visio drawing.
Let's insert an existing Visio drawing. We'll navigate out to where the executive team diagram is. We'll select that and click insert. Remember when we inserted an Excel spreadsheet, we had three choices of the way we want that file to be displayed on the page? With the Visio diagram, we have two. We can attach it as a file or actually make the diagram visible on the page. Let's select insert diagram. Alright, great. We have a Visio diagram embedded within the page. Has a similar look to the Excel spreadsheet that we embedded.
If we hover over the icon we see here at the top, it's showing us the same type of information. The file name, when it was modified, where it was inserted from, as well as the Visio icon and the name of the document. Embedded below is the actual Visio diagram, including all of the shapes and the containers, and the connectors that you see here. If we need to edit, we could click on that edit button, or as I mentioned before, we can also right click over the container and see those same choices of how we can work with this. Let's go ahead and edit this within Microsoft Visio.
Now we've switched from the One Note application to the Visio application and we're able to see all of our shapes and stencils on the left and the page that we're working with the diagram over here to the right. Maybe we'd actually like to just make some modifications to some of these shapes. We'll go ahead and change this one out, there we go. Now we've updated all of those shapes and maybe I would like to even add something else on here, like maybe the date and time and company name. There we go, so we've got the company name and the date. Now that we've made changes to this, instead of saving this, let's just go ahead and minimize Visio for now, and take a look at what we have here within the One Note page.
It looks like the shapes have updated, and it's also included that company name and date in the lower left corner. Now that there's an Excel worksheet and a Visio diagram embedded with these pages, what do you think you might add to these? Maybe mark them up with the drawing tools, like a pen or a highlighter, or even link these to other notes. The possibilities are almost endless.
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- Customizing the canvas view
- Merging content containers to consolidate ideas
- Password protecting notebook sections
- Taking meeting notes directly in an Outlook meeting
- Converting handwritten text to typed text
- Converting hand-drawn shapes to polished symmetrical shapes
- Importing content from other apps
- Sharing notes in a Skype for Business meeting
- Marking up web pages and saving to a notebook