Move many emails from Outlook to a notebook

- [Instructor] In this video, you'll learn a shortcut method for moving many email messages from Outlook to a OneNote notebook. Here, you can see that I'm already in the Outlook inbox and there's three or four messages here that I'd like to move to a OneNote notebook. Now, there's a few different ways that we could accomplish this. I'm going to show you the methods that I use the most. We're going to go ahead and start by selecting the messages we'd like to send to OneNote, or copy to OneNote. Here, I can see that there's a message from Mark about the Paris Gala, another one about the London Gala.

I'm going to go ahead and select these and I'm going to do that in a way that's going to give me flexibility on selecting things that are in sequence, or things that maybe are not in sequence. So, while Paris Gala is selected, I can hold the Shift key down on my keyboard and left click on those other messages that I would like to include, but you'll notice if I skip one in holding the Shift key down, it selected everything in between with that as well. I'm going to release the Shift key and click on just one of these again and show you another method that I like to use. If I need to pick and choose things that are not in sequence, I can hold the Control key down on my keyboard and I can actually left click on another one and it's not picking up anything that's in between like it was previously.

Now, if I want to pick up everything that's in my inbox, I can use the keyboard shortcut Control+A. That's going to select everything. Keep in mind, if you have hundreds of messages in your inbox, you're really picking up hundreds of messages and copying those over to OneNote, and that could be chaos, and a lot of cleanup. In this case, I just have a few in my inbox that I would be moving. While I have multiple messages selected, if I'd like to send those to a OneNote notebook, I'm going to look on the Home ribbon over in the Move group for the OneNote icon. This is the Send to OneNote icon.

By giving this a click, a menu is going to appear, and I'm going to pick where I would like to move these messages to. The first area is Recent Picks, places that I've recently been working in. It shows me the name of the section, and over to the right, the name of the notebook that that's a part of. If this is not one of the places I'd like to move these messages to, I can take a look at all of the notebooks that I currently have open within OneNote. Here, I can see three, My Notebook, Landon Hotel Marketing Plan, and Leslie @ Landon Hotel. I'd like to go ahead and place these in the Landon Hotel Marketing Plan and I need to expand this first and choose a section where I would like these messages to go.

I'm going to expand that by clicking the plus sign to the left of the notebook name and I'd like these to go into the Europe section. I can even expand the Europe section to take a closer look at pages that already reside within that section. I'm going to go ahead and select Europe just to make sure that it does place these messages in that particular section. While I'm here, if this is a place that I frequently move things to, and I wanted to always move messages to that particular location, I can check the box in the lower left corner.

I'm going to leave that unchecked for now though, so that I have a little bit more flexibility on where I want to send these messages to. Go ahead and click OK to complete this move. You'll notice that it switches the view from the Outlook inbox that we were just in to the OneNote application. You also might've seen some little notifications popping up on the screen. That's just the process it's going through of converting those messages into a format that it can then embed those messages as printouts into the section that was selected within that notebook.

What we're seeing here, we're actually looking at the notebook that was selected for moving these to, the Landon Hotel Marketing Plan, the Europe section that was selected. Now, we didn't pick pages. Remember, we just looked at the pages that were part of that section. The reason we don't pick pages is that when it converts these and it moves them into this notebook, it's actually creating the pages for you to place the message on. So, if we look over here to the right, here, we can see pages that already existed, the Bohemian Landon, the Paris Gala. What we moved is London Gala, I Shared Monthly Cashflow, and I Shared Template.xls.

As we look through these, you can see that on each of the pages, it does include the title as the subject that was in the email. It also includes a container and the container is the actual body of the message. It's including the subject, From, To, Sent, and then anything of the body of that message. Great, now you know how to easily move messages from your inbox. Now, that was moving multiple messages, but let's go back and take a look at another method that might be helpful to you as you're just moving individual messages.

Great, we're back to the inbox of Outlook. Let's say that we just simply need to move this London Gala message. By right clicking on the message, you'll notice, in this menu, we also have the choice of sending to OneNote. It brings up to the same menu that we were looking at earlier when we moved multiple messages. In this case, I know that I need to move this to the My Notebook area, and I'd like this to go to the Landon Hotel section, and then I'll click OK, and I've moved that message. Now you're able to make all of your content relevant and relatable by moving those messages that are pertinent to anything that's in a notebook.