Join David Rivers for an in-depth discussion in this video Opening and closing notebooks, part of OneNote 2007 Essential Training.
One thing you will notice as you begin to work with OneNote is that it's advantageous to have multiple notebooks open at one time. To have them readily accessible and at your fingertips is a key advantage to working with OneNote. You will stay organized; there is built-in search functionality to take you directly to specific information in any open notebook, so really, the more open, and the better. So, in this lesson, we are going to talk about how you close notebooks you are not using and open the ones you want to have open. Here, you can see, I am still working with the three notebooks that are open for me by default the first time I launch OneNote. I have got my OneNote 2007 Guide, I have got my Personal Notebook as well as the Work Notebook that I get just as a default when I've launched the application.
Now, in each of these notebooks, there are several tabs and there is information in these tabs and different pages that give you information about how to set up a notebook whether it would be a Work Notebook or a Personal Notebook or if you need help just learning OneNote, the OneNote 2007 Guide is open for you; it has multiple sections and multiple pages within those sections. So, the first thing that we are going to do is close up the notebooks that we no longer need. Let's say, you are stating to feel comfortable now with OneNote, you don't need this guide open, you don't need the other ones open, but you want to have the ones you are creating or working with open. Let's go up to the File menu, down to Close this Notebook and it's as easy as that; it's closed, it no longer appears here on the left-hand side in our navigation bar.
It takes us directly to the next one, which is our Personal Notebook. Watch what happens, now this is very important in OneNote, something you will need to get used to. You don't save your changes; they are automatically saved for you. Did you notice that here, on our Standard toolbar, there is no little Diskette icon representing the Save command. That's because you don't have to save and you don't have to worry about losing things that you forgot to save because you don't have to do it. I am going to add some information here, store personal information in the section. I am just going to click here, put in a space, a dash and a space (-) and I am going to type in, separate into multiple pages, like so.
So, I have made a change, I have added some additional text to the title up here on this page in this particular section called Personal Information. So, if I go up to File and I go to Close this Notebook, I should be prompted to save those changes, that's probably what you are used to but you won't be; it would save the second you have typed it, kind of cool. Takes us to the next one, which is our Work Notebook, same thing, let's close that up. File, close this Notebook and what we are left with an empty section. Now, it may look like there are no notebooks open but really we have started a base notebook here, you can see this section is empty. Click here to create a new page, as soon as I do, I will have a new page within a new section in a new notebook that I will have to name. Well, we are actually going to create our own a little bit later on, first though, I want to show you how to open a notebook.
Now, if you don't have the Exercise files, in other words, you are not a premium subscriber or you don't have this title on DVD and you don't have access to the Exercise files, we are just going to open up one of the notebooks we have closed. If you do have those Exercise files, we are going to open one I have created for you. To do that, we go up to the File menu, down to Open and now we make sure we select Notebook. You can just open a specific section within a notebook if you wanted to by choosing Section, but I am going to choose the entire notebook by clicking Notebook.
Now, it's going to take me to my default directory, which is created by the way during the installation, it's called OneNote Notebooks and you are going to find that inside your Documents folder. So, in your default My Documents or Documents folder, you are going to see these three; OneNote 2007 Guide, Personal Notebook and Work Notebook, but don't they look like folders? Well, indeed that's what they are and inside those folders are those sections that we saw. Now, if we want to open a specific section, we double-click, for example, OneNote 2007 Guide and we would see the sections but because we have chose Notebook, we don't see any items down below. So, I am going to go back up a level here with my Back button and with OneNote 2007 Guide selected, if you do not have the Exercise files, make sure this one is selected and click Open.
If you do have the Exercise files, you will just need to navigate to them. I have put mine right on my Desktop, so I am going to click Desktop over here. There is Exercise Files. Double-click it and you can see when I double-click the Lesson1 folder, there is one called User Conference 2008. So, I am going to click on that. It again looks like a sub-folder but it's the entire notebook with all the sections. When I click Open, that's what appears on my screen. So, I have got the notebook name over here in the navigation bar. I have got several sections; Meeting notes, Training, Speaker section, Venue Preparations, Travel and here under Meeting notes, as I look to the right, I have actually started creating notes for Week 1 and Week 2, you can see the dates there as I hover them. When I click on Week 1, you can see what happened on September 22, just a few notes on Week 2, some additional notes, kind of in a different spot there but that's okay. And I am going to go back up to Weekly Status Meeting here at this page, the first page actually just is kind of like a header telling me that this is a running compilation of notes that I have been taking at each of the status meetings for this user conference.
So, we are going to continue to build on this scenario of our Imaginary user conference for our clients, let's say, and getting ready for that, using OneNote to stay organized and even share and even collaborate with others as we move through the lessons in this chapter. Next, we are going to talk about creating a brand new notebook.
- Creating and formatting tables
- Adding clippings, audio files, and images to a note
- Protecting notes and notebooks with passwords
- Sharing notebooks and notes with live changes
- Personalizing notes with templates
- Synchronizing notebooks and their content