Learn how to create a meeting notes page within a notebook from an Outlook meeting instance. This video shows how to share meeting notes and include a link to these notes within the Outlook meeting invitation.
- [Instructor] When you schedule a meeting or are attending a meeting, what information do you like to have within that meeting invitation? While attending that meeting, do you start taking notes from scratch? Or do you use what was included within that meeting invite. Keep your answers in mind as I show you how to add meeting notes to an Outlook meeting invitation and how to refer to these as the meeting takes place. We'll get started by taking a look at a meeting that I've already started setting up within the Outlook calendar. Let's go ahead and open up this Review Summer Marketing meeting.
Let's go ahead and make this full screen. Great. Now here we can see that we already have some details included with the meeting. We've invited Mark, we have a subject, we know that we're going to be meeting online in Skype for business, and we have a defined start and end time. And in the body of this meeting, we can see the Skype meeting link that's also included. But we don't have an agenda, we don't have any attached files that may give us some context for this meeting or a way to have an overview of those slides that are being presented.
All of that information may be things that are contained within a OneNote Notebook. But we're going to look at this in another way. How can we take the information that's here and create a new page in a OneNote Notebook that both Mark and I have access to? And how can we use that page to take meeting notes and make actionable items during that meeting? We're going to start this by taking a look at the meeting tab ribbon that you see at the top of this page. And on this ribbon we're looking for a group called meeting notes.
You can find this if your really look for that purple OneNote icon that you might be familiar with. Let's give meeting notes a click, and take a look at the menu. Now, there might be two options that you see here. If it recognizes that you have some Notebooks that are available for sharing, they're located in either a OneDrive for business document library, or a SharePoint document library, then you'll see share notes with this meeting. If you really just want to take notes on your own, we don't need to have those notes accessible for others that are in the meeting, then you'll choose take notes on your own.
I'd like to set this up so that Mark and I can take notes and share those notes in the same Notebook, so I'm going to click share notes with this meeting. The next menu that appears is the choose notes to share with this meeting. Its going to show you a listing of the recent places that you've been working in in the recent picks area, and it's also going to show you a listing of Notebooks that have already been set up in a shareable area. Here I can see Leslie @ Landon Hotel. Now I'd like to actually place this in this particular Notebook, but I want to click the plus sign to the left of that so that I can pick a section where I'd like these notes to reside.
Since this is a meeting and I've already created a section titled Meetings, I'm going to go ahead and pick that section. Now before I click okay, notice that there's a note at the bottom. And this is calling out to you that by sharing this this way, by sharing this particular page within this calendar instance with Mark, is not necessarily giving him access to the Notebook where these notes are going to be contained. So that Notebook, that Leslie @ Landon Hotel, I need to make sure that in that Notebook I go to the file backstage area and into the sharing area, and invite Mark, give him access to that Notebook that way.
All right, so we're ready to go ahead and set up a link to these notes. We're going to go ahead and click okay, and now above that Skype meeting link that we were just looking at, is a new link titles view meeting notes. And as I hover over this, it's showing the file path of where these notes are going to reside. Now let's go ahead and click directly over this link and take a look at the notes as the meeting is happening. And this is also how Mark is going to get to these meeting notes. So I'm going to go ahead and give that a click. Our screen switches from the Outlook meeting instance to OneNote 2016.
And as we take a closer look, we can actually see that it's the Leslie @ Landon Hotel Notebook that we're looking at. We are in the meeting section, and the title of this page should look familiar to you, it's actually the title of that meeting invite. We're going to see that at the top of the page, and also over here to the right for the name of the page. Now what's included on this page already? Let's take a close look at this. You'll notice there's a container, and within this container, it's copied over all of the meeting details from that invitation.
So we have a date and time, we know that the location is a Skype meeting. If we'd like to expand and see a bit more about the message, there's a link here we can click on. And that's going to show us the link for joining that Skype meeting. We also see a list of participants, a great way if you're the host of this meeting to go ahead and do a roll call, and check off by clicking each of these boxes as to who attended the meeting. And then finally, we have a notes section, to be able to start taking those notes during the meeting. Maybe creating some types of action items.
Let's add a couple. Great, so we have two actionable items. Now what we can do with these is we can actually turn these into an Outlook task. So I'm going to go ahead and select the revise budget, and I'm going to look on the home ribbon of OneNote for an area over here that has a red flag that says Outlook tasks. So I'm going to go ahead and take revise budget and I'm going to turn that into a task that's going to be due this week. And I'm going to do the same thing for the review marketing plan, and for this one, I'm not going to give it a due date for now, just going to say no due date.
And notice next to each of those those red flags appear, and as I hover over, the screen tip is showing me information about when that task is due, and we can see that this one has no due date. Now let's switch back over to Outlook and take a look at something else real quick. From here we're back to the calendar view that we working in before. In the lower left corner, I'm going to click on the clipboard icon. That's going to take us to tasks. Here I can see that there's several tasks that have been added to this listing, but the review marketing plan which is one of the ones that we just added, is at the top of this list.
Let's go ahead and double click this and take a closer look. Great. So this has been created into an Outlook task, and since this is Leslie's profile that we're looking at, this task resides in Leslie's tasks. But if Leslie would like to actually assign it out to someone else, like her colleague Mark, we'll go ahead and click assign task from the task ribbon, and in the to field we'll go ahead and type Mark's name in. Pick his name from the list, and send it on it's way. With these pro tips you learned how to automatically create a meeting notes page from the Outlook calendar instance, how to take a roll call, how to add action items, and assign these to Outlook tasks.
- Using shortcuts
- 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