Join David Rivers for an in-depth discussion in this video What is OneNote?, part of OneNote 2010 Essential Training.
Before we really get started diving into the powerful features and functions of OneNote 2010, it might be a good idea to explore what OneNote is and what it can do to improve your life. We'll begin by opening up a couple of different notebooks so we have something to look at. We do that by going to the Backstage View. Click the File tab to do that. Then click Open and click the Open Notebook button. Now this allows you to navigate the various locations on your computer or network for any notebooks you might want to open.
In this case, we're going to use Exercise Files. We're going to double- click the Chapter 1 folder. Then double-click the 01_01 subfolder. Now there appears to be a couple of additional subfolders in there, titled Office and Home Projects. But these are actual notebooks in OneNote. So let's start by double- clicking the Office notebook. This displays some content. But we really don't have to select anything at this point. Just click the Open button. You'll notice the file name now that's automatically selected by default is Open Notebook here. So when we click Open, we've actually opened up our notebook.
And we're ready to work with it. Let's open up one more. We'll go back to Backstage View, clicking the File tab. Then click Open and click the Open Notebook button again. Let's navigate back to the 01_01 subfolder, double-click Home Projects, and click Open to open up that one. Now we've got a couple of different notebooks opened to work with and we're ready to talk about what OneNote really is. Well, in a nutshell, OneNote provides a way to not only take notes and gather information, but to then easily find the info you need and to share it with others.
So if you've carried a notebook or a binder around for taking notes and collecting information, you know it can take some time to then try to find the information you need. And it can be difficult to share your content with others, let alone collaborate on that content. Well, OneNote addresses all of those needs. Firstly, you can be working on multiple notebooks. You can have them opened at the same time. Now here you'll see that I've got two open, one called Two Trees, at least that's the display name for a notebook called Office. The other one is Home Projects.
And to switch between the two notebooks is very simple. All you need to do is click the name of the notebook and it appears open. The other one closes up automatically. Now just like a real-life notebook, you can organize your content into sections or tabs and create as many pages and sub-pages as you like. For example, in our Two Trees, you can see we've got several tabs. And to move from section to section, we just click those tabs. You'll also notice that many of the tabs or sections are broken up into pages with subpages.
So you can navigate through the various content that way. And you can also do it from the Navigation pane on the left-hand side. Now what's really nice about using OneNote as opposed to a real paper-based notebook is the types of content you can store. For example, if you go down to the Bird Watching section of our Home Projects, you'll notice that we've got many pages and sub pages here for the various birds. With the Cardinal page selected, you can see we've got text. We've got notes.
We've got Video, Audio, pictures. And if we go to the Insert tab on the Ribbon, we see all of the different types of content that can be added to your pages in a notebook. Ranges from tables to links to various files or websites. You've also got symbols and equations that you can enter using the Symbol section here on the Ribbon. Now content can also be sent from anywhere else. For example, if you have a spreadsheet in Microsoft Excel, maybe you want to send that to OneNote.
Well, you do that by going to Print, and for the printer you would select Send to OneNote 2010. Make sure you have your Settings selected properly. And when you go to print, you actually send that to OneNote. And when you switch back to OneNote, you'll see a message here waiting in the dialog box indicating that you've sent something here. Now you get to choose where it's going. Now of course, the spreadsheet doesn't belong in our Home Projects notebook and it doesn't belong in any of those pages. But we can go to our Two Trees notebook.
And we can go to our Revenue section and select the appropriate page. We could also type in what we're looking for at the top and it'll take us directly to the page as well. So it's very easy to get content from other locations and have it stored in the appropriate location in your notebook. Maybe it's on the Web. In Internet Explorer, you could do the exact same thing. If you wanted to select content that would be useful in your notebook, you could do that. And just as if you're going to print it to your printer, you would go through the print process, but this time of course choose the Send to OneNote driver, which isn't installed automatically when you install the software.
And then you would just send that to OneNote by printing it. Again, you switch back to OneNote. The dialog box is waiting for you to choose where you want to put that. So in this case, it's about the speaker. So as I type-in speaker at the top, you can see it takes me to Speaker List page, part of the Two Trees/ AGM section of my notebook. When I click OK, it's inserted there for me just like that. Now even better, you can share all of this with others, even allowing multiple authors to contribute to the notebook.
Multiple people can even be working on the same content at the same time. And OneNote will know to update the notebook to include all of the changes from each and every contributor. From the Share tab on the Ribbon, you'll see a number of options for sharing your notebooks. You can also go to Backstage View. And there's a Share section here where you choose the notebook you want to share and where you want to share it. Whether it be over the Web, on the Network Location for example. And if you choose Network Location, you can browse to that location and make it shareable.
Then anyone with access to the network will have access to your notebook and the pages they're in. Syncing can be done on the fly as well when you're connected or can be done after the fact, allowing you to work offline when needed. So now that you have an idea about what OneNote is and what it can do, it's time to explore the powerful functions and features of OneNote 2010.
- Adding content to notes, including screen clippings, images, audio, and video
- Searching notebooks
- Tagging notes
- Organizing information in notebook sections
- Working with Outlook events and tasks
- Creating tables
- Converting handwriting to typed text
- Using templates
- Printing notes and selections
- Sharing and syncing notebooks