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KU Information Technology OneNote – Essentials | 1

KU IT Technology Instruction

OneNote EssentialsInstructor’s Manual & Self-study Manual

Created by KU IT Technology [email protected] | technology.ku.edu/training

Version 1.0 Remember to save often. 9/11/2023

http://technology.ku.edu/training

mailto:[email protected]


ContentsKU IT Technology Instruction...................................................................................................................1

Course Summary.....................................................................................................................................4

Time.....................................................................................................................................................4

Preparing for the Course.........................................................................................................................4

Course Objectives....................................................................................................................................4

Overview.................................................................................................................................................5

Getting started with OneNote.................................................................................................................5

What is OneNote and why should I use it?..........................................................................................5

Tour of OneNote......................................................................................................................................6

Ribbon.................................................................................................................................................6

Notebooks...........................................................................................................................................6

Sections...............................................................................................................................................7

Pages...................................................................................................................................................7

Activity 1: Create a Notebook..................................................................................................................8

Activity 2: Create and Edit Sections.........................................................................................................9

Rename a section; Add a new section.................................................................................................9

Change a section’s tab color................................................................................................................9

Password protect a section..................................................................................................................9

Activity 3: Create and Manage New Pages and Subpages.....................................................................10

Create a Subpage...............................................................................................................................10

Change the page setup......................................................................................................................11

Activity 4: Create and Move Section Groups.........................................................................................12

Create a Section Group......................................................................................................................12

Additional How-Tos (for reference; instructor demonstrates in class)..................................................13

Move or Copy Items to Another Notebook.......................................................................................13

Delete an item...................................................................................................................................13

Activity 5: Add and Find Content...........................................................................................................14

Add content.......................................................................................................................................14

Modify text using styles.....................................................................................................................14

Add tags.............................................................................................................................................15

Add a timestamp...............................................................................................................................15

Insert a screen clipping......................................................................................................................16



Print a website to OneNote...............................................................................................................17

Add a link...........................................................................................................................................17

Add an attachment............................................................................................................................18

Add a file printout..............................................................................................................................18

Search content...................................................................................................................................19

Search tags........................................................................................................................................19

Sharing Your Notebook..........................................................................................................................20

Sending Individual Notes...................................................................................................................20

Activity 6: Share Your Notebook............................................................................................................21

Share through OneNote....................................................................................................................21

Share through OneDrive....................................................................................................................22

Using OneNote for Meetings.................................................................................................................23

Activity 7: Use OneNote for Meeting Notes – need access to Outlook for this activity.........................23

Send notes.........................................................................................................................................24

Integrate OneNote with other Office 365 applications: Activities to complete on your own................25

Send a task to Outlook.......................................................................................................................25

Send a copy of an email from Outlook to OneNote...........................................................................25

Convert a OneNote table to an Excel spreadsheet............................................................................26

Print PowerPoint slides to OneNote..................................................................................................26

Additional Activities to Complete On Your Own....................................................................................27

Insert a picture..................................................................................................................................27

Create and add a recording to your notes.........................................................................................27

Add or create a spreadsheet..............................................................................................................27

Add linked notes................................................................................................................................28



Course SummaryBy the end of this training, you will understand the organizational structure of OneNote. You will set up your first OneNote notebook within your OneDrive personal storage space and open it on the desktop computer. After creating sections and pages, you will experiment with different options for creating notes. You will learn how to quickly pull in meeting information from Outlook and send out meeting notes. You’ll learn how to take advantage of “tags” within OneNote to make sure you don’t lose track of action items, questions, and ideas. Finally, you will learn how to move notes to different notebooks and export notes to other formats.

Time Approximately 1.5 hours

Preparing for the CourseTo participate in this training, you will need access to the internet and access to your OneDrive account (onedrive.ku.edu). You will also need to download the OneNote desktop app onto your computer through your Microsoft Office software package (Office 2016 or Office 365).

You will need to:

Open your Outlook account Log in to onedrive.ku.edu Open your OneNote desktop app

Course Objectives



Overview

Getting started with OneNoteWhat is OneNote and why should I use it?

OneNote is a digital notetaking software that you can use to take notes and share them with other people. You can have as many notebooks as you want in OneNote.



Tour of OneNoteOpen your OneNote desktop app and click on the notebook [YourName] @ The University of Kansas. Ribbon

If you are acquainted with Word or other Microsoft products, then this ribbon will be familiar. If you open OneNote and you see a collapsed ribbon, like this…

…you can click on the “Home” tab and then click the pushpin in the bottom right corner of the ribbon to pin it open:

Notebooks The notebook is the highest level of organization. When you share, you will do so at the notebook level, so be thoughtful about how you create

your notebooks so that you share what you want to share. Some possibilities: o One notebook per projecto One notebook for an entire team, and then projects are divided at the Section levelo For students, one notebook per course

Your notebooks will be listed on the left side of the page. Your screen might look like this…

…and if you want to go to a different notebook, you’ll need to click the down arrow circled above and then click on the other notebook. There is also the option to click a pushpin within that menu, which will pin all notebooks to the left side of the screen.



Sections Just as a physical notebook has tab dividers, so does your OneNote notebook. Each notebook will have one section already created, and you can add more by clicking the +

symbol to the right of the section tab Each section can have multiple pages. If you start to get too many sections, you can create a section group. (Section groups work well

for “archiving” past notes.)

Pages Within each section you’ll have one or more pages. You can create page groups by dragging a page to be indented below another. Page groups can be expanded or collapsed.



Activity 1: Create a Notebook1. Open your internet browser and go to onedrive.ku.edu and log in with your KU Online ID and

password.2. Select New, and then Folder. 3. Name this folder My Notebooks and click Create.4. You’ll see this folder listed in your OneDrive. Click on the name to open it. 5. Now that you are in your empty Notebooks folder, select New.6. Choose OneNote notebook.7. Name it My First Notebook.8. Click Create.

OneNote will open this new notebook in the internet browser version of OneNote. To switch to the desktop app, select Open in Desktop App from the ribbon at the top of the notebook. The desktop app offers full functionality.



Activity 2: Create and Edit Sections Rename a section; Add a new sectionWhen you create a new notebook, it will come with one untitled section. To rename the section:

1. Right-click the tab labeled New Section 1.2. Choose Rename and type Meetings.3. Next, click the tab with the + sign to add another section and start typing to name the section

Goals. 4. Add a third section and rename it To Do. 5. Add a fourth section and rename it Extra.

Change a section’s tab color1. Right-click on the To Do section.2. Choose Section Color and select a color.

Password protect a section1. Right-click on your Goals section and choose Password Protect this Section. 2. From the Password Protection menu, choose Set Password and enter and confirm your

password.Here is what a password-protected section looks like to others:

Important note: The password you create is not retrievable, so be sure to store your password in a safe location

such as a password vault. If you lose or forget the password, OneNote cannot recover your data.

Keep in mind Passwords are case-sensitive. You might not be able to view password protected sections on all devices. If you want to search or edit a protected section, you must first unlock it. Once you unlock password protected sections, they stay unlocked for a while. Lock all sections with CTRL+ALT+L on your keyboard.



Activity 3: Create and Manage New Pages and SubpagesEach new section you create comes with one untitled page by default.

1. Click on the To Do section. In the right-hand pane you’ll see the list of pages for this section. At this point, there should be one page called Untitled, and there is no title for the page in the main portion of the notebook.

2. Type a title for this page using the dates for this week. You’ll see that the page list in the right-hand pane is automatically updated with the title you’ve given the page.

3. Add another page to your To Do section by clicking Add Page in the right-hand pane and titling it Additional Tasks.

Keep in mind You can reorder pages by clicking and dragging the page to its desired location in the right pane.

Create a Subpage 1. Go to your To Do section.2. Right-click on the page titled Additional Tasks.3. Choose Make Subpage.



Keep in mind You can also make a subpage by clicking on the page in the right-hand pane and dragging it to

the right, so that it is indented under the “main” page.

Change the page setup1. Select the Additional Tasks page.2. Click on the View tab from the ribbon and explore:

a. Changing the Page Colorb. Adding Rule Lines to the pagec. Hiding/Showing the page title

Add a page template1. Click on the Insert tab.2. Choose Page Templates3. Select a template (for example, click on Business and then Informal Meeting Notes). Note: A new page will be created in the current section. You can then copy this page to create more

templated pages. You can also select an option that will use the template whenever you create a new page in the section.



Activity 4: Create and Move Section Groups You can customize your notebook by creating section groups and subpages and moving them.

Create a Section Group1. Right-click on the Extra section.2. Choose New Section Group.

3. Title the section group; for example, 2020-21.4. To put a current section into the section group:

a. Right-click on the Extra section.b. Choose Move or Copy.c. Select the section group and choose Move.

5. Click the green “go back” button in the upper-left corner of the section group page to go back to the main notebook page.



Additional How-Tos (for reference; instructor demonstrates in class)

Move or Copy Items to Another Notebook1. Right-click on the section, section group, or page. 2. Choose Move or Copy.3. Select a location to move/copy the section, section group, or page.4. Choose either Move or Copy.

Delete an item1. Right-click on any item (section, section group, page, or subpage) that you would like to delete.2. Choose Delete.

Keep in mind: You may be able to find and recover deleted items in the OneNote Recycle Bin.

1. Click on the History tab.2. Choose Notebook Recycle Bin.3. Select Notebook Recycle Bin.4. Here, right-click on the page or section you'd like to restore.5. Choose Move or Copy.6. Select a location.7. Choose Move.



Activity 5: Add and Find ContentAdd content

1. Click on your To Do page that is titled with this week’s dates. 2. Click anywhere on the page.3. Start typing:

First Priority tasksSend follow-up email for ABC projectCreate timeline for new proposalsReview budget

Modify text using styles1. Highlight First Priority tasks.2. Click on the Home tab.3. Choose Heading 1 from the Styles menu.



Add tags1. Highlight Send follow-up email for ABC project.2. Click on the Home tab.3. Choose To Do Tag.

4. Highlight the rest of the list and click on the To Do Tag.5. Add the following items and tags.

a. Manager wants to know budget estimate (Question tag)b. Send timeline to manager (Important tag)

Add a timestampWhen you create a page, date and time stamps will be added automatically under the page’s title. However, if you're using one page to take notes on a topic that is covered over multiple days, you may want to add a time stamp to mark each day's individual notes.

1. Click on your To Do page that is titled with this week’s dates. 2. Click on the page.3. Click on the Insert tab.4. Choose Date, Time, or Date & Time



Insert a screen clippingTo prep for this activity during a live training, open a new tab on your browser and go to brand.ku.edu. Hover on Tool kit and select Downloads. Scroll about halfway down the page and select Photo collections.Click into one of the albums.

1. Open the webpage that you’d like to take a screen clipping of (directions are above in italics), and then go back to OneNote.

2. Click on your To Do page that is titled with this week’s dates. 3. Click on the page.4. Click on the Insert tab.5. Choose Screen Clipping. This will minimize OneNote.6. Click and drag to create a selection. Whatever you select from the screen will be

captured and copied to the clipboard.7. After you’ve made your selection, the screen clipping will be inserted onto your page

with a date and timestamp below it.

If you'd like to make the text from your screen clippings searchable, right-click on the clipping, choose Make Text in Image Searchable > Choose a language



Print a website to OneNote1. Open a web browser and type howto.ku.edu.2. Right-click on a space in the website that is not a link.3. Choose Print.4. Select OneNote (Desktop) as your Destination.5. Click Print. 6. OneNote will open, and you can choose where you want the webpage to be saved in your

notebook. This will place a printout of the website in your notebook. It will include the website address and the date you created the printout.

Add a link1. Open a new tab on your internet browser and go to howto.ku.edu. 2. Copy the address, and then go back to OneNote. 3. Click on your To Do page that is titled with this week’s dates. 4. Click on the page.5. Click on the Insert tab.6. Choose Link.7. Type HowtoKU Homepage in the Text to display on your OneNote page, and paste the

website’s address.

Note: You can also create links to another page in your notebook; for example, you could link back to a previous meeting’s notes for an upcoming meeting.



Add an attachment1. Click on your To Do page that is titled with this week’s dates. 2. Click on the page.3. Click on the Insert tab.4. Choose File Attachment.5. Browse your computer and select a file.6. Click Insert.7. Choose Attach File.

Keep in mind

Your attachment will be placed where your cursor was on the page but can moved around the page. Often, there will be a graphic representation of the type of file you have attached.

Attached files are stored as part of their associated notebook. If you move a notebook to another location, any file attachments move with the notebook.

Attachments don't update automatically. If you attach a document and update that document on your desktop or server, you will need to delete and reattach the file to update the file.

Add a file printout1. Add a new page to your To Do section. 2. Click on the page.3. Click on the Insert tab.4. Choose File Printout.5. Browse your computer and select a file. PowerPoint slides work well for this function.6. Click Insert.

Keep in mind When you insert a file printout, pictures of its contents are inserted at the bottom of the page. If there are multiple pages to your file (for example, a multi-slide PowerPoint), each page will be

a separate image that you can move around, resize, etc. You cannot edit printouts like regular notes, so printouts work well when you want to maintain

the original formatting. The file attachment is also added when you insert a printout. If you make changes to the attached file, you’ll need to refresh your printout to see the changes.



Search content1. Type a keyword or phrase in the search box located in the upper right-hand corner of the

screen. Click on the dropdown arrow next to the magnifying glass to specify a notebook or section to search.

The search function will even search photo text:

Search tags1. Click on the Home tab.2. Choose Find Tags.3. Select how to group tags (they will be grouped by tag name by default).4. Select a search location ranging from the entire notebook down to specific page groups.5. Click Create Summary Page to create a new page will all tags found from your search criteria.

Note: Summary Pages do not update, so if you want to see the most update summary of tags, you’ll need to create a new summary page.



Sharing Your NotebookOneNote allows you to share your notebooks with others. You can allow them to simply view your notebook, or you can give them access to edit it. You can only share at the Notebook level, not specific sections or pages. When you allow others to edit your content, this is called “co-authoring” and allows for efficient group work. OneNote keeps a history of versions of notes, so you can go back to a previous version if needed.

You can share your notebook through either OneNote or OneDrive.

There are a couple of options for how and with whom to share your notebook:

Use Share with People when you want to share your notebook with specific individuals, either internal or external to KU. You’ll type in an email address or, if the person is affiliated with KU, you can search for them in the Global Address List or start typing their name in the blank and the system will populate options.

o The notebook is only accessible to the people on this list. Use a Link when you want to share with a large group of people, or if you want your notebook

to be able to be passed on to others beyond your initial share. o Anyone with the link can access your notebook if you share via a link anonymously.o Anyone can re-share the notebook link without your knowledge

Who you can share notebooks with depends on where they are stored, it also determines where you and others can access/view the notebook.

Where the notebook is stored: Who can you share with: Where can you access it:On your local machine No one From the local computer only

On your department drive People who have access to that drive

From your local computer or through VPN access

In your OneDrive for Business individual storage space

Anyone you choose(internal or external to KU)

Any computer or mobile device

On a SharePoint site or Team Anyone you choose(internal or external to KU)

Any computer or mobile device

Sending Individual NotesWhile you cannot officially “share” specific sections or pages of notes, there are ways to send individual notes to others.

Email Page: This option is great for sharing notes with people who do not have access to the notebook where the notes were taken. You can email notes to people both internal and external to KU.

Send link to page: Use this to send pages to people who already have access to the notebook. Export: This allows you to export a page, section, or entire OneNote notebook to a PDF or Word

document.



Activity 6: Share Your NotebookThis activity will walk you through the steps of sharing your notebook. You can decide whether you want to fully complete the activity and share your notebook, or if you will cancel out of the activity just before completing the share process.

Share through OneNote1. Click File.2. Click Share.

Pause for a moment to decide if you want to Share with People or Get a Sharing Link.

Share with People will be highlighted. This is the option that requires you to type email addresses or names. On the right side, select whether these individuals can edit or view your notebook.

The individuals will receive an email inviting them to view/edit your notebook. Before you click Share, you can choose to type a personal message to be included in the email.

Get a Sharing Link will prompt you to decide whether you want to send a link that is view-only or a link that allows others to edit. After you click the appropriate button, a link will be generated that you can then copy & paste into an email to share with a Distribution List, a Contact Group, or post to a Teams site or another website. Remember that this option allows anyone with the link to view/edit the notebook.



Share through OneDrive1. Type onedrive.ku.edu into your internet browser.2. Find your notebook in your OneDrive account. 3. Click on the radio button that appears to the left of your notebook name when you hover your

mouse over the name of your notebook. This allows you to select, but not open, your notebook.

From here you have 2 options:

Click Share > Specific People or Copy link from the top menu of your OneDrive account Click on the three dots to the right of your notebook name and choose Share or Copy Link.

If you decide to use the menu at the top of the page, it is very important that you first select the specific notebook that you want to share. If you are in a folder of notebooks, and you don’t select a single notebook, then when you click Share, you’ll be sharing the entire folder instead of just the notebook.

Note: It is a good idea to create a folder in OneDrive for all of your notebooks. To do this:

1. Select New and then Folder. 2. Name your folder Notebooks and click Create. Now you’ll see the folder in your OneDrive.3. Select the radio button for My First Notebook.4. Choose Move to from the menu bar along the top of the page.5. Navigate to your new Notebooks folder in OneDrive and click Move here.



Using OneNote for MeetingsOneNote integrates with Outlook, so you can easily take notes that include meeting details directly from Outlook. You can take attendance for the meeting, take notes, and quickly send out notes to attendees.

When you access your notebook through Outlook, OneNote automatically adds: Meeting title Meeting date and time Meeting location Link to the original Outlook item Invitation message All individuals whom the meeting is addressed to A Notes portion to start taking notes in right away

Activity 7: Use OneNote for Meeting Notes – need access to Outlook for this activity

1. Click on the Home tab. 2. Select Meeting Details.3. Choose a meeting:

a. From today; orb. Choose a Meeting from Another Day

4. Insert Details. You’ll see the meeting details, including who organized the meeting and who accepted the meeting invitation.

5. Start taking notes and experiment with using tags. Tags are good for meetings because you can easily track information that you marked has a followup, a reminder, or a task for yourself or to send to others. You can flag a single line or an entire paragraph of notes. Tags are also great to use for prioritizing and categorizing because you can search for content based on what tag they may have attached. Search results can be summarized to help build To Do lists or checklists.



Send notesOnce your meeting is over, you can quickly send out meeting notes in a few ways:

Email Page: This option is great for sharing notes with people who do not have access to the notebook where the notes were taken. You can email notes to people both internal and external to KU.

o Click Email Page.o Outlook will generate a new message for you to send.

Send link to page: Use this to send pages to people who already have access to the notebook. Export: This allows you to export a page, section, or entire OneNote notebook to a PDF or Word

document. Share the Notebook: This option is great for teams or departments who need continued access

to meeting notes for a project or weekly update meetings. Sharing a notebook allows all members with whom you’ve shared the notebook to either view or edit notes.



Integrate OneNote with other Office 365 applications: Activities to complete on your ownSend a task to Outlook

1. Click on your To Do page that is titled with this week’s dates. 2. Click on the page.3. Type Do this item today.4. Keep your cursor next to this sentence and choose Outlook Tasks.5. Select Today.This will place a flag next to the item in OneNote, and it will generate a Task in Outlook.

Send a copy of an email from Outlook to OneNote1. Open Outlook and start a new email to yourself.2. Use Send to OneNote as the subject line and content of the email.3. Send the email to yourself.4. Select the new email once it arrives to your Inbox. 5. Under the Move tab of Outlook, select OneNote.

6. Choose the To Do section of your notebook. A copy of this email will be added to your notebook.



Convert a OneNote table to an Excel spreadsheet.1. Click on your To Do page that is titled with this week’s dates. 2. Click on the page.3. Choose the Insert tab and insert a 3x3 table.4. Click on the Table tab that appears in the ribbon.5. Select Convert to Excel Spreadsheet.

This creates an Excel Spreadsheet directly in OneNote. 6. Click the edit icon in the upper left corner of the spreadsheet to open Excel and edit and save the

spreadsheet. The spreadsheet will be saved in OneNote.

Print PowerPoint slides to OneNote1. Open a PowerPoint slide deck.2. Choose File.3. Select Print.4. From the Printers dropdown menu, select OneNote.5. Click Print.6. OneNote will open, and you can choose where you want the slide deck to be saved in your

notebook.



Additional Activities to Complete On Your Own

Insert a picture1. Click on your To Do page that is titled with this week’s dates. 2. Click on the page.3. Click on the Insert tab.4. Choose Pictures.5. Browse your computer and select a photo.6. Click Insert.

Notes: You can change the size of the picture by using the handles along the outside edge. To keep the

same ratio, use the handles in the corner of the image to change its size. Text from photos is searchable by default.

Create and add a recording to your notes1. Click on your To Do page that is titled with this week’s dates. 2. Click on the page.3. Click on the Insert tab.4. Choose Record Audio or Record Video (note: your recording will start immediately).5. Use the Audio & Video Playback tab to pause or stop your recording.6. Your recording will be placed where you cursor was with a time and date stamp listed under it.

7. After you've recorded, use the Audio & Video Playback tab to play, fast forward, or rewind.

Add or create a spreadsheet 1. Click on your To Do page that is titled with this week’s dates. 2. Click on the page.3. Click on the Insert tab.4. Choose Spreadsheet.5. Select to create either a new file or choose an existing one.6. Your spreadsheet will be placed where your cursor was located on the page.

Keep in mind OneNote attaches a copy of an Excel spreadsheet. When you make changes to the spreadsheet in OneNote, these changes will not show in the

original file in Excel.Version 1.0 Remember to save often. 9/11/2023


When you make changes in the original spreadsheet in Excel, these changes will not appear in the copy in OneNote.

Add linked notes1. Open the website or other application/program you would like to be linked to your notes, such

as a Word document.2. Click on your To Do page that is titled with this week’s dates. 3. Click on the page.4. Click on the Review tab.5. Choose Linked Notes.6. Select the page where you want to place your notes and click OK. (For this activity, choose this To

Do page.)

A copy of the page where you will take your notes will appear on the right side of your screen:

7. Open the website/application so that it is sharing the screen with OneNote and start typing notes in OneNote. There will be an icon in the left margin of your OneNote note, indicating that the note is linked to something else. In the future, you’ll click on that icon to open the website/application alongside OneNote.



8. When you want to stop taking linked notes, click on the chain link in the upper right corner and click Stop Taking Linked Notes.


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