Work Smart by Microsoft ITOverview: Microsoft OneNote 2010Customization note: This document contains guidance and/or step-by-step installation instructions that can be reused, customized, or deleted entirely if they do not apply to your organization’s environment or installation scenarios. The text marked in red indicates either customization guidance or organization-specific variables. All of the red text in this document should either be deleted or replaced prior to distribution.

You can use this guide to learn about the features in the Microsoft OneNote 2010 note-taking program, and how to use them.

Topics in this guide include:

For more information

Taking notesSharing a notebook

Organizing notebooks

Navigating through notebooks

Understanding the basics of OneNote 2010

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Understanding the basics of OneNote 2010You can use OneNote 2010 to take notes and to manage information about your projects.

OneNote organizes notes into the following areas:

Notebooks are for grouping sections. Each notebook can hold many sections. Sections group pages of a similar subject together. Each section can hold many pages. Pages are where you actually create your notes. Write, type, and draw on pages just as you

would on paper. Create more pages whenever and wherever you need them.

Navigating through notebooksMoving between notebooksYou can move between notebooks by using the navigation bar.

To display more notebooks without expanding the navigation bar, click the arrow on the upper left and scroll to find the notebook that you want to work with.

Moving between sectionsYou can move between sections by using the section bar.

To add a new section from the section bar, click the Create a New Section tab.

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To display a list of more sections without having to scroll to find the section that you want to work with, click the arrow on the section bar.

Moving between pagesYou can use page tabs to move between pages in your notebook.

Using the ribbonOneNote 2010 uses the ribbon user interface. To use the ribbon, click a tab that’s related to your task. For instance, if you want to insert something into your notes, click the Insert tab. By using the tools on the Insert tab, you can insert images, tables, screen clippings, scanner printouts, audio recordings, and other files.

Searching for contentYou can use the search box in OneNote 2010 to search for all types of content, including videos and other embedded objects, in your notebooks.

The search box includes the following features:

Instant Search displays results as you type to help narrow selection. Ranking system learns from past choices and prioritizes section names, page titles, and Recent

Picks. Properties such as author, date, tag name, section, and notebook name are all included in your

search results.

Using the Backstage view

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The Microsoft Office Backstage view in OneNote 2010 replaces the File menu in previous versions.

To see the Backstage view, click the File tab in the upper-left corner of the ribbon next to the Home tab.

You can then click the tab that’s related to your task. For example:

To print your notebook, click the Print tab. To share your notebook, click the Share tab. To save your notes, click the Save As tab.

Managing the file and folder structureYou can store OneNote content on removable media, on a network share, or in files and folders on your computer.

By default, your notebooks are stored on your computer in a folder named OneNote Notebooks, within the Documents folder. Each notebook resides in a folder within the OneNote Notebooks folder. Each notebook folder contains a separate file for each of your sections. Pages are stored in these section files.

Organizing notebooksYou can organize, manage, and structure volumes of information in OneNote 2010 by using a visual section hierarchy and collapsible page groups.

Working with sections and pagesYou can group pages together by adding sections. You can group sections together by adding section groups.

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You can further organize your information by creating pages and then grouping pages together by using page groups. After you create page groups, you can expand or collapse them to make them easier to move through. You can also promote subpages or demote pages.

To add a new section:

Click the Create a New Section tab on the section bar.To add new a section group:

Right-click the section bar.

NOTE: Section groups are displayed on the section bar so that they’re easy

to access. Use the Back button to return to your full list of sections.

To add a new page:

On the page tabs on the upper right, click New Page to add a new page to the end of your list of pages.-Or-

Point to the page tabs where you want to insert a page, and then click the New Page icon.

To create a page group:

1. Select the page on which you want to base your group.2. Click the New Page arrow, and then click New Subpage.

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To make an existing page part of a page group:

Right-click anywhere on the page, and then click Make Subpage.

Reordering and moving pages, sections, or notebooksYou can organize your pages, sections, or entire notebooks by dragging. For example:

To move a page within a section, drag the page tab up or down. A horizontal bar indicates the drop location.

To move a page to a different section, drag the page tab and pause on the destination section until the section opens, and then drop the page in the desired location in the section.

To move a section within a notebook, drag the section tab right or left. A small triangle indicates the drop location.

To move a section to a different notebook, drag the section tab to the desired notebook. To move a notebook, drag the notebook icon on the navigation bar up or down. A horizontal bar

indicates the drop location.

Sharing a notebookYou can reduce your correspondence time by using OneNote 2010 shared notebooks. You can work simultaneously with team members in the same shared notebook and track changes in real time.

You can share notebooks on your computer or on a shared network location so that multiple users can contribute notes simultaneously and on an ongoing basis. All authorized users can edit notes in a shared notebook at any time. OneNote 2010 automatically synchronizes all users’ changes to the shared notebook.

Controlling access to your shared notebookYou can help protect your shared notebook by using a password.

To set up a password:

1. On the section bar, right-click the section tab, and then click Password Protect this Section.

2. Under Password Protection, under Current Section, click Set Password.3. In the Password Protection dialog box, in the Enter Password box, type your password.4. In the Confirm Password box, type your password again.5. Click OK.

Showing and hiding authorsIn larger shared notebooks that have many authors and contributors, icons identify (by name) who created which piece of content.

On the Save & Send tab, you can:

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Click Hide Authors to hide or show this information. Click Find by Author to search for changes by a specific author. Click Recent Edits to select the time period for which you want to display changes.

Using unread highlightingYou can see what has changed since you last opened a OneNote 2010 notebook by using unread highlighting.

To display unread content, on the Save & Send tab, click the Next Unread button. Sections and pages that contain unread content appear in bold so that you can easily locate the new information.

NOTE: The user experience of unread highlighting in OneNote 2010 is similar to that of unread messages.

Using version historyYou (or others who collaborate on a notebook) can see older versions of notebook content by using the following OneNote 2010 versioning features:

On the Save & Send tab, click Page Versions to display prior page versions in the Pages task pane, including the date and the author who made the change. Select a page from the page tabs to view a previous version of it.

Use the notification banner below the section tabs to display the Restore Version and Delete Version options.

On the Save & Send tab, click Notebook Recycle Bin to display deleted sections and pages so that you can restore them if you want.

NOTE: You can remove previous pages by clicking the Save & Send tab, clicking Page Versions, and then clicking Delete All Versions in Section, Delete All Versions in Section Group, or Delete All Versions in Notebook.

Taking notesRecording audio and videoYou can supplement your notes by recording audio and video. For audio, you can use either a built-in or an external microphone. For video, you must have a camera (such as a webcam) connected to your computer.

To make sure that your microphone and camera are working properly:

1. Click the File tab to display the Backstage view, and then click Options.2. In OneNote Options, click Audio & Video.3. In the Customize how OneNote makes and plays audio and video

recordings dialog box, review and adjust your audio and video settings, and then click OK.

To record audio or video:

1. On the ribbon, on the Insert tab, click Record Audio or Record Video to

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begin recording.2. Click Stop on the recording control to finish recording.

When you click Stop, the recorded audio or video file appears on the OneNote page. You can play the recording by double-clicking the Windows Media icon.

NOTE: If you have already created an audio or video recording, you can also access the Customize how OneNote makes and plays audio and video recordings dialog box by clicking Audio and Video Settings in the Options group on the Playback tab under Audio & Video.

Inserting screen clippingsWith OneNote 2010, you can copy images from your computer screen or webpages and insert them into your notes. These images are called screen clippings.

To insert a screen clipping into notes:

1. On the ribbon, on the Insert tab, click Screen Clipping.2. Drag the pointer to select the content that you want to capture. The screen image is

automatically inserted into your notes.NOTE: A clipping from a website includes the web address, time, and date at the bottom.

Using note tagsMark notes as important or for follow-up by attaching tags to notes.

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To attach a note tag:

1. Select the notes that you want to tag.2. On the ribbon, on the Home tab, in the Tags group,

click the tag of your choice.To remove a note tag:

Right-click the tag, and then click Remove Tag.NOTE: Because tags are often scattered throughout a notebook, the Find Tags option is useful for quickly searching for and viewing all tagged notes in one location. On the ribbon, on the Home tab, click Find Tags in the Tags group to display the Tags Summary pane.

Using Side NotesYou can use the Side Notes feature to take notes while you’re working in other programs. A side note is a miniature OneNote 2010 window that links the notes that you take to the documents that they reference. A side note contains many basic notebook functions on a toolbar at the top of the window.

To open a side note when OneNote 2010 is not running, click the OneNote icon in the notification area, at the far right of the Windows taskbar.

NOTE: Side notes are stored in a section named Unfiled Notes near the bottom of the navigation bar in OneNote.

Using Linked NotesAs you take notes, OneNote 2010 can automatically link to the appropriate application (such as the Microsoft Internet Explorer browser, Microsoft Word 2010, or the Microsoft PowerPoint 2010 presentation graphics program) by docking OneNote to the side of your desktop as you’re working. This is the Linked Notes feature.

To add a linked note:

1. On the Quick Access Toolbar above the Home tab, click the Doc to Desktop icon . OneNote appears as a narrow vertical window.

2. Open an application or a webpage for which you want to take notes.3. Click to add notes to OneNote, and an icon is placed inline to indicate the

referencing application. You can click the application icon to go back to the exact spot that you referenced.

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To remove links that you don’t want to save:

From within the Doc to Desktop view, click the arrow on the Linked icon , and then select specific links or all links that you want to remove from the page.

To restore OneNote:

On the Quick Access Toolbar, click Full Page View .NOTE: The Linked Notes feature is also available in other Office applications. For example, in Word documents, PowerPoint presentations, and Microsoft Outlook meetings, you can start and dock OneNote by clicking the Review tab, and then clicking Linked Notes in the OneNote group. You can then select the notebook and section where you want to place your linked notes.

Taking advantage of style supportOneNote 2010 offers basic support for simple text styles. It also supports the same keyboard shortcuts as Word and Outlook for styles: Ctrl+Alt+1,2,3 and Alt+Shift+N.

Using digital inkIf you’re using OneNote on a tablet PC, you can handwrite your notes instead of typing them on a keyboard.

To display the various ink and writing tools, click the Draw tab.

OneNote can convert handwritten notes to text. Select the handwritten notes that you want to convert, and then click Ink to Text on the Draw tab.

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For more informationGetting Started with Office 2010http://office.microsoft.com/en-us/support/getting-started-with-office-2010-FX101822272.aspx

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This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2014 Microsoft Corporation. All rights reserved.