Question: Do you have any handouts or learning resources for OneNote?
Answer: I recently stumbled upon a really great resource at Microsoft, 15 minute video blogs every Tuesday around 11:15 a.m. – our time. November 12 featured OneNote for the Holiday. It is a very nice, quick overview on how to use OneNote, and it includes other links to OneNote resources.
Using OneNote for holiday planning is a fun way to learn the application, and then you can feel more comfortable using it for work projects. Not only that, you can save your notebook “in the cloud” so that you can use it or share it with others from home computers, tablets or smartphones! I have used OneNote to keep track of holiday card lists, gift lists, recipes, decorating, vacation planning, gardening, and of course, work projects! You must not, however, keep work notebooks in the cloud if you have sensitive information. But you can save OneNote notebooks on secure network drives to share with others. OneNote also integrates well with other Microsoft applications, especially Outlook.
Be sure to check out Microsoft’s list of 15 minute video blogs.
Question: I have an Excel spreadsheet with 3000 names that I would like to create folders for on my shared network drive. We need to keep files and other information for these people and would like to have the names stored in folders by As, Bs, etc. . Is there an easy way to do that?
Answer: There may be a procedure to do that, but I think a more efficient way to keep track of names and subsequent information for them would be to create a OneNote2010 notebook on a shared network drive. This is a perfect project to show the powerful capabilities of OneNote.
Create sections of the OneNote notebook with the Letters of the Alphabet and then create pages for each student. Within these pages you can create subpages which can hold files, notes, images, recording, etc. You can create this in just a few minutes by Importing the list from Excel into Outlook 2010 Contacts, and then select the “A” contacts and click OneNote in the ribbon. This will send the Contact information to OneNote pages. Do this for each section. See more detailed steps below:
- In your Excel file, make sure your workbook contains only one worksheet with headings at the top. It is best to have headings Name and E-Mail for it to import correctly into Outlook.
- Name your data range in Excel and save the file in 2003 (.xls) format.
- Go to your Outlook contacts view and and right click on Contacts to create new folder – call it something like “Students”
- Click File > Open > Import > Import from another program or file.
- Verify that the names imported correctly into your Outlook Contacts.
- Create a OneNote Notebook on your shared network drive.
- Create sections for the letters of the Alphabet.
- Go back to your Outlook contacts and select the names you wish to place in the A section (using Shift or Ctrl to select the names) and click OneNote in the ribbon and place in the appropriate notebook section. Continue this for each section of names. You could also select all Contacts and click OneNote, sending all names at once. Then create new pages for each letter of the alphabet and indent the contact pages by dragging slightly to the right, creating subpages.
- You can now add notes, drawings, images, files, Outlook messages, appointments and even recordings into OneNote pages. You can also create lists or tags which you can search on.
Learn more about OneNote 2010 in our basics class coming up 4/22 from 1-3 p.m. which you can sign up for by going to www.unmc.edu/its/training.htm . You can find several other tutorials and resources on OneNote at Microsoft, including:
Question: I love the feature in OneNote when you copy a screen clip into OneNote that it includes the link. But when I tried this at home the link wasn’t included. What am I doing wrong?
Answer: I just discovered this myself, and found that only Internet Explorer includes the link, not with Firefox, Chrome, Safari etc.
Question: I need to work on a research project with several co-workers. Some of us will be collecting on-line research articles, others will collaborate on writing a paper or creating a PowerPoint presentation, collecting data, creating charts and more. What do you recommend to keep all this information organized so that everyone can find it and use it easily?
Answer: You may want to try OneNote. This is an application that comes with Microsoft Office and will allow you to keep all this information in one “notebook” that can be shared on a network drive. There are several tutorials at Microsoft, but ITS is offering a short “Autumn Tricks and Treat” session on Tuesday, October 16 from 2:00-3:30 p.m. showing how to use OneNote 2010. Click here to register.
Question: How do I change recurring meetings in Outlook without changing or losing previous meeting history?
Answer: This seems to be an annoying problem in Outlook, and one you have to be very careful with. If you make any changes to a recurring entry, it could change your previous entries. In addition, if you have information in your message area in individual entries that is not part of the series, that information will be deleted. This is what we recommend when working with recurring entries:
- Do not include important data within your repeating entries. Instead, use the Notes feature within Outlook, which you can view in a list to see dates of the notes (click Notes at the bottom of your Outlook navigation pane – left side). You may also want to consider using OneNote or even a Word document.
- Do not schedule recurring meetings with “No end date.”
- If you are making changes to just one entry, do not select changing the entire series.
- If you change information on the repeating series, existing repeating entries will change to include the same information. For example, changing the location will change it on all entries. If you change the End date or other fields, you may get prompted with “Any exceptions associated with this recurring appointment will be canceled.” This means that anything you have included or changed on individual appointments in that series will be deleted.
- Instead, copy an existing repeating entry to another date by holding Ctrl and dragging to another date, then change the new recurrence information (start date, end date, location, etc) for the new series.
- If you change the original series end date, just realize that any notes on individual entries will be deleted.
- When creating recurring meetings, it is recommended you change the “No end date” to include no more than one year.
Below is a suggestion found on using Onenote to keep notes from meetings (from http://sherylcanter.com/wordpress/2008/12/change-outlook-recurring-appointments-without-losing-exceptions/)
“OneNote offers some workaround here as well. You can right click on an appointment and click “meeting notes” which will create a new page in OneNote with all the information from the appointment and any notes that are stored there, including the date, time, and location of the meeting. Then everything can be “filed” into notebooks. Then you don’t have to rely on Outlook to store any data and it doesn’t matter if appointments in the past are lost because you have a record of it in OneNote. I find it convenient to be able to sort things into notebooks in OneNote and put everything in my own order instead of having to search through my calendar for information. OneNote will also store links to documents or screenshots of documents and keeps attachments available when you export an email message to OneNote.”