Using Microsoft OneNote 2010

Using Microsoft OneNote 2010

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Get comfortable with the various tasks you can accomplish with OneNote. Don't just read about it: see it, hear it, with step-by-step video tutorials delivered through the free Web Edition that comes with every USING book. For the price of the book you get online access anywhere with a web connection--no books to carry, updated content, and the benefit of video learning. Way more than just a book, this is all the help you'll ever need...where you want, when you want!

Show Me Video walks through tasks you've just got to see
The Web Edition of USING Microsoft OneNote, which includes the media files, is available online anytime and anywhere once you've registered your book at

USING Microsoft OneNote includes FREE step-by-step video tutorials to help you quickly master the material. You'll learn how to:

Become familiar with the OneNote workspace
Take, format, organize, search, and share notes
Capture and insert information with screen clippings
Protect and back up important sections and notebooks
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Product details

  • Paperback | 432 pages
  • 152 x 224 x 26mm | 557.92g
  • Que Corporation,U.S.
  • Indianapolis, IN, United States
  • English
  • w. ill.
  • 0789742926
  • 9780789742926
  • 384,448

Back cover copy

Using Microsoft OneNote 2010 is a customized, media-rich learning experience designed to help new users master Microsoft OneNote 2010 quickly, and get the most out of it, fast! It starts with a concise, friendly, straight-to-the-point guide to Microsoft OneNote 2010. This exceptional book is fully integrated with an unprecedented collection of online learning resources: online video, screencasts, podcasts, and additional web content, all designed to reinforce key concepts and help you achieve real mastery. The book and online content work together to teach everything mainstream Microsoft OneNote 2010 users need to know. This practical, approachable coverage guides you through all facets of working with OneNote 2010 including: the fluent UI Ribbon interface, the new tagging options, and multiple-user editing and sharing options that have the ability to link notes to files of other applications (e.g. a web page, PowerPoint slide, or spreadsheet.) The 2010 edition will also cover Quick Filing, improved search navigation, co-authoring, simultaneous sharing, versioning, and much more. Practical, approachable coverage that completely flattens the Microsoft OneNote 2010 learning curve Tightly integrated with online video, screencast tutorials, podcasts, and more: the total learning experience for new Microsoft OneNote 2010 users Companion website offers supplemental media including video, screencast tutorials, podcasts, and much more
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Table of contents

Introduction 1

How This Book Is Organized 1

Using This Book 2

Special Features 3

About the USING Web Edition 3

Chapter 1: Introducing Microsoft OneNote 4

What Is OneNote? 4

What Can You Do with OneNote? 5

OneNote at Home 6

OneNote at Work 7

OneNote at School 8

Other Benefits of Using OneNote 9

Getting Started 10

Creating Your First Notebook 10

Creating a New Notebook 12

Chapter 2: Upgrading from a Previous Version 14

Upgrading from OneNote 2003 14

Upgrading from OneNote 2007 15

Converting a Notebook to the OneNote 2007 Format 16

Converting a Notebook to the OneNote 2010 Format 18

Additional File Conversion Considerations 18

Chapter 3: A Tour of the OneNote Workspace 19

The Ribbon 20

The Quick Access Toolbar 21

The Backstage View 22

The Navigation Bar 23

Section Tabs 24

The Search Box 25

Page Tabs 26

The Editing Pane 27

Chapter 4: Notebooks, Sections, and Pages 28

Working with Notebooks 28

Creating a New Notebook 29

Closing a Notebook 30

Opening a Notebook 31

Deleting a Notebook 32

About Sections and Pages 33

Working with Notebook Sections 33

Naming and Renaming a Section 34

Creating a New Section 34

Changing the Color of a Section Tab 35

Deleting a Section 35

Moving a Section Tab to a Different Location 36

Working with Notebook Pages 36

Adding a Page Title 37

Changing a Page Title 38

Deleting a Page Title 38

Creating a New Page 39

Changing the Appearance of a Page 40

Changing the Size of a Page 41

Changing the Date or Time Stamp on a Page 41

Moving a Page Tab to a Different Location 43

Quickly Minimizing or Maximizing Page Tabs 43

Manually Changing the Size of Page Tabs 44

Deleting a Page 45

Working with Subpages 45

Creating a New Subpage 46

Demoting a Page to a Subpage 47

Promoting a Subpage to a Page 47

Collapsing a Group of Subpages 48

Using Page Templates 50

Applying a Template to a New Page 50

Applying a Template to an Existing Page 52

Automatically Applying a Template to All New Pages 53

Customizing an Existing Page Template 54

Creating Your Own Page Template 55

Downloading Additional Page Templates 56

Chapter 5: Taking and Formatting Notes 57

Taking Notes 57

Typing Notes on a Page 57

Copying and Pasting Text 59

Changing the Default Paste Option 61

Creating More Writing Space in the Middle of a Page 62

Creating More Writing Space at the End of a Page 64

Checking the Spelling of Your Notes 65

Saving Notes 66

Taking Audio and Video Notes 66

Creating an Audio Recording 67

Playing Back an Audio Recording 68

Exporting an Audio Recording 69

Creating a Video Recording 69

Playing Back a Video Recording 71

Exporting a Video Recording 71

Enabling Searching in Audio and Video Recordings 72

Taking Notes in Your Own Handwriting 72

Handwriting and Drawing Notes 73

Displaying Additional Pens and Highlighters 74

Customizing a Pen or Highlighter 75

Choosing a Handwriting Mode 76

Selecting Handwriting or a Drawing on a Page 77

Creating a Custom Selection from Handwriting or from a Drawing 78

Changing the Formatting of Handwriting or a Drawing 79

Converting Handwriting to Text 80

Erasing Specific Parts of Handwriting or a Drawing 81

Erasing an Entire Selection of Handwriting or a Drawing 82

Scrolling Through Ink Selections on a Page 82

Formatting Text 83

Setting the Default Font 83

Changing Basic Text Formatting 84

Using the Styles Gallery 85

Inserting Symbols and Special Characters 87

Copying and Applying Formatting with the Format Painter 89

Clearing All Formatting from Text 92

Formatting Paragraphs 93

Creating a Bulleted List 93

Creating a Numbered List 94

Aligning Text on a Page 95

Changing Paragraph Spacing 95

Indenting Text on a Page 97

Creating a Hierarchical Outline in Your Notes 98

Chapter 6: Collecting and Researching Information 103

Meet the OneNote Screen Clipper and Launcher 104

Turning the Screen Clipper and Launcher On or Off 106

Keeping the Screen Clipper and Launcher Permanently Displayed 107

Inserting Pictures and Screen Clippings 109

Inserting a Picture from a File 110

Inserting Pictures into Notes 111

Inserting a Picture from a Scanner 112

Inserting a Screen Clipping on the Current Page 114

Inserting a Screen Clipping with Quick Filing 116

Collecting All Future Screen Clippings in One Place 118

Formatting Pictures and Screen Clippings 120

Resizing or Scaling a Picture 120

Restoring a Modified Picture to Its Original Size 122

Moving a Picture to Another Place on a Page 123

Rotating Pictures on a Page 124

Overlapping Multiple Images on a Page 125

Copying Text from Pictures 128

Entering Alternative Text for an Image 129

Setting a Picture as the Page Background 131

Working with Links 132

Creating a Link from Typed Text 133

Creating a Link from Selected Text 134

Creating a Link from a Picture 135

Modifying a Link in Your Notes 136

Removing a Link from Your Notes 137

Inserting Documents and Files 138

Inserting a Copy of a File on a Page 138

Inserting a File Printout on a Page 141

Inserting a Scanner Printout on a Page 143

Doing Research with Side Notes 144

Creating Side Notes 146

Reviewing Side Notes 148

Moving Side Notes to Your Existing Notes 150

Doing Research with Linked Notes 151

Beginning a Linked Notes Session 153

Ending a Linked Notes Session 155

Viewing Linked Notes 156

Disabling or Reenabling Linked Notes 158

Using the Research and Translate Tools 158

Setting Options for the Research Task Pane 159

Searching with the Research Task Pane 160

Adding Research Services 161

Translating a Word or Phrase with the Research Pane 162

Setting Your Preferred Mini Translator Language 163

Translating Text with the Mini Translator 164

Chapter 7: Organizing and Searching Notes 166

Organizing Items on a Page 166

Merging Note Containers on a Page 167

Organizing Notes Chronologically 169

Using Rule Lines and Gridlines to Organize Objects on a Page 170

Using Tables to Organize Information 171

Creating a Table 172

Inserting a New Row in a Table 175

Inserting a Line Break Within the Current Table Row 176

Inserting a New Column in a Table 176

Resizing a Table Column 177

Selecting an Entire Table 178

Selecting a Column in a Table 179

Selecting a Row in a Table 179

Selecting a Single Cell in a Table 180

Aligning Text Within a Table Cell 180

Showing and Hiding Table Borders 181

Deleting an Entire Table 182

Deleting a Column in a Table 182

Deleting a Row in a Table 183

Using Keyboard Shortcuts to Modify Tables 184

Navigating Notebook Content with Links 184

Creating a Link to a Specific Notes Page 185

Creating a Link to a Specific Notebook Section 186

Creating a Link to a Specific Notebook 187

Creating Wiki-Style Links to Other Locations in Your Notebook 188

Organizing the Pages and Sections in a Notebook 190

Displaying the Hierarchy of a Notebook on the Navigation Bar 191

Moving or Copying a Notes Page 193

Moving or Copying a Notebook Section 194

Merging One Notebook Section into Another 195

Combining Multiple Sections into a Section Group 195

Deleting Unwanted Pages or Sections 197

Prioritizing and Categorizing Notes with Tags 198

Applying a Tag to a Note 199

Using the To Do Tag 201

Search for Tagged Notes 201

Removing a Tag from a Note 203

Customizing Note Tags 203

Searching Notes 205

Turning Audio Search On or Off 206

Turning Text Recognition in Pictures On or Off 207

Searching for Text on the Current Page 208

Searching for Text with Instant Search 209

Searching for Text with the Search Results Task Pane 211

Troubleshooting Problems with Search 212

Chapter 8: Security Features in OneNote 216

Keeping Private Notes Private 217

Locking a Notebook Section with a Password 217

Unlocking a Protected Section 220

Locking All Protected Sections in a Notebook 221

Changing the Password for a Protected Section 222

Removing the Password for a Protected Section 223

Setting Password-Protection Preferences 224

Backing Up Your Important Notes 226

Selecting a Backup Location 227

Changing the Automatic Backup Time Interval 229

Changing the Number of Backups to Keep 230

Immediately Backing Up All Changed Files 232

Immediately Backing Up All Notebooks 233

Copying Your Notebooks to a USB Drive 233

Restoring Notes from a Backup 234

Opening a Set of Notes from a Backup Folder 235

Restoring an Entire Section from a Backup 236

Restoring Selected Pages from a Backup 237

Chapter 9: Sharing Notes with Other People 239

Printing Your Notes 241

Previewing Notes Before Printing 241

Printing Notes 243

Sharing Notes in E-mail 244

Requirements for Using E-mail Features in OneNote 244

Sending Notes in an Outlook Message 246

Sending Notes as an Outlook Attachment 247

Sending a Copy of One or More Pages in an E-mail 248

Sending a Copy of a Section in an E-mail 249

Sending a Copy of an Entire Notebook in an E-mai 251

Publishing Your Notes Online 252

Saving Notes as a Web Page 252

Saving Notes as a PDF or XPS File 253

Saving Notes as a Microsoft Word File 254

Collaborating with Others in Shared Notebooks 255

Creating a New Shared Notebook 257

Sharing an Existing Notebook 259

Adding or Changing Notes in a Shared Notebook 260

Inviting Others to Your Shared Notebook 261

Synchronizing a Shared Notebook 264

Working Offline in a Shared Notebook 268

Showing or Hiding Author Information 269

Catching Up on Unread Notes 272

Searching Shared Notes by Author 273

Viewing Recent Edits in Shared Notes 274

Viewing and Managing Multiple Versions of a Changed Page 275

Viewing the Contents of the Notebook Recycle Bin 277

Closing a Shared Notebook 279

Sharing Notes in the OneNote Web App 280

Creating a Free Windows Live SkyDrive Account 280

Creating a SkyDrive-Based Shared Notebook 282

Opening a SkyDrive Notebook in the OneNote Web App 288

Allowing Others to View or Edit Your SkyDrive Notebook 290

Downloading a Copy of Your SkyDrive Notebook 293

Deleting a SkyDrive Notebook 294

Displaying Content from Features Not Supported by the OneNote Web App 294

Chapter 10: Using OneNote with Other Programs 296

A Quick Note About Interface Differences 297

OneNote Integration with Windows 298

Printing from Any Windows Program to OneNote 299

Using the OneNote Screen Clipper and Launcher in the Windows Notification Area 301

OneNote Integration with Internet Explorer 302

Displaying the OneNote Command Buttons in Internet Explorer 8 302

Displaying the OneNote Command Buttons in Internet Explorer 9 303

OneNote Integration with Word 305

Saving Notes as a Word Document 305

Sending a Notes Page to Word as a Printout 306

Creating a Blog Post from Your Notes with Word 306

OneNote Integration with Outlook 308

Sending Notes in an Outlook Message 308

Inserting Outlook Meeting Details into Your Notes 309

Flagging Important Notes as Outlook Tasks 311

Archiving Outlook E-mail Messages in OneNote 313

Linking Outlook Meetings to OneNote Meeting Notes 315

Linking Outlook Contacts to OneNote Pages 316

OneNote Integration with PowerPoint 318

Printing a PowerPoint Presentation to OneNote 318

Chapter 11: Using OneNote on Your Mobile Phone 320

OneNote Mobile on Windows Phone 7 320

Starting OneNote Mobile on Windows Phone 7 321

Exploring the OneNote Mobile Guide 322

Creating a New Note 322

Correcting Text in a Note 323

Formatting Text in a Note 324

Creating Lists in a Note 325

Adding a Picture to a Note 327

Adding an Audio Recording to Your Note 328

Sending a Note in E-mail 328

Synchronizing Your Notes with SkyDrive 329

Searching Your Notes 331

Deleting Notes 331

Checking for Updates 332

OneNote Mobile on iPhone 332

Downloading OneNote Mobile for iPhone 333

Starting OneNote Mobile for iPhone 334

Creating a New Note 335

Creating Lists in a Note 336

Adding a Picture to a Note 336

Sending a Note in E-mail 337

Synchronizing Your Notes with SkyDrive 337

Searching Your Notes 338

Deleting Notes 339

Checking for Updates 339

Chapter 12: Customizing OneNote 2010 341

Setting Display Preferences 343

Showing or Hiding the Ribbon 343

Changing the Current Page View 344

Displaying Rule Lines or Gridlines on All New Pages 345

Zooming the Page Display 347

Opening Additional OneNote Windows 348

Displaying a New Docked Window 349

Docking New Side Notes to the Desktop 350

Keeping OneNote Visible over Other Windows 351

Displaying Page Tabs on the Right or Left 352

Turning the Floating New Page Button On or Off 352

Displaying the Navigation Bar on the Left or Right 353

Displaying the Vertical Scrollbar on the Left or Right 354

Changing the Microsoft Office Color Scheme 354

Turning the OneNote Taskbar Icon On or Off 355

Turning Screen Clipping Notifications On or Off 356

Turning Linked Notes Thumbnails On or Off 357

Customizing or Hiding the OneNote E-mail Signature 359

Changing How Tagged Notes Are Displayed on a Tags Summary Page 360

Customizing the OneNote Workspace 361

Changing the Location of the Quick Access Toolbar 361

Adding or Removing Quick Access Toolbar Commands 362

Exporting Your Quick Access Toolbar Customizations for Use on Other Computers 365

Resetting Your Quick Access Toolbar Customizations 366

Adding Commands to the Ribbon 366

Removing Commands from the Ribbon 369

Renaming Ribbon Tabs or Groups 370

Exporting Your Ribbon Customizations for Use on Other Computers 371

Resetting Your Ribbon Customizations 372

Setting Preferences for Editing and Searching 372

Setting the Default Font 372

Changing the Default Measurement Unit 373

Turning Note Containers On or Off 373

Showing or Hiding the Mini Toolbar when Selecting Text 374

Turning Automatic Spell Checking On or Off 375

Viewing or Editing the Word List in Your Custom Dictionary 375

Setting AutoCorrect Options 376

Showing or Hiding the Paste Options Button when Pasting 377

Including or Suppressing Source Links when Pasting from the Web 378

Automatically Applying Numbers or Bullets to Lists 379

Automatically Calculating Mathematical Expressions in Notes 379

Enabling or Disabling Automatic Wiki Link Creation 380

Disabling Linked Notes Creation in a Docked Window 381

Removing Links from Linked Notes 382

Turning the Scratch-out Gesture On or Off 383

Turning Pen Pressure Sensitivity On or Off 383

Automatically Switching Between Inking, Selecting, Typing, and Panning 384

Enabling or Disabling Text Recognition in Pictures 385

Enabling or Disabling Word Recognition in Audio and Video Clips 385

Adjusting OneNote Performance Settings 386

Modifying the Default Location of New Notebooks 386

Modifying the Location of Unfiled Notes 387

Modifying the Location of Your Backups 387

Modifying the Default Locations of Notes, Outlook Items, and Screen Clippings Sent to OneNote 388

Changing Office Language Preferences 388

Optimizing OneNote for Laptop Battery Life 389

Customizing OneNote Installation Options 390

Personalizing Your Copy of OneNote 2010 390

Changing OneNote 2010 Setup Options 390

Repairing Your OneNote 2010 Installation 392

Checking for OneNote 2010 Software Updates 392

Setting Preferences for the OneNote Taskbar Icon 393

Displaying OneNote 2010 Version Information 394

Thank You! 394

Index 397
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About Michael C. Oldenburg

Michael C. Oldenburg is a technical writer in the Office division at Microsoft Corporation. Professionally and privately, Michael is dedicated to helping people learn and enjoy what their computers can do. For the past 15 years, he has worked on a variety of software--including Microsoft FrontPage, PhotoDraw, Search Server, and OneNote. Previously, Michael worked as a network administrator in a mixed PC/Mac environment, as an international support specialist for European territories, and as a corporate trainer. His OneNote blog is currently published at
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