OneNote’s latest feature on Windows will help users enhance productivity

By | 26/10/2022

Do you take piles of notes lying effectually your computer? Are you constantly writing things down in different notebooks, then scrambling to find where you put the notes from that last projection update or squad meeting?

Microsoft OneNote is your answer. Information technology has all the productivity and organization you demand conveniently tied to all your other Microsoft applications and functions.

We’re BIG fans of OneNote at Innovative. About every department and team use it for meeting agendas and notes, managers and team members employ it to shop shared documents, and project managers use it to keep runway of client meeting notes and follow-upwardly tasks. It is arguably one of the most powerful yet underutilized applications in the Microsoft Role suite.

In this commodity, nosotros’ll outline the
most notable uses for OneNote.

What is Microsoft OneNote

OneNote is a Microsoft Part note-taking application used to store, organize, and share information. While note-taking is its core role, OneNote tin house everything from handwritten notes to video recordings.

OneNote is comparable to Evernote and Google Keep, merely Microsoft users volition likely find it more than convenient to use in tandem with your other Microsoft applications.

OneNote typically stores data in the cloud, utilizing either SharePoint or OneDrive. This allows you to access your notebooks across multiple devices, including mobile devices. It tin can be configured to store data locally on your PC or a networked server, but that approach eliminates your ability to access data across multiple devices.

RELATED Commodity:
Before storing critical or sensitive information in the cloud, exist sure y’all understand Microsoft 365’due south data retention and recovery limitations and capabilities.

At present that we’ve covered what OneNote is and where its data lives let’due south swoop into the best ways y’all can use information technology to improve productivity.

Organizing Notes and Project Outlines

This is the core use of OneNote, and there is a lot yous tin can exercise with information technology. OneNote allows you to create separate notebooks used for different projects, clients, departments, and more. It is versatile plenty for near any purpose that requires keeping a record of whatever blazon of information.

Within each notebook, you tin can create sections and sub-sections. Inside each section, y’all create individual pages.

On each page, you tin can type, draw, make handwritten notes, attach files, add images, record videos, link to other resource, and and so much more.

Innovative has many examples of using OneNote to organize meetings, projects, and teams. One example is how Innovative uses OneNote to organize meetings and tasks between managers and straight reports. Each director shares a OneNote notebook with each direct report.

Each manager/direct report notebook is structured a little differently depending on the person’southward role. But by and large, there is one department dedicated to one-to-one meetings between the employee and manager. This section includes a page with the date of each meeting. Other sections might consist of professional development plans, special projects or assignments, and reporting areas for key performance indicators (KPIs).

Keeping Rails of Meeting Notes, Agendas, and Tasks

OneNote integrates seamlessly with Microsoft Outlook. Therefore, you lot tin import meetings from Outlook directly into OneNote, take notes, and email them to everyone included in the meeting.

Gone are the days when you had to type notes after a meeting to send to others. Information technology is automated and more than accurate, saving you lot a lot of time.

When you create a meeting in Outlook, click the OneNote “Meeting Notes” icon at the top of the calendar appointment. If you’re the meeting organizer, yous can cull to share notes with all meeting participants or take notes just for yourself.

onenote meeting invite

OneNote then lets you choose or create a notebook and department to store your meeting notes and creates a new page with the title of your meeting and all of the Outlook appointment details, including appointment, fourth dimension, location, and participants. Participants are automatically listed in the OneNote with checkboxes next to their names so you can keep track of omnipresence.

onenote meeting notes

After taking your meeting notes in OneNote, you can email them to all of your meeting participants by clicking the “Email Page” button on the “Home” tab.

onenote email page header

The email will include all the information on the OneNote page and a link for participants to open the notes in their OneNote application.

onenote page email

You can fifty-fifty create Outlook Tasks in OneNote past selecting a line of text and choosing the advisable chore due appointment from the “Outlook Tasks” dropdown menu on the OneNote “Home” tab.

onenote task

OneNote will automatically generate an Outlook chore including the selected text from OneNote and a link back to the chore flagged on the OneNote page.

onenote outlook task

If y’all’re using your OneNote to continue runway of your to-do list, y’all tin even mark your Outlook tasks consummate in OneNote by but clicking the red flag icon next to your to-do. It volition then turn to a light-green checkmark and note your Outlook job as complete.

onenote task complete

Storing and Scanning Documents

Not all of the information surrounding a project, team meeting, or training is digital. You might brainstorm with a grouping on a whiteboard, need to reference hard copies of class materials, or receive a signed hard copy of a contract.

You lot can store images or PDFs of all of these things direct in your OneNote notebooks. If y’all already accept a digital re-create of the information as a photograph or other file, get to the “Insert” tab on the OneNote ribbon and insert or attach the file using whatsoever applicable methods. You can also drag and driblet the file icon directly into the page.

If you don’t have the data in a digital file, yous tin can scan directly to OneNote using the Microsoft Lens app for Android or iOS devices.

Microsoft Lens allows y’all to scan documents or images to paradigm files, searchable PDFs, or create editable Discussion or PowerPoint documents. Y’all can send scanned documents directly to OneNote or anywhere in OneDrive.

Converting Handwritten Notes to Searchable Text

Using OneNote on a touchscreen device with a stylus allows you to take handwritten notes, just like a traditional notepad. The power of OneNote, beyond digitally labeling and organizing your handwritten notes, is what you tin do with them.

After yous take handwritten notes, you tin make them searchable and exercise everything you lot can do with any text in OneNote by converting your handwriting to text.

To convert handwriting to text, go to the “Describe” tab on the ribbon choose the “Lasso” tool. Lasso select your writing, ensuring you capture all of your writing inside the selection. And then, right-click on the selected text and choose “treat selected text every bit,” then click on “handwriting.” And then, you can click on “Convert Ink to Text” on the Convert carte du jour of the Draw tab.

Once you convert your handwriting to text, you can change the formatting, tag it equally a to-do, search for fundamental terms, or whatsoever other office you tin can do with typed text in OneNote.

Become More Out of Your Microsoft 365 Investment with OneNote

These functions are just the tip of the iceberg of what OneNote can do for you lot, but they are the features we’ve establish almost benign for our team at Innovative. The possibilities of how OneNote can organize your business and life are endless.

Leveraging OneNote to ameliorate your productivity, communication and documentation can significantly meliorate your return on the investment you lot’re already making in Microsoft 365 licenses.

Need an IT partner who can help you meliorate leverage the tools you lot’re already paying for, similar OneNote? Innovative tin assist. Check out our managed and co-managed It services.

Managed IT Services