• May 4, 2020
  • by Sasha Weiman

Creating New Notebooks with OneNote

OneNote Tips & Tricks – Part 2


Stefano: Hi, it’s Stefano Walker again with the WBM marketing team. I’m back with Sasha Weiman, a resident expert on all things O365 related. In this episode, we’re talking about creating new notebooks with OneNote. Sasha, we’ve got a good feel now for what the app looks like. Now, how do you recommend setting this up?

Sasha: I’m going to walk through creating a new notebook. I go File, New, and then I choose my save location. OneDrive is if I want the notebook to be saving to my OneDrive. I can choose a site, if I want to create a team site where I can share a notebook with team members, I would choose this. You can save to your computer but I don’t recommend it because if anything ever happens to your computer you may lose your entire notebook because those files will be gone and they weren’t saving to the Cloud. In this case, I’m going to save it to my OneDrive. Every OneDrive automatically has a folder called OneNote notebooks. I’m going to save it in there and I’m going to name my notebooks. I’m going to call it demo testing. I’m going to create.

It’s going to allow me to invite people into this notebook if I’d like to but I’m not going to do this. I want this to be a personal notebook for me. Immediately, you see it shows up on the side here. I don’t have any sections or pages inside of it. Here’s where you would think out what your notebook would look like to you so what do I want to keep track of. I’m thinking of my sections right now and one of the sections I would normally use and a lot of people would use would be meetings. I’m going to add a page or add a section up here. I’m going to call it meetings. I now have a section inside of my notebook for any meeting notes I have. A best practice I have at the start of each day is I like to set up my notebook for the day, especially if you’re going to be on the go.

You can look at – you can navigate up to the ribbon and you’re on the home ribbon and you can go to meeting details and you can choose the different meetings you have for the day. I’m going to do my afternoon. What it does is it inserts the meeting date, the location of the meeting, a link to the original Outlook request, the invitation message that came in the email, and who the participants are. You now have this field where you can fill in your notes and you can write things out. It’s just really handy because you don’t have to log who was in attendance at the meeting. You don’t have to look in your Outlook email to see what the purpose of the meeting was. It can all be right inside of your OneNote.

Another really great thing is that you can email the page after the fact. If I choose the email page button, it’s going to automatically pull in everyone who was invited to the meeting, it’s going to put the subject of the meeting, and then it’s going to pull in all of the notes detailed so that I can send this to someone. Not everyone has be taking notes. We can designate one person to take notes and then send it out.

If you have a lot of meetings, one of the things people don’t know that exists is you can create these subpages and promote subpages inside of your notebook. If you had a certain type of meeting you’re attending, say you’re doing team meetings, and this AMA was a team meeting, I could make this a subpage and it would fit in under my team meetings now. If you start to have a really long field of meetings here, you can collapse those and make your view a lot nicer. That’s a handy feature to know about and it helps you keep your notebook organized and clean. You can add different sections along the top. Maybe you have some things you’d like to know about training, maybe you have some processes you want to document inside of it.

There’s really no end to the different sections that you can create, just like notes in a binder. Then if you want to remove sections, you can. You can rename them. You can export them. When you export, you would be able to send a section to someone if you wanted to. You could copy a link and share a section. You can even password protect a section. If you do share a notebook with a group of people and you only want certain people to be able to see that, you can set up a password and then they would be able to get in there with that password. Then you can change the color if you really are into different labeling and that sort of thing.

Stefano: Okay, great. Thanks again, Sasha. That’s a terrific overview on getting started and some of the basic functions using OneNote. Please join us again for the next installment that’s entitled Advanced Customization of your OneNote. Looking forward to seeing you then.

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Sasha Weiman

Sasha Weiman

Sasha works as a Solutions Consultant and Office 365 Service Adoption Specialist on WBM’s End User Experience team. Having started out in Customer Care at WBM, she is passionate about working with users to understand how they work and what technical resources they feel could better enable them. She works closely with our clients to plan out the deployment of technical tools that users will not only adopt, but also continue to use to drive the organization forward into a more modern and mobile workplace.

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