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 OneNote
Your digital notebook

Your World, organized

Get organized in notebooks
you can divide into sections
and pages. With easy
navigation and search, you’ll
always find your notes right
where you left them.

Gather your thoughts…

Quickly capture important information and ideas through
images, videos, audio recordings, as well as ink and voice.

…then make them even better

Revise your notes with typed or handwritten text, and
highlight and annotate what’s important. With OneNote on all
your devices, you’ll never miss a flash of inspiration.

Share and collaborate

Great minds don’t always think alike, but they can share ideas
and create together in OneNote.

For more information, visit

www.microsoft.com/onenote
Conversational OneNote Essentials
by Heather Severino
© 2020 Conversational Geek
Conversational OneNote Essentials
Published by Conversational Geek® Inc.
www.conversationalgeek.com

All rights reserved. No part of this book shall be reproduced, stored in a retrieval
system, or transmitted by any means, electronic, mechanical, photocopying, recording,
or otherwise, without written permission from the publisher. No patent liability is
assumed with respect to the use of the information contained herein. Although every
precaution has been taken in the preparation of this book, the publisher and author
assume no responsibility for errors or omissions. Nor is any liability assumed for
damages resulting from the use of the information contained herein.

Trademarks
Conversational Geek, the Conversational Geek logo and J. the Geek are trademarks of
Conversational Geek®. All terms mentioned in this book that are known to be
trademarks or service marks have been appropriately capitalized. We cannot attest to
the accuracy of this information. Use of a term in this book should not be regarded as
affecting the validity of any trademark or service mark.

Warning and Disclaimer

Every effort has been made to make this book as complete and as accurate as possible,
but no warranty or fitness is implied. The information provided is on an “as is” basis.
The author and the publisher shall have neither liability nor responsibility to any person
or entity with respect to any loss or damages arising from the information contained in
this book or programs accompanying it.

Additional Information
For general information on our other products and services, or how to create a custom
Conversational Geek book for your business or organization, please visit our website at
ConversationalGeek.com

Publisher Acknowledgments
All of the folks responsible for the creation of this book:
Author: Heather Severino
Project and Copy Editor: Pete Roythorne
Content Contributors: Vee Paliwal
Tricia Van Hollebeke
Tony He
Ayubu Audu
Michael C. Oldenburg
Amy Huang
 The “Conversational” Method
We have two objectives when we create a “Conversational”
book. First, to make sure it’s written in a conversational tone so
that it’s fun and easy to read. Second, to make sure you, the
reader, can immediately take what you read and include it into
your own conversations (personal or business-focused) with
confidence.

“Geek in the Mirror” Boxes

We infuse humor and insight into our books through both
cartoons and light banter from the author. When you see one
of these boxes it’s the author stepping outside the dialog to
speak directly to you. It might be an anecdote; it might be a
personal experience.

Within these boxes I can share just about

anything on the subject at hand Read ’em!
 What is Microsoft OneNote?

You probably take notes every day. These might be

handwritten notes with pen and paper listing meeting action
items, team brainstorming, class notes, or personal journaling.
While this analog way of notetaking works some of the time,
what about when you are miles away from your desk and need
to access those notes right away?
OneNote is here to help. It provides a digital way for you to
capture typed, handwritten, and other types of notes, all neatly
organized in notebook sections.

OneNote is available across various desktop, tablet, and mobile

platforms.

Let’s get you familiar with each of these before we get into the
notetaking fundamentals.

OneNote (previously called OneNote 2016)

This application can be downloaded along with the other

desktop applications that are part of a Microsoft 365
subscription.

Throughout this book, the content will focus around this

version of OneNote unless otherwise noted.

Figure 1: OneNote app interface

OneNote for Mac

Figure 2: OneNote for Mac app interface

OneNote for Web

This is a free app that can be accessed with a Microsoft

account.

Figure 3: OneNote for Web app interface

OneNote for Windows 10

This application is available for free from the Microsoft Store.

Figure 4: OneNote for Windows 10 app interface

If you have both OneNote (previously

called OneNote 2016) and OneNote for
Windows 10 installed on your computer, you
may be asking which should I use? It’s a matter
of personal preference. If you prefer feature
richness, OneNote is the recommended
client on Windows.
OneNote for Android

Figure 5: OneNote for Android app interface

OneNote for iOS

Figure 6: OneNote for iOS app interface

Fun Facts:
While the OneNote app was originally being
developed it was codenamed Scribbler.
The first release of this app was announced
in the fall of 2002, and shipped with
Office 2003.
The Basics
When you launch OneNote for the first time, the app will
ensure you have a notebook to work in. If you’re signed in with
a work or personal account, OneNote will create a cloud-
connected notebook. If you don’t sign in, OneNote will create a
local notebook called “My Notebook”.

Figure 7: A locally saved notebook called My Notebook

My Notebook is a local notebook saved on your computer’s

hard drive. This means you can only access it locally from that
device. While creating a notebook, you can choose to save it to
OneDrive, a cloud document library that is part of your
Microsoft 365 subscription.

As the OneNote team likes to say, “a cloud

notebook is a happy notebook!”

This is the symbol indicating the Sync status

for a cloud notebook in OneNote for the Web
and OneNote for Windows 10.
When edits are made to a cloud notebook it syncs this change
back to the OneDrive library where it is saved, as well as any
other devices you might be accessing this notebook from, such
as a computer, tablet, or mobile device.

Watch this video to learn how to sync to

the cloud.

https://aka.ms/SyncScreens

On a side note, if you open OneNote for Windows 10 or

OneNote for Web and the open notebook has your name and
organization name (i.e. Heather @ Conversational Geek), this is
the default notebook that resides in your OneDrive for
Business document library.

Customize the OneNote Interface

Before you start getting your notebook organized for
notetaking, you may want to customize the interface.

If more notetaking space is needed, the ribbon can be

collapsed by double-clicking the ribbon tab or with the
keyboard shortcut, Ctrl+F1. When you need to access ribbon
commands, follow the same process to display it again.

If you plan to switch between many notebooks, the notebook

pane can be pinned to the side of the app. Select the arrow
next to the current notebook name to display the notebook
panel, then select the Push Pin to pin the panel to the side of
the app, making it always viewable.

The default setting for the Pages panel is to the right of the
current Section page in view. You can change this to display on
the left, next to the Notebook panel. Head on over to the File
tab, then select Options, next select Display, and check the box
labeled Navigation bar that appears on the left. Select OK.

Figure 8: OneNote Options Display menu

Making this setting change more closely mimics the navigation

layout of the OneNote for Web and the OneNote Mobile apps.

If you’re a fan of shortcuts, you will likely also be a fan of the

Quick Access Toolbar (QAT). Out of the box it includes
shortcuts to commands such as Back and Undo. As you
discover a command in the ribbon that you use frequently (or
maybe not enough to remember where it’s located), right-click
the command, then from the context menu select Add to Quick
Access Toolbar. Now it’s listed on the QAT for quick access, no
matter what ribbon is in view.
 The Quick Access Toolbar can be moved below
the ribbon area. This is my personal preference
as it brings the commands closer to where I
am taking notes. It also gives you more room
to add lots of command shortcuts!

If you work in a low light area of your office or home, you can
improve the readability of the app interface and your notes by
switching to Dark Mode. Making this change switches the
interface elements from light to dark colors without losing
fidelity. To enable this setting, head on over to the File tab,
select Options, select General, and then from the Office
Themes context menu select Black.

Give Notes Structure

The most common question I get from OneNote fans is
“What’s the best way to organize a notebook?” Are you ready
for the answer? Drum roll, please… You get to decide. Your
notebook is flexible, so you can organize it how you want!

My advice is to consider how you organize paper notes and

documents as well as digital documents in folders and
subfolders. Does the system work? If not, what might you
change? Take these considerations and turn them into a
notebook productivity system (structure) that works best for
your workflow.
 My favorite conference to attend each year is
Microsoft Ignite. At the 2019 Microsoft Ignite
conference, Ben Hodes made a huge OneNote
announcement to a packed room of more than
1,000 attendees (so packed I was sitting on floor
in the corner taking notes with my iPad).
When he announced that OneNote 2016 was
coming back the crowd roared with excitement!
OneNote 2016 was slated to go away and be
replaced by OneNote for Windows 10. I can’t
help but think this change happened because
OneNote 2016 was loved by so many. After all
it’s “Your OneNote for taking notes, your way.”
You can read more about that big
announcement at:
https://techcommunity.microsoft.com/t5/office-
365-blog/your-onenote/ba-p/954922

Give your notebook structure by creating tabbed sections for

project names or specific topics. Think of these sections as the
digital equivalent of a three-ring binder with color section tabs
that’s likely sitting in your office right now, or, that Mead ®
Trapper Keeper ® that you may possibly have had back in
school to organize (trap) your homework, class notes, and field
trip permission slips.
 If you have many sections in a notebook,
consider setting up section groups. Once you
create a named section group you can drag
and drop existing sections into it. When
writing courses, I like to create section
groups by year: 2020, 2021, 2022, etc. Then I
create sections within a group by course
name: OneNote 101, OneNote Collaboration,
etc. This way, while working in 2020 I only
see the section titles for that year. It’s a
simplified organization method that keeps
me productive.

Next, create pages within a section in preparation for capturing

notes. Pages are an empty canvas for note containers to be
placed anywhere you like. They give you more flexibility than
the left-to-right margin paragraph format of a Word document.

You can use the keyboard shortcut Ctrl+N, or

Command+N, to create a new page in a
notebook.
The same keyboard shortcut also works in
other Microsoft 365 apps to create a new
document in Word, a new workbook in Excel,
a new email in Outlook, etc.

If you’re not sure where to begin with organizing many notes

on a page, check out the pre-built page templates that come
with OneNote. Several categories offer project, meeting, task,
schoolwork, and personal templates. These can even be
customized with branded colors, images, and text, and then
saved as a personal template that you can use in the future.
Figure 9: Lecture Notes and Study Questions page template

I setup customized templates for specific

projects, meetings, and idea notetaking.
Since each section is dedicated to one type of
notes, I like to reuse a template when I need
to create a new page of notes. Instead of
going through the manual process of creating
a new template page, I set the template as
the default for any new page added to
that section.
Take Notes
Okay, now you’re ready to capture important information and
ideas on pages.

Anywhere you place the cursor on a page and start typing, your
thoughts are being captured in note containers. This is great
for brainstorming and design thinking. If you want your notes
to be more organized in a tabular format, insert a table (this is
a similar process to creating a table in a Word document or a
PowerPoint presentation).

One of my favorite keyboard shortcuts is to

insert a table with the Tab key. Type in the first
word you want to be placed in the first cell,
then press the Tab key and the next cell in the
same row is created. Repeat this process until
you are ready to move to the next row and press
the Enter or Return key. Voila! You have
instantly built a table without leaving the note
container area.

If you manage projects or programs, you likely have many

notes, some of which might include ink, images, and more.
These notes will need to be grouped together, so you can
understand the big picture.

Say you’re working on a restaurant remodel and need to take

meeting notes, view the budget workbook, and record a site
visit. All of these can be added to a page.
 Figure 10: Notebook page with meeting notes, Action items list, and
a line chart

Watch this video to learn how to use digital

ink to revise existing documents.
https://aka.ms/InsertPrintout

You may have heard about scientific research into how writing
by hand helps your ability to remember things. If you like the
sound of this theory, you’re in luck! Handwritten notes can be
jotted down with digital ink on digital paper. An entire ribbon
called Draw provides different colored pens and highlighters
you can select from. Before you start writing, you may want to
add ruled or grid lines to the page, this way your handwriting
stays horizontally aligned and evenly spaced.
Digital ink is also great for revising other types of notes, such as
annotating a typed note, highlighting changes needed for an
inserted PowerPoint presentation, or marking up amendments
for a new company branded logo.

Did you know that the ink effect known

as Galaxy Ink in OneNote for Web
was built with samples of Hubble Space
Telescope imagery?

Handwriting notes in OneNote works best with a touch-

enabled device and a stylus.

Here are a couple workflows that may work for you:

• From your home office, take handwritten notes on a

tablet with a stylus, while attending a Teams online
meeting from your computer.

• While at a lunch meeting with a client, take

handwritten notes on your mobile phone with a stylus.

Watch this video to learn how to convert

your digital ink text to typed text.
https://aka.ms/InkToText
 If you can talk faster than you type (like me),
or you are just tired of typing, then check out
the Dictate feature in OneNote for Web.
Select your spoken language, speak into the
mic and watch as it types the notes on the
page. It even understands spoken
punctuation such as a period, exclamation
point, or question mark.

Tag and Search for Notes

Think about how many notes you take over the course of a
year – probably quite a lot. How do you quickly find all notes
related to a specific project, say that restaurant remodel
mentioned earlier? There may be notes about meetings with
the contractor in the Meetings section, interior design photos
in Design section, and permits somewhere else.

OneNote has two features that can help, Search and Tags.

Just as you can in other Microsoft 365 apps, you can search for
keywords or phrases in OneNote. The default setting is to
search all open notebooks. You can easily change the scope to
the current notebook, a section group, or a section. Searching
for the keyword “design” will display a list of linked matches,
including typed notes, handwritten notes, inserted documents,
images, and more.

There are two hidden gems when it comes to searching for

notes:

1. You can search for spoken words in audio and video

recordings.

2. You can search for text in logo graphics, photos, and

PDFs with OCR (Optical Character Recognition).
Note that both these features are enabled by default in the
OneNote app.

What a game changer! With this, in addition to the typed,

handwritten, and document notes related to design, you can
also search the video walkthrough of the restaurant remodel
for where the spoken word “design” was mentioned in your
audio narration.

But what if you have notes that relate to Design but do not
mention the word design?

Have no fear, tags are here! The pre-built tags that OneNote
comes with give you the capability to categorize or prioritize
specific notes.

Figure 11: Mini toolbar Tags list

Multiple tags can be assigned per note container and then later
you can find all the content that matches specific tags. While
the pre-built tags are great to get you started, you will likely
need tags that are more specific to a topic or a project.

While creating a custom tag:

• Assign the display name

• Pick the symbol

• Select the font and highlight colors

• Assign a keyboard shortcut (up to nine tags can have

assigned keyboard shortcuts)

Say that restaurant remodel project mentioned previously has

the code name, Project Falcon. A custom tag named Project
Falcon can be created with a Lightning Bolt symbol and the
assigned keyboard shortcut Ctrl+1.

Figure 12: Actions Items list with tagged To Do items

Now all note containers can be tagged and quickly retrieved in
the future.

When I have ideas for a LinkedIn Learning

video course or updates to an existing
course, I have a custom tag system I like to
use to label these. For new content notes,
I use a Content Manager custom tag. For
in-production questions/feedback request
notes I use a Producer tag. Then when I am
getting ready to send an email or meet the
Content Manager or Producer, I can find
everything I need to discuss with them.

Export and Send Notes

At the beginning of this book, I mentioned that a cloud-stored
notebook can be made a shared notebook by inviting others to
view and edit. Just remember that any link to a notebook
provides access to the entire notebook, even if you are only
sending a link to a specific section.

But what if you don’t want to share your entire notebook with
others and instead just want to send a single page or section of
your notes?

You can quickly send the current page in view by email using
the Email Page command from the Home ribbon, or by using
the keyboard shortcut Ctrl+Shift+E. This opens a new email
with the page name in the Subject field, and the notebook
page contents in the message body area.

If you think you will use the Email Page command frequently,
you may want to consider adding it to the Quick Access
Toolbar, as we discussed in the “Customize the OneNote
Interface” section earlier in this book.
If you need more choices for exporting notes, go to the File
tab, and select the Export menu. From here you can choose to
export a page or section in many different formats such as the
OneNote format, a Word document, or a PDF.

Figure 13: Export menu in the backstage area of the File tab

If your notebook is saved in a cloud library,

such as OneDrive, you can password protect
all sections but the one you want to share.
This way, you can invite others to view or
edit that section while not giving them access
to sensitive or confidential information in
other sections. And as a bonus, you know
they are always viewing the latest, most
up-to-date notes.
 The Big Takeaways
In a world where people can (and do) work from anywhere,
Microsoft OneNote is a feature-rich notetaking solution that
helps you capture, organize, and access notes from anywhere.
Through a variety of different apps (desktop, online, or mobile)
you can jot down notes, share ideas, capture meeting action
items, and access notes more effectively.

We know that Microsoft will continue to build more connective

tissue between all the services in OneNote and other
connected Microsoft 365 apps and services. We’re excited to
see what comes next.

To download the OneNote application, visit:

https://www.onenote.com/download

We want to hear about your notetaking in OneNote. Tell us

about your experience online or get your questions answered
in the Microsoft Tech Community at:

https://aka.ms/ONTechCommunity

You can also use these Microsoft resources to start or enhance

your notetaking journey with OneNote:

Get started with OneNote help & learning:

https://aka.ms/MicrosoftOneNote

To learn more about capturing and organizing ideas with

Microsoft OneNote, follow @msonenote on Twitter.

Submit, upvote and track progress for OneNote feature

suggestions on the OneNote UserVoice page:

https://onenote.uservoice.com
Want to find out more about how OneNote can help you in different
settings? Check out the other ebooks in this series:

Conversational OneNote for Meeting Notes

https://aka.ms/ONMeetingNotes
Conversational OneNote for Collaboration
https://aka.ms/ONCollaboration
Conversational OneNote for Life Moments
https://aka.ms/ONLifeMoments