OneNote 2016 Essentials

OneNote 2016 Essentials

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O NE N OTE 2016

E SSENTIALS

Presented by

OFFICEPRO, Inc.

Manual # MS16-001-0.5S

Copyright 2016, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

OneNote 2016 Essentials

LESSON 1 -

OPENING AND CLOSING ONENOTE ................................................1

Opening OneNote.....................................................................................................2

Understanding the Interface ....................................................................................3

Using the Backstage View.........................................................................................5

About the OneNote Icon ..........................................................................................6

Docking OneNote .....................................................................................................8

Closing OneNote.....................................................................................................10

LESSON 2 -

WORKING WITH NOTEBOOKS......................................................11

Understanding Your Notebook...............................................................................12

Creating a New Notebook ......................................................................................13

Saving Notebooks ...................................................................................................15

Searching Notebooks..............................................................................................17

Closing Notebooks..................................................................................................19

Opening Notebooks................................................................................................20

Save Notebooks in the Cloud .................................................................................21

Share Notebook......................................................................................................23

Share Notes During a Meeting ...............................................................................24

Show Authors in a Shared Notebook .....................................................................25

Sync Notebook........................................................................................................27

LESSON 3 -

WORKING WITH PAGES AND SECTIONS .......................................29

Adding Pages ..........................................................................................................30

Adding Sub-Pages ...................................................................................................31

Moving, Renaming, and Deleting Pages .................................................................32

Using the Templates Pane......................................................................................34

Adding Sections ......................................................................................................36

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Adding Section Groups ...........................................................................................37

Working with Sections and Section Groups ...........................................................38

LESSON 4 -

YOUR FIRST NOTEBOOK ..............................................................39

Typing Text .............................................................................................................40

Handwriting Text ....................................................................................................41

Using Copy and Paste .............................................................................................42

Adding Extra Writing Space ....................................................................................44

Using the Formatting Toolbar ................................................................................45

Applying Styles........................................................................................................47

LESSON 5 -

ADDING OBJECTS TO YOUR NOTEBOOK ......................................49

Creating Lists ..........................................................................................................50

Creating Tables .......................................................................................................54

Table Options..........................................................................................................56

Inserting Pictures....................................................................................................58

Inserting Audio and Video ......................................................................................59

Linked Notes ...........................................................................................................61

Take Notes on the Web ..........................................................................................63

Inserting Screen Clippings ......................................................................................65

Clipper for the Web ................................................................................................66

Researching in OneNote.........................................................................................68

Send Yourself Email Notes......................................................................................70

Draw, Sketch, or Handwrite Notes .........................................................................71

Insert Excel Spreadsheets and Visio Diagrams .......................................................74

LESSON 6 -

BASIC EDITING TASKS ..................................................................77

Using the Page Setup Group...................................................................................78

Resizing Objects......................................................................................................81

Moving Objects.......................................................................................................82

Using Undo and Redo .............................................................................................83

Checking Your Spelling ...........................................................................................84

INDEX ................................................................................................................86

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He listens well who takes notes.

Dante Alighieri

LESSON 1 - OPENING AND CLOSING ONENOTE

In this module, you will learn to open and close OneNote. You will also explore the OneNote interface, including the Backstage view. You’ll learn about the OneNote icon and how to dock OneNote to the desktop. Finally, you will learn how to close OneNote. NOTE: All directions assume you are working in Windows 10 and Microsoft Office 2016 is installed.

Opening OneNote

•

Understanding the Interface

•

Using the Backstage View

•

About the OneNote Icon

•

Docking OneNote

•

Closing OneNote

•

Lesson 1 – Opening and Closing OneNote

OneNote 2016

O PENING O NE N OTE

Use the following procedure to start OneNote.

1. From the Windows 10 desktop locate the OneNote 2016 icon.

2. Click the icon to open OneNote.

NOTE: Windows 10 comes with a simplified version of OneNote that also appears on the main screen. Do not confuse it with OneNote 2016 that comes with Office 2016.

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OneNote 2016

Lesson 1 – Opening and Closing OneNote

U NDERSTANDING THE I NTERFACE OneNote 2016 uses the familiar interface. OneNote 2016 still uses the RIBBON . Each TAB in the RIBBON contains many tools for working with and in your Notebook. Click the tab name to display a different set of commands. B UTTONS are organized into groups based on their function. In addition to the TABS , OneNote 2016 also uses the Q UICK A CCESS T OOLBAR from the MS Office 2016 applications.

The F ILE tab opens the Backstage View, which is discussed in the next topic.

On the OneNote interface shown below notice the location for the Ribbon, the Navigation Bar, the Notes window, the Pages Bar, and the Quick Access toolbar.

The Quick Access Toolbar appears at the top of the OneNote window and provides you with one-click shortcuts to commonly used functions. Customize the contents of the toolbar by clicking the arrow icon immediately to the right of the toolbar. By default, the Quick Access Toolbar contains buttons for Save, Undo Dock to Desktop, and Full Page View.

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Lesson 1 – Opening and Closing OneNote

OneNote 2016

Select the arrow next to the Quick Access Toolbar to customize the toolbar.

Add an item to the Quick Access Toolbar by selecting it from the list. Remove an item by reopening the list and selecting the item again.

If you select More Commands, OneNote opens the OneNote Options window.

To add a command, select the item from the list on the left and select A DD . Select OK when you are finished.

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OneNote 2016

Lesson 1 – Opening and Closing OneNote

U SING THE B ACKSTAGE V IEW Select the F ILE tab in the Ribbon to open the Backstage view. The Backstage view is where you find the commands for creating, saving, opening, and closing documents, as well as information about the document. The Backstage view includes options for printing and sharing your documents. The Options command opens a new screen for setting your OneNote options.

Select the File tab on the Ribbon to open the Backstage View.

OneNote displays the Backstage View, open to the Info tab by default.

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Lesson 1 – Opening and Closing OneNote

OneNote 2016

A BOUT THE O NE N OTE I CON

When you open OneNote for the first time, the icon displays in the Windows Taskbar. The icon allows you to capture OneNote information even if OneNote is not open. Click the icon to open a new side note. Right click the icon to see a menu of other options you can do.

Right-click the OneNote taskbar icon to view the context menu for the OneNote icon.

Use the following procedure to open a new quick note.

1. Click the OneNote icon on the taskbar. An untitled OneNote page displays.

NOTE: The colored bar at the top of the screen appears only when you hover over the area.

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OneNote 2016

Lesson 1 – Opening and Closing OneNote

2. Type your note. 3. If you want to add formatting, click the mouse button in the top of the screen.

4. Click the X in the top right-hand corner to close the note.

OneNote places the note in a special section for Unfiled Notes. The next time you open OneNote, you can organize the note. Sections are covered in Module Ten.

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Lesson 1 – Opening and Closing OneNote

OneNote 2016

D OCKING O NE N OTE The Dock to Desktop tool allows you to quickly resize OneNote and another active application so you can view or work with both at the same time. It is easy to return OneNote to full screen view after you have finish with the other application.

Use the following procedure to dock OneNote to the desktop.

1. Open the other application you want to use. 2. Click the Dock to Desktop tool in the Quick Access toolbar.

The active application and OneNote are minimized to take up part of the screen. OneNote resizes to take a small part on the right of the screen. In the following example, Word 2016 is the other application.

Select Full Page View to return OneNote to full screen view.

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OneNote 2016

Lesson 1 – Opening and Closing OneNote

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Lesson 1 – Opening and Closing OneNote

OneNote 2016

C LOSING O NE N OTE

When you are finished with OneNote, close it to free your system resources for other tasks.

Use the following procedure to close OneNote from the Backstage View.

1. Select the F ILE tab on the Ribbon. 2. Select the E XIT command in the Backstage View.

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Fun Facts: When OneNote was first in development, its code name was Scribbler. OneNote was first released in 2003.

LESSON 2 - WORKING WITH NOTEBOOKS

This module explains how the OneNote notebooks work. You’ll learn how to create and save a new notebook. The module also covers how to search your notebook to find the information you need when you need it. Finally, you’ll also learn how to open and close notebooks.

Understanding Your Notebook

•

Creating a New Notebook

•

Saving Notebooks

•

Searching Notebooks

•

Closing Notebooks

•

Opening Notebooks

•

Save Notebooks in the Cloud

•

Share Notebook

•

Share Notes During a Meeting

•

Show Authors in a Shared Notebook

•

Sync Notebook

•

Lesson 2 – Working with OneNote

OneNote 2016

U NDERSTANDING Y OUR N OTEBOOK OneNote is not intended for publishing. Therefore, there is no real structure or size limit to each page. OneNote is like an electronic three-ring binder. However, instead of just handwriting or printing pages, you can collect almost anything. You can make as many different notebooks as you want. The default notebook is named “Personal,” but you can rename it. Each notebook has tabs or dividers to separate different sections in that notebook and each section can have multiple pages.

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OneNote 2016

Lesson 2 – Working with Notebooks

C REATING A N EW N OTEBOOK You might want to create a new notebook for each project, or for different areas of your life such as work, home, and school. The notebooks can be stored on your computer or they can be shared so that you can access them from other locations. 1. Select the File tab on the Ribbon. 2. In the Backstage View, select the New tab. 3. Select where you want to store the notebook, either on the Web, on a Shared drive, or on your computer. 4. Type the notebook name. Use the following procedure to create a new notebook.

5. Select Create in a different folder to locate the folder where you would like to store the notebook. 6. Click Create when you find the folder.

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Lesson 2 – Working with OneNote

OneNote 2016

7. A dialog box opens asking if you want to share. Your options are Invite people or Not now . • Invite people is where choose people or type email addresses of the people with whom you want to share. • Not now continues to the save portion.

8. The notebook is saved and ready to use.

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OneNote 2016

Lesson 2 – Working with Notebooks

S AVING N OTEBOOKS

The information in OneNote is always automatically saved. However, you may want to save the information in a different format. OneNote notebooks can be saved as a OneNote Package, which allows other viewers, even those who don’t have OneNote, to open the package. You can also save the notebook as a PDF or XPS file.

OneNote pages and sections can be saved in the following formats:

OneNote 2010-2013 Section.

• •

OneNote 2007 Section

Word doc (.docx)

•

Word 97-2003 (.doc).

• • • •

PDF XPS

Single File Web Page (.mht file).

In OneNote 2016, the Save As command was changed to Export. When you open the Backstage View, Export appears on the left side menu.

Use the following procedure to save a notebook.

1. Select the File tab on the Ribbon. 2. In the Backstage View, select Export . 3. Select whether you want to save the current Page, Section or Notebook. 4. Select the Format you want for the saved file.

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Lesson 2 – Working with OneNote

OneNote 2016

5. Select Export to save the file. The Save As dialog box appears. 6. In the Save As dialog box, select the location, File Name, File type (if needed), and select Save .

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OneNote 2016

Lesson 2 – Working with Notebooks

S EARCHING N OTEBOOKS OneNote allows you to search through your notebooks to find information. It searches the page body content, as well as the page titles and section titles. You can set the search scope then quickly go to the page you want from the search results. Optionally, you can open the Search pane to work with all search results.

Use the following procedure to search all notebooks.

1. Place your cursor in the Search box above the Pages pane.

2. Begin typing the word or words for which you want to search. OneNote displays the matches.

3. Select a search result to go to that page in the selected notebook.

Use the following procedure to change the scope of a search.

1. Select the arrow next to the search box. 2. Select the desired scope from the drop down list.

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Lesson 2 – Working with OneNote

OneNote 2016

Select the link at the bottom of the search results to display the Search pane.

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OneNote 2016

Lesson 2 – Working with Notebooks

C LOSING N OTEBOOKS

Though you can have many notebooks open at one time, you can close notebooks you are not currently using to free system resources.

Use the following procedure to close a notebook.

1. Select the File tab on the Ribbon. 2. On the Backstage View Info tab, select the Settings option next to the notebook you want to close. 3. Select Close .

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Lesson 2 – Working with OneNote

OneNote 2016

O PENING N OTEBOOKS

The default, or Personal notebook opens when you open OneNote. To access your other notebooks, you need to open them.

Use the following procedure to open a notebook.

1. Select the File tab on the Ribbon. 2. In the Backstage View, select the Open tab. 3. Double-click the notebook you want to open.

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OneNote 2016

Lesson 2 – Working with Notebooks

S AVE N OTEBOOKS IN THE C LOUD

In OneNote, you can save notebooks and pages to the cloud. You create a notebook on your organizations site or on OneDrive. If your organization uses SharePoint, you can store Notebooks in a team site in SharePoint for easy collaboration and sharing. When a team member makes a change, the information is automatically saves and syncs the information on SharePoint. This procedure assumes you have the appropriate SharePoint permissions. Use these procedures to add a notebook in SharePoint. 1. In OneNote 2016, select the File tab. 2. Select New . 3. Select SharePoint . If SharePoint is not in the list, make sure you have the appropriate permissions. Select Other Web Locations and look for your team or look for the SharePoint logo to find your team 4. Under SharePoint, click Browse . 5. Navigate to the SharePoint document library where you want to create the team notebook. 6. Type a name in the Notebook Name field and click Create .

Instead of SharePoint, you can save information to OneDrive and still share it with other people.

Use this procedure to create a NoteBook on OneDrive.

1. In OneNote 2016, select the File tab. 2. Select New. 3. On the right side of the screen, select the appropriate OneDrive option if you have more than one available. 4. In the Notebook Name field type a name for the notebook. 5. Select Create Notebook .

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Lesson 2 – Working with OneNote

OneNote 2016

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OneNote 2016

Lesson 2 – Working with Notebooks

S HARE N OTEBOOK After you save a notebook on OneDrive, you can share it with one or more people whether the people are team members or individuals. When you choose to share a notebook, OneNote creates a link to send.

Use the following procedures to share a notebook.

1. In OneNote 2016, select the File tab. 2. On the left-side of the screen, select Share . 3. Select Share with People .

4. In the Share with People section, type the names or email addresses for one or more people or click the Contacts icon to select people. 5. From the drop-down list select whether the person can edit notebook content or just view the content. 6. Include a message if you want. 7. If you want to require people to sign in before they can see the document, click the Require user to sign in before accessing document check box. 8. Select Share .

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Lesson 2 – Working with OneNote

OneNote 2016

S HARE N OTES D URING A M EETING When you use OneNote 2016 to take notes during a meeting, you can share those notes with everyone in the meeting. When you share, it helps take more thorough note. Before you can share a notebook, it must be in a shared location on OneDrive or in SharePoint.

Use the following procedure to share notes.

1. On the Ribbon, select the File tab. 2. On the left side, select Share. 3. Do one of the following:

a. Select Invite People. The invited people receive a message with a link to the notebook. Make sure the permissions are set to Can Edit.

b. Select Share with Meeting. When people open the notebook, people with the appropriate permissions can add notes. OneNote syncs automatically to display all of notes.

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OneNote 2016

Lesson 2 – Working with Notebooks

S HOW A UTHORS IN A S HARED N OTEBOOK If several people are working in a shared notebook, it helps to know who made changes. OneNote 2016 can help by displaying an author’s initials by the person’s changes with color coded change lines.

Use the following procedure to show and hide author initials.

1. On the Ribbon, select the History tab. 2. Select Hide Authors in the Authors group to display initials and the colored change lines.

3. Select Hide Authors to hide the initials and colored change lines.

If you want to see edits for a selected gerange and who made the edit, use Recent Edits in the Authors group to select a range.

Use the following procedure to show edits.

1. On the Ribbon, select the History tab. 2. Select Recent Edits in the Authors group to display options.

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Lesson 2 – Working with OneNote

OneNote 2016

3. Select the date range you want to see. Search Results appear on the right side of the page and the changed pages are highlighted. 4. Select page titles in the Search Results to move between changes, sort the results, and search the results. 5. Click the X in the upper right corner to close the Search Results pane.

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OneNote 2016

Lesson 2 – Working with Notebooks

S YNC N OTEBOOK These days, many people have multiple devices where you can take notes. Instead of copying and pasting notes or retyping them altogether, you can sync OneNote 2016 notebooks and notes across devices. Mobile devices require installing the OneNote 2016 app. When you want to sync across devices, make sure the notebooks are stored on OneDrive and not locally on your computer. When you log into OneDrive, syncing is automatic.

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Quick Tip: You can easily add a new page using the default page type with the keyboard shortcut CTRL + N.

LESSON 3 - WORKING WITH PAGES AND SECTIONS

In this module, you will learn how to work with pages and subpages. You’ll learn how to move, rename, and delete pages. You’ll also learn how to work with sections and section groups.

Adding Pages

•

Adding Sub-Pages

•

Moving, Renaming, and Deleting Pages

•

Using the Templates Pane

•

Adding Sections

•

Adding Section Groups

•

• Working with Sections and Section Groups

Lesson 3 – Working with Pages and Sections

OneNote 2016

A DDING P AGES

Select New Page from the Pages pane to add a blank page to the current section.

OneNote displays an Untitled Page with the cursor in the title. Type a title for the page.

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OneNote 2016

Lesson 3 – Working with Pages and Sections

A DDING S UB -P AGES You can add subpages to the current page using the Pages pane. Subpages are like pages, but they can be collapsed or expanded with the parent page. Subpages are indented in the Pages pane.

Use the following procedure to add a blank subpage to the current page.

1. Select New Page from the Pages pane to add a blank page. 2. Type the title for the new page. 3. Right-click the new page and select Make Subpage.

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Lesson 3 – Working with Pages and Sections

OneNote 2016

M OVING , R ENAMING , AND D ELETING P AGES

Pages can be reorganized or deleted easily using the Pages pane and the right-click context menu. To rename a page, type a new title.

Use the following procedure to move a page.

1. Click the page you want to move on the Pages pane. The cursor changes to a cross with arrows in all directions.

2. Drag the page title to the new location. OneNote displays a line to represent the page.

3. Release the mouse when the page is in the correct location.

Use the following procedure to rename a page.

1. Highlight the text in the title of the page and replace the text.

Use the following procedure to delete a page.

1. Select the page you want to delete in the Pages pane.

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OneNote 2016

Lesson 3 – Working with Pages and Sections

2. Right-click to display the context menu.

3. Select Delete .

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Lesson 3 – Working with Pages and Sections

OneNote 2016

U SING THE T EMPLATES P ANE The Templates pane allows you to create a page based on a template. There are several standard templates installed with OneNote, as well as templates you can download from Office.com

The default template controls how new pages are created.

If you want to create your own template, set up your current page like you want it then save the page as a template. Your templates appear in their own section on the Templates pane.

Use the following procedure to create a new page using a template.

1. Select Insert tab. 2. In the Pages group, select Page Templates .

3. Select Page Templates . The Templates pane appears beside the page pane.

4. Click a section in the Template pane to open a list of templates.

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OneNote 2016

Lesson 3 – Working with Pages and Sections

5. Select the template name to create a page based on that template in the current section of your open notebook. The sections are: • My Templates (if you have added your own template) • Academic • Blank • Business • Decorative • Planners

Use the following procedure to change the default template.

1. Select Insert tab. 2. In the Pages group, select Page Templates .

3. Select Page Templates . The Templates pane appears beside the page pane. 4. Select an option from the drop down list under Choose Default Template .

Use the following procedure to create a new template.

1. Set up the current page like you want it. You can start with another template and adjust it or start from a blank page. 2. At the bottom of the Templates pane, select Save current page as a template .

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Lesson 3 – Working with Pages and Sections

OneNote 2016

A DDING S ECTIONS

Use the following procedure to add a new section.

1. Select Create a New Section, which tab with a plus sign beside the other sections.

OneNote displays a new tab with the name highlighted.

2. Type the section name.

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OneNote 2016

Lesson 3 – Working with Pages and Sections

A DDING S ECTION G ROUPS

You can add section groups to the current notebook. Section groups are a way of organizing a group of related sections.

Use the following procedure to add a section group.

1. Right-click on the tabs to display the context menu. 2. Select New Section Group . OneNote displays a new section group with the name highlighted.

3. Type a name for the new section group.

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Lesson 3 – Working with Pages and Sections

OneNote 2016

W ORKING WITH S ECTIONS AND S ECTION G ROUPS Sections and section groups can be reorganized or deleted easily using the right-click context menu. You can rename a section, assign a password to it, or change the color associated with that section or group.

Use the following procedure to move a section.

1. Select the section you want to move. OneNote displays a small triangle to indicate where the section will be moved. 2. Drag the mouse and release the mouse in the new location.

The following images displays the right-click context menus for a section and a section group.

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Handwriting is an imprint of the self on the page.

Dr. Rosemary Sassoon

LESSON 4 - YOUR FIRST NOTEBOOK

OneNote 2010 allows you to use the keyboard to enter text, or a tablet PC to take handwritten notes. This module explains how to type or handwrite text in your notebook. It also explains how to use copy and paste to add items from other applications. You’ll learn how to add extra writing space in this module, as well as how to format your fonts and paragraphs and apply styles.

Typing Text

•

Handwriting Text

•

Using Copy and Paste

•

Adding Extra Writing Space

•

Using the Formatting Toolbar

•

Applying Styles

•

Lesson 4 – Your First Notebook

OneNote 2016

T YPING T EXT The notebook window is just like a blank piece of paper in a typewriter. The cursor shows your current location. Once the cursor is where you want your text, begin typing. You can type additional notes anywhere on the page.

Find the cursor location in a blank notebook.

Sample text for you to type:

The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog. The quick brown fox jumped over the lazy dog.

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OneNote 2016

Lesson 4 – Your First Notebook

H ANDWRITING T EXT

The Pen tool on the Drawing toolbar allows you to add handwritten notes to your notebook.

Use the following procedure to use the Pen tool to add handwritten notes to your notebook.

1. Select the Draw tab on the Ribbon. 2. Select the More arrow next to the Tools group.

3. Select one of the color and thickness options to select a Pen tool. 4. Click and drag the mouse to add your handwriting.

5. To stop using the Pen tool, select the Type tool from the Draw tab Tools group.

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Lesson 4 – Your First Notebook

OneNote 2016

U SING C OPY AND P ASTE OneNote is intended to help you take notes or collect research from another application. You can copy the information you want and then paste it into your notebook. When you paste the information, you can choose to keep the source formatting, merge with your current formatting, or keep the text only. In this example, the other application is OneNote documentation from the Microsoft website. Use the following procedure to copy and paste information into their notebooks 1. Highlight the information you want to copy from the other application. 2. Right click the mouse to display the context menu and select copy. 3. Switch to OneNote and move the cursor where you want to paste the information. 4. Select the Paste tool and select one of the paste options.

Use the following procedure to paste a picture using the context menu.

1. Highlight the information you want to copy from the other application. 2. Right click to display the context menu and select copy. 3. Switch to OneNote and move the cursor where you want to paste the information. 4. Right-click to display the context menu and select the Paste tool. Select the Paste Picture option.

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OneNote 2016

Lesson 4 – Your First Notebook

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Lesson 4 – Your First Notebook

OneNote 2016

A DDING E XTRA W RITING S PACE

The Insert Space tool allows you to add extra space on your page without having to move the objects.

Use the following procedure to add extra space on a page.

1. Select the Draw tab on the Ribbon. 2. Select the Insert Space tool.

3. Move the line to the location where you want to add more space on the page. 4. Click and drag to create more space. 5. Release the mouse button to add the space.

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OneNote 2016

Lesson 4 – Your First Notebook

U SING THE F ORMATTING T OOLBAR The Basic Text group on the Home tab of the Ribbon includes several tools to help you format the characters and paragraphs in your Notebook. You can change the font family, size, and color, as well as adding font enhancements like bold face and italics. You can also highlight text. You can create bulleted or numbered lists and control the indentation of your paragraphs. You can also change the alignment and the paragraph spacing.

The formatting tools available on the Home tab are shown in the following image..

The Font family is used in the following example. Use the following procedure to format font characteristics.

1. Highlight the text you want to change by clicking and dragging over the selected text.

2. Select the arrow next to the Font name to see the list of fonts. 3. Select the new Font family.

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Lesson 4 – Your First Notebook

OneNote 2016

Paragraph alignment is used in the following example. Use the following procedure to format paragraph characteristics.

1. Place your cursor anywhere in the paragraph you want to format. 2. Select the Alignment tool and select the desired paragraph alignment.

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OneNote 2016

Lesson 4 – Your First Notebook

A PPLYING S TYLES Styles give your notes a consistent look and can help you find the information later. There are several heading styles, as well as a style for quotes, citations, code, and the page title.

Use the Style gallery to apply a style.

1. Select the text you want to format, or place your cursor in the paragraph you want to format. 2. Open the Style Gallery by clicking the down arrow next to the styles shown in the Styles group.

3. Select the desired style to apply it to the selected text or paragraph.

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In all planning you make a list and you set priorities.

Alan Lakein

LESSON 5 - ADDING OBJECTS TO YOUR NOTEBOOK

This module introduces some other object types you can add to your notebook besides text and pasted objects. First you’ll learn about creating lists and tables. Then you’ll learn how to insert pictures and screen clippings. Finally, you’ll learn how to use OneNote for researching.

Creating Lists

•

Creating Tables

•

Table Options

•

Inserting Pictures

•

Inserting Audio and Video

•

Linked Notes

•

Take Notes on the Web

•

Inserting Screen Clippings

•

Clipper for the Web

•

Researching in OneNote

•

Lesson 5 – Adding Objects to your Notebook

OneNote 2016

C REATING L ISTS

OneNote offers you the ability to create bulleted or numbered lists. There are two ways to create lists:

• Turn bullets and numbering on and then type the text • Type the text first, select it, and apply the desired list formatting

Use the following procedure to create a bulleted list.

1. Select the Bullets tool. You can also select the arrow next to the Bullets tool and select one of the other bullets from the Bullet gallery.

2. Begin typing.

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You can also type the list first. Select the paragraphs and then select the desired bullet.

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Use the following procedure to create a numbered list.

1. Select the Numbered List tool. You can also select the arrow next to the Numbered List tool and select one of the other bullets from the Bullet gallery.

2. Begin typing.

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You can also type the list first. Select the paragraphs and then select the desired numbering format.

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C REATING T ABLES The Insert Table command provides a grid for you to select the number of columns and rows you want in your table. You can also open the Insert Table dialog box to indicate the number of columns and rows you want in the table.

Use the following procedure to insert a table using the grid.

1. Select the Insert tab on the Ribbon. 2. Select the Table tool. 3. Use the grid to select the number of columns and rows. Release the mouse when the desired number of cells are highlighted to insert the table.

Use the following procedure to use the Insert Table dialog box.

1. Select the Insert tab on the Ribbon. 2. Select the Table tool. 3. Select Insert Table .

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4. On the Insert Table dialog box, enter the number of columns you want. 5. Enter the number of rows you want. 6. Select OK .

The following image displays the Table Tools Layout tab on the Ribbon.

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T ABLE O PTIONS After adding a table, you have options to make your tables more attractive using shading, adding header rows, and sorting the information in the table cells to show the information the way you want.

After adding a table to the page, use the following procedure to make changes to a table.

1. Click in the table to display the Table Tools tab on the ribbon.

2. Use the Table Tools tab, do any of the following: a. Select any cell and use the options in the Select group to select a cell, an entire row, column, or table.

b. From the Delete group, remove an entire table, column, or row.

c. Insert rows above or below a selected row and insert columns to the left or right of a selected column. Click the option you want in the Insert group.

d. In the Format group, show or hide table borders and add shading in different colors to the table.

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e. Align text in the table cells from the Alignment group.

f. In the Data group, sort the table in ascending order, descending order, or sort a selected row and add a header row.

g. Select the entire table and, in the Convert group, change the table to an Excel spreadsheet.

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I NSERTING P ICTURES

You can insert a picture from any location on your computer, network, or a storage device, such as a digital camera.

Use the following procedure to insert a picture.

1. Select the Insert tab on the Ribbon. 2. Select the Picture tool.

OneNote opens the Insert Picture dialog box.

3. Navigate to the picture file location on your computer or device and select it. 4. Select Insert .

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I NSERTING A UDIO AND V IDEO

OneNote 2016 allows you to record and insert audio and video. In addition, you have the option to embed web videos. The directions are for inserting both audio and video

Use the following procedure to insert a video file or audio file.

1. Select the Insert tab on the Ribbon. 2. Select the File Attachment .

3. In the Choose a file or set of files to insert dialog box, navigate to the folder with the file you want to insert. 4. Select the file you want to insert. 5. Select Insert. The Insert File dialog box appears.

6. Select Attach File . The attached file is inserted on the page.

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Double-click the video or audio icon to play the corresponding file.

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L INKED N OTES Sometimes you might need to take notes with another application open to see what you are writing about and, as an added feature, you can link the notes to the application. As you take notes, OneNote creates s thumbnail image of the application page, a text except, and a link to the document or the web page. Linked notes work with the Dock to Desktop option in OneNote (View tab > Dock to Desktop). The docked OneNote window is docked to the side of the screen while the application you need to see takes up most of the screen.

This feature is supported in Word, PowerPoint, and OneNote.

Use the following procedure to create linked notes.

1. In Word, PowerPoint, or OneNote, select the Review tab.

2. In the Notes group, select Linked Notes . 3. In the Select Location dialog box, select a section or existing page for the notes. If you select a section, a new page is created. 4. In the docked OneNote window, start taking notes.

OneNote stores a page thumbnail, an excerpt of the text, and a link to the document. Move the mouse over the notes to see details about the linked file.

Click a thumbnail to open the associated file.

To view a list of linked documents, delete documents, or change options, click the chain icon in the top left of the OneNote screen.

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• Linked File(s) displays a list of all application files where you used linked notes. • Delete Link(s) removed links one at a time or you can remove all links. • Stop Taking Linked Notes/Start Taking toggles between starting and stopping linked notes. • Linked Notes Options displays the OneNote Options dialog box with the Linked Notes section active.

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T AKE N OTES ON THE W EB

Microsoft Edge allows you to take notes directly on a web page then share them with other people or applications including OneNote 2016.

Use the following procedure to take notes on a web page and share them with OneNote.

1. Open Microsoft Edge. 2. In the address bar, type a web site address or search term. 3. Navigate to the web page you want to notate. 4. Select the Make a Web Note icon in the upper right corner. 5. Use the note tools to make notes on the web page. (See the Microsoft How-To site for more information.)

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6. When finished, select the Share icon

to see a list of share options.

7. Select OneNote. Perform the actions you want.

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I NSERTING S CREEN C LIPPINGS You can use OneNote to take a picture of part of your screen and add it to your note just like any other picture. OneNote adds the date and time the screen clipping was taken for reference.

Use the following procedure to insert a screen clipping.

1. Select the Insert tab on the Ribbon. 2. Select the Screen Clipping tool.

OneNote minimizes and the screen dims.

3. Use the mouse to draw a box around the area you want to capture. The screen clipping is added to your current page with the date and time of the clipping.

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C LIPPER FOR THE W EB Clipper is a free browser add on used to take screen shots, write a note, and save to a notebook. Download the app at onenote.com/clipper . The web page automatically detects the browser you are using. When you click the installation button, the application is downloaded and added to your favorites bar so you can use it. The download and install works slightly differently in each browser. However, you begin by selecting the Get OneNote Clipper for [Browser Name] button. In addition, the OneNote icon appears in different places depending on the browser.

Use the following procedure to use clipper.

1. Open your web browser. 2. Locate the OneNote Clipper icon in the browser.

3. Select the OneNote icon. The first time you click the icon, a sign in dialog box appears. 4. Select the clipper option and add a note.

5. The clipped item appears in the OneNote window. Notice that the web address for the item is in the OneNote window.

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6. Select Add a note to type information about the clip. 7. Select Clip . The item is added to the selected notebook. NOTE: You can select Clip after taking your screen shot.

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R ESEARCHING IN O NE N OTE

You can use OneNote to perform different types of research. The following research options are available:

Encarta Dictionary English Thesaurus French Thesaurus Spanish Thesaurus

•

•

•

•

Translation

•

Bing

•

You can also use the Research pane to translate words into another language.

Use the following procedure to use the Research pane.

1. Place your cursor in the word you want to research. 2. Select the Review tab on the Ribbon. 3. Select Research .

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OneNote opens the Research pane with the selected word already entered.

4. Select a research option from the drop down list. 5. Use the scroll bar to view all information related to your selected word or phrase. 6. To research a new word or phrase, type it under Search for and select the green arrow.

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S END Y OURSELF E MAIL N OTES A very useful feature is the ability to send email directly to OneNote 2016. The email address me@onenote.com is where you send the email. This is convenient when you have important information you want to capture while you are on the move. You can send travel information, receipts, or notes. 1. In any web browser, type the address https://www.onenote.com/EmailToOneNote . 2. Select Set up email to OneNote . 3. Sign in with the Microsoft Account you use with OneNote or create a free account . 4. On the Save emails to OneNote page: a. Confirm the email address OneNote will use to send messages directly to your notes. b. In Choose Location , select the notebook and section for all emailed notes. 5. Select Save . Use the following procedure to set up email notes in OneNote.

Use the following procedure when you are ready to send a note.

1. Open the email application you associated with OneNote and send a new email or forward an email. 2. In the To field, type me@onenote.com . 3. Type a subject for the email. 4. Select Send. The email is sent to the note book and section you identified.

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