Microsoft Office Reference Guide

Mar 26, 2004

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Recently, I wrote about my distaste for cell phones (and their interoperability with Outlook). At the risk of being the crabby Office guy, let me say that I also don't care for Service Packs. I've heard horror stories about SPs for Windows and the system not coming back, so when I realized I needed one for OneNote, I was not too pleased.

Why did I need one? Because there was a feature of OneNote I wanted, and I wanted it b-a-d.

What exactly is this very cool feature? It is an additional menu item within OneNote that controls Outlook, without you having to load any Add-Ins or create any VBA code. As part of my quest to remain organized with OneNote, I want to remember to do certain things. OneNote is great for remembering what to do: the details and creating notes on what to say to people, when I actually decide to write or call them.

But I rely on Outlook to tell me when I need to do these things, and to annoy me long enough so that I make the call or write the e-mail message. Sometimes, these items are days, weeks, or months away, and the likelihood that I will remember to open OneNote and locate the item at that time is very risky.

So I took note when I saw that OneNote now offers integration with Outlook that lets you add Tasks, Appointments, and Contact information directly from the OneNote program.

But in order to do that, I needed to update to OneNote SP1; here's the link to where you do that.

Having done so, I am very glad I did. Now, whenever I think about what I need to do in OneNote, and when I need to do it, I can click Tools > Create Outlook Item > Create Outlook Task (Ctrl + Shift + K) and I get to create a reminder.

Figure 600

The Outlook Task window opens above OneNote. I can enter my information, including a due data and time, and set up an annoying reminder for myself.

Figure 601

When I save and close, the task becomes part of Outlook's calendar and task list. The reminder will pop up on the date and at the time you specified and saved.

Figure 602

The tricky part of this is if you forget to open Outlook, the menu may not work. But most of us who use Outlook keep it minimized, which is all you need for this gem to kick in.

Obviously, the really neat thing is that you can still use the OneNote features to keep copious notes on what you want to do or say during the task, and even copy and paste some of that information into the comments area of the task.

You have similar capability with respect to Appointments (Alt + Shift + A) and Contacts (Alt + Shift + C). That's pretty much enough to get me addicted to this combination of programs.

If you use the scheduling capability of Outlook, you can go the other way, too. Copy a list of attendees, the agenda, location, and the meeting time directly into your meeting notes in OneNote.

As I said, these features alone are worth installing the Service Pack 1 for OneNote. But wait, there's more...

The update also gives you several new user defined Notebook flags. We covered the beauty of the flag feature in a previous update.

Other features enable you to resize page tabs in the side margins, to show as much or as little of the page title as you want. In addition, you can give subpage tabs their own page titles and tab labels for easier identification and organization.

You can specify the scope of a search or add stationery to your notebook. (I never did like those fancy-pants notebooks back in high school, though.)

You can also insert a date and time stamp (Alt + Shift + F) to note exactly when a time sensitive note was created.

Figure 603

Microsoft also promises cell phone and PDA integration with OneNote, and the ability to customize your system tray icon for specific OneNote tasks.

The other feature worth noting is the Insert Document as Image in the Microsoft Document Imaging (MDI) format. Insert > Document as Picture gives you a vast number of document and image file formats that you can use to make OneNote a document archive tool or use in a host of other ways. Two that come to mind are as a discovery folder for law firms, or to keep enhanced notes for a medical practice.

What I like is that along with the picture of the document, a link to the original file is also right there in the Notes page. What a great document management tool!

Figure 604

A full list of features that come with SP1 of OneNote is here.

The Outlook stuff is worth the update. You can certainly use the comments or text areas in Outlook to make notes. However, keeping them organized in OneNote makes a lot of sense, with instant access to the main Outlook features from within the program.

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