Microsoft Office Reference Guide

Mar 26, 2004

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In previous updates I have expressed my admiration for OneNote as a misunderstood Office application too often associated only with tablet PCs. In my introduction to OneNote 2007 I noted many of the newer organizational features of the updated program, and since I've continued working with it I've found more integration features.

While we've covered some of these features by reference in the earlier update, we'll explore them in more depth here.

As you can with email, you can attach files directly to a OneNote page by using the Insert Files option from the main menu. You simply browse to the file you want to attach and click Insert.

Figure 1407

The file becomes an attachment to the notebook and is saved within it. The attachment is referenced by a link icon in the page.

Figure 1408

The advantages are obvious — now the document is physically present in the notes page which you have, providing a centralized repository for all of the information on the project.

A potential disadvantage is version conflict, since the OneNote attachment is a distinct and separate file from the original, so you need to have a work strategy that keeps this in account.

For more visual references OneNote 2007 provides two other insert capabilities. For example, to include a PowerPoint presentation in your page, instead of attaching the file you can insert use the Insert > Files as PrintOuts feature.

Using this option from the main menu gets you the same insert browse folder as when you Insert Files.

Figure 1409

But the result of inserting a file as a printout is dramatically different.

Each slide is placed into the notes page as it would be in print preview or as a miniature version of its full screen view.

The page can be annotated with ideas about the presentation which can be shared with others or used for your own preparation.

Figure 1410

If you need to use specific text from a slide in an annotation or note, you can extract it. This works very well with hyperlinks. You right click the slide and select Copy Text from This Page of the Printout.

Figure 1411

Creating a new note placeholder and pasting the copied text provides editable text and a clickable hyperlink.

Figure 1412

Here is the menu for the insert options — the other one to note is Insert Screen Clipping. Open another app to begin this process, like your web browser...

Figure 1413

When you click Insert Screen Clipping, the screen over the other app dims and crosshairs let you draw a frame around the area of the screen you want to "clip."

Figure 1414

When you finish the frame and release the mouse, the clipped area as well as the link to it appears in OneNote.

Figure 1415

Remember that if this is a pictorial representation of text you want to use, you can still use the extract text feature covered earlier.

The other interoperability area where OneNote 2007 really shines is with your other planning tool, Outlook 2007.

While you can easily send items from Outlook to OneNote, you can also create Outlook items from within Notebook.

Figure 1416

Now flagged note in OneNote...

Figure 1417

Is an accountable task (that you can also assign) in Outlook.

Figure 1418

It works the other way too. Open an appointment in Outlook 2007 (or a Contact or Meeting Request) and you will find a Send to OneNote button.

Figure 1419

Clicking the button in Outlook opens a new page in OneNote with the relevant meeting, appointment or contact information.

Figure 1420

Two things to take into account here is the link back from the Notes page back to the Outlook item, in case you need to update or revise it, and where the Notes page is created.

The notes page from the Outlook item is created in Unfiled Notes.

This gives you the chance to drag it into a more appropriate section in order to organize the information correctly. Of course if you do lose track of it, the search feature of OneNote or tagging the item will make it easy for you to recover it later on.

The Tags feature in OneNote is similar to the tags in Outlook — you have a full range of tags to create in your notes pages, many preset and color coded, or you can create your own custom tags.

Figure 1421

By opening the Tags task pane in OneNote you can see a summary of all of your current tags — but what is very cool is that you can automatically generate an entirely new and separate OneNote page, and drag it into any section, comprised entirely of your current tags. You could do this with sorted tags for a specific client, or for a specific event or duration of time.

All this flexibility between OneNote 2007 and the other Office 2007 apps lets you essentially use OneNote as a one spot organizational tool to manage projects in the other applications, and then organize your work and schedule relating to these projects between OneNote and Outlook.

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