OneNote Quick Start!

0:00Let's start off this skill by making sure we all understand what the point of

0:04the OneNote application actually is.

0:06I mean, why OneNote?

0:08And you might be looking at me and thinking, well, I think the clues in the

0:11name there, Simona.

0:13Surely it's just about taking notes, isn't it?

0:16And yes, of course that is true.

0:18But sometimes people say to me, oh yeah, yeah, OneNote is all about taking

0:21notes,

0:22and I don't go to meetings, so therefore I don't actually take notes in that

0:25sort of traditional sitting in a meeting taking notes type of context.

0:29So, one note isn't of any use to me.

0:31But look, here's the thing.

0:33There's more to OneNote than just taking notes.

0:36So yes, of course you can use it to take notes, either typed notes or even

0:39handwritten notes if your device supports that.

0:42But also look here, points number two and three on my list, which I think are

0:45much more valuable.

0:47So, number two on the list, planning and researching.

0:51If you're looking stuff up online and you're gathering together information,

0:54you're learning stuff,

0:55you know, where do you put all of the results of that research and planning?

0:58Look where do you put it?

0:59So therefore, OneNote really comes into its own.

1:02When you are gathering together different types of content, I mean, maybe you

1:06have found links, you found pictures, you found PDFs, you write a bit of text

1:10that springs to mind, you scribble a bit of annotation using if you've got one

1:13as touch type of device.

1:15Where do you put all of those different things that you have gathered during

1:18your planning and researching activity?

1:21Well, the answer is of course, OneNote.

1:23So if you think about how it gets its name, yes, OneNote is about taking notes,

1:27but more importantly, in my opinion, it gives you just one place to store all

1:31of that stuff.

1:32And I think it is a fantastic tool.

1:34I use it as we will see to plan the videos that I record in this job.

1:38But sometimes people say to me, "Oh, really?

1:42I'm not sure that I've got the energy to learn yet another Microsoft

1:45application.

1:46I mean, can't I just use Word or something to do my planning and research and

1:49note-taking?"

1:51And I think really, we've got to remember that products like Microsoft Word

1:55were not designed to take notes.

1:58I mean, for sure, if you're really desperate, I suppose you could use it for

2:00that.

2:01But if I just remind you what Word actually looks like, so there's a sneak

2:04preview of OneNote, come back to that in a second.

2:07But this, of course, is Microsoft Word.

2:09And Word, if you think about it, was originally designed to create the final,

2:13finished, polished documents.

2:16So you can see I'm scrolling through here, it's beautifully formatted, I've got

2:19little headings and lines across the page.

2:20I've got a rigorous numbering structure here with all of the text neatly

2:23aligned according to whatever standards I'm supposed to be following.

2:27I've got a page number in the footer area.

2:29So Word is very good at that.

2:31And I think you already know, if you've ever tried to use Word, how annoying it

2:34is, if you do want to just add a random picture, just here, or add a random web

2:39link here in this gap.

2:41I mean, it's not always that easy to just type in these gaps here because Word

2:45is designed to be a kind of a continuous flow of text, isn't it?

2:49It's a text-based tool.

2:50So if you want to start bringing in other stuff, it gets really quite annoying.

2:54OneNote, of course, is the answer.

2:55So let me just get rid of this Word document.

2:57I don't need to save any changes I might have inadvertently made.

3:00And what you're looking at here is OneNote.

3:03And what you're actually looking at are these specific notes that I've been

3:06using to plan this particular skill.

3:08So here you can see my notes for this video that you're watching right now, and

3:13you know, those are the things that we're talking about here.

3:15You can also see I've got a picture, I've got a couple of links.

3:18And what's interesting about this, can you see that all of these bits are kind

3:21of free form?

3:22You know, nothing else moves around when I move any of these things around.

3:25Imagine trying to do that in Word.

3:27I'm sure you've had the experience where you try and move something in Word and

3:29everything else goes out of kilter,

3:31and I can at any time just click anywhere and start typing, or if I have got a

3:35device that supports it, I can grab the pen and start scribbling on the screen

3:39as well.

3:40So as we progress through this skill and the ones that follow this skill,

3:45of course I will be teaching you how we can work with it and how we can add all

3:48sorts of different bits and pieces to our OneNote notebooks.

3:52But before we get any further, I do need us to make sure that you are using the

3:56correct OneNote to follow this course,

4:00because OneNote does come in a few different flavors.

4:03So this course is specifically designed for the Windows desktop application.

4:08That's what you're looking at here.

4:10So what I'd like you to do is to have a look at your OneNote that you're trying

4:13to learn how to use and check that it kind of looks like this.

4:16It might look a little bit different, but the distinguishing feature I want you

4:19to have a look for in your OneNote is whether you've got a file menu up at the

4:23top left hand corner.

4:25And if you do, does it look like this or something like this? You probably won

4:28't have all of these notebooks because these are obviously all of my demo

4:30notebooks,

4:31but does it look a bit like this?

4:33Does it say notebook information here?

4:35Do you have these other options down the left-hand side, new open, print, share

4:38, export, send, account options?

4:41Do you have that file menu?

4:43If you do, if it looks like that, then fantastic. You've got the correct One

4:47Note.

4:48So that's the OneNote Windows desktop application. That's the focus for this

4:52course.

4:53But if what you're looking at on your system doesn't look like that, and you

4:57think, well, what OneNote am I using then?

4:59Let me show you what it might be.

5:01So what you're now looking at is exactly the same notebook with the same notes

5:06you saw a second ago and that same scribble that you saw me add.

5:09But this time, at the top of the screen, this is the Windows 10 app.

5:14So it does look a little bit different. In my environment, I've got a solid

5:17purple bar across the top, but note, I do not have a file menu at the top left-

5:22hand corner.

5:24So if you haven't got a file menu, then you're going to be using, I think, the

5:28Windows app rather than the desktop app.

5:31Or there's a third option. Let me go to my browser. You might be using OneNote

5:35on the web.

5:37And for that, you do have a file menu, but it looks different.

5:41But hopefully it should be obvious if you're using OneNote for the web because

5:44you'll be using it within a browser.

5:46So at the top here, you can see that this is a browser tab.

5:49And if I click it, I get the opportunity to do a Google search or whatever. It

5:52's a browser-based tab.

5:54So I have put links in this skill to separate training content on how to use

5:59OneNote for the web and how to use the OneNote for Windows 10 app.

6:05So by all means, follow those links if you realize you're not using the correct

6:07product for this course.

6:09But for the rest of this skill and the ones that follow, we will be using what

6:13you see here, the OneNote Windows desktop application.

6:18But anyway, haven't got that out of the way. Let's crack on and see how we can

6:21actually use OneNote.

6:22And so in this skill, we'll cover the basics of structuring your notebook and

6:26adding content to it.

6:27And then in other skills, we'll be learning more about different content types

6:31you can work with and we'll learn how OneNote integrates with your other office

6:34applications.

6:35And we'll also learn how to share and collaborate with OneNote.

6:38But let's not get ahead of ourselves too soon.

6:41So in the next video, we'll take a quick guided tour of the OneNote environment

6:45.

6:45and then we can start building an example notebook.

0:00Although I am assuming that you're already using other Microsoft Office

0:03applications,

0:04such as Excel or Word or Outlook,

0:07and of course the interface of OneNote is very similar to that.

0:10So I'm sure you're familiar with these different ribbon tabs across the top

0:13here,

0:13this row of words, which of course changes the buttons that you've got

0:16available to use

0:17to actually do the things you want to do in OneNote.

0:20There are one or two things about the OneNote interface that I want to share

0:23with you so it doesn't catch you out.

0:25And the first thing is it will default to what we call the simplified ribbon.

0:30And the simplified ribbon as you flick through these ribbon tabs only gives you

0:33, well,

0:34a simplified version of the buttons available to lead you to the features that

0:38we're going to be using in OneNote.

0:40So I'm probably going to recommend to you that you click this drop down over on

0:44the right-hand side

0:45and change it to the classic ribbon.

0:46Now you don't have to, but that's what I'm going to be using throughout this

0:49course.

0:50So if you want yours to look the same, showing all of the features available in

0:53a slightly more expanded view,

0:55then I recommend to make it match.

0:56You should probably do the same on yours.

0:58So rather than showing the simplified ribbon, show the classic ribbon instead.

1:02And that's probably going to match the sort of view that you will see in, for

1:06example, Excel.

1:07You can see I've got that deeper ribbon rather than the thinner simplified

1:10ribbon.

1:11So that's the first thing.

1:12The second thing, a quick word about the quick access toolbar, which is common

1:16across all Microsoft Office applications.

1:19So you might have used it in Excel or Word.

1:21So let me just switch back to Excel.

1:23The quick access toolbar in Excel here, you can see is this row of buttons.

1:27I've got right at the top of the screen, which stay fixed no matter which

1:30ribbon tab I mean.

1:32So that's why it's called the quick access toolbar.

1:34I've always got access to them, no matter, you know, which ribbon I happen to

1:37be working in.

1:38And I do recommend you use that in OneNote as well.

1:41So let me go back to OneNote.

1:43So first of all, make sure it's showing.

1:45Now mine is showing.

1:46It's this little toolbar up here showing the back button and the undo button.

1:50It might be showing underneath the ribbon for you.

1:52But if you right click somewhere up here, you will see I've got the option to

1:56hide the quick access toolbar.

1:57So I'm just going to do that so I can show you what happens if you have already

2:00got yours hidden.

2:01So I'm going to hide it.

2:02It's now not there.

2:03So if you haven't got it, just right click somewhere on your ribbon and choose

2:06the option to show the quick access toolbar.

2:09There it is.

2:10It's back again.

2:11And again, if you right click on that, you get the option to show it either

2:14above or below the ribbon.

2:16I've got mine above the ribbon, but you could choose.

2:18Let's just try it.

2:19You could choose to show it below the ribbon if you want to.

2:22But no, I'm going to put it back above the ribbon because that's my preference.

2:25And then once we've mastered that, as you might be aware, if you already use

2:29this in Excel or Word,

2:30when you come across useful buttons throughout the different ribbon tabs, you

2:34can just right click on any button you fancy and choose to add it to the quick

2:38access toolbar.

2:39So I'm just going to add a few random ones here.

2:40So add the quick access toolbar, add the quick access toolbar.

2:43And you can see that little row of buttons up there is growing with all of my

2:47favorite commands.

2:48So no matter which ribbon tab I'm in, I've always got, for example, the highl

2:51ighter option available, no matter which ribbon tab I happen to be working in.

2:56So I am going to suggest you use that.

2:58And throughout the course, there will be the odd button here and there.

3:00I'm going to be recommending that you do add to your quick access toolbar.

3:04The next thing I wanted to mention to you is the search in OneNote.

3:08Now, Microsoft, historically, over the last few releases of Office have meddled

3:13a little bit with how search works.

3:15And at the moment in OneNote, in my opinion, it's ever so slightly confusing

3:18because we've got two search boxes.

3:21So you've got this search right at the top of the screen, which is currently,

3:24as you can see, aligned with my quick access toolbar and the title of the file

3:28that I'm working in.

3:30And that search box, well, let's try it.

3:33Let's imagine I want to find a particular command and I'm looking through the

3:36ribbons and I can't find it.

3:38Well, you can search for commands to get help.

3:40So I think to myself, there must be a command somewhere to clear formatting.

3:44So I'm just going to type clear and sure enough, it's come up with, yeah, there

3:48is a command and action for clearing formatting.

3:50And what I like about this, actually, I can use the command directly from here,

3:54but I can also right click and add it to that quick access toolbar.

3:58That saves me ever having to care where that command actually lives on the

4:01ribbon.

4:02I've just found it through search and added it straight to my quick access

4:05toolbar.

4:05But if you are curious, it would have lived. So there we go. That's where it

4:09lives on the home ribbon tab.

4:11But did you also notice, as I typed in clear for that example, it was also

4:15searching for the word clear in my notebook itself, you know, actually in my

4:20notes.

4:21And if I click that, what you'll see, the search then pops down to this other

4:26search box over on the right hand side here.

4:29So if you knew you were going to search specifically for content that you've

4:32made notes on in your one note environment,

4:34you could have gone directly there to find your particular, you know, to type

4:38in your search term.

4:39But what you can see here, I've obviously typed the word clear many, many, many

4:43times across all of my different notebooks.

4:46And I've got a very complex notebook structure, as you will see in the next

4:49video.

4:50But this is where I can see all of the times I've mentioned the word clear 222

4:53times across my whole one note environment.

4:56But if I want to just find the word clear on this page, then look, find on the

5:00page, I click that.

5:02And that's where, can you see the gray highlighting there that indicates that's

5:06where the word clear appears on this particular page?

5:09There's only one search result that's come up on this particular page.

5:12You can see in the next to the search box there.

5:14And interestingly, well, as you know, these are my notes for these videos that

5:18I'm recording.

5:18So in this particular video, yes, I do want to talk about clear formatting as

5:22an example in the search.

5:24So that's where it's come up with the word clear.

5:26So searching within the page itself or within your notebook, then you can use

5:30this search box up here.

5:32But there's one more clever thing I want to show you about searchings.

5:35Let me clear that search I just did.

5:38And I'm going to search notebooks for the word heart.

5:40So let me just type in heart.

5:42I'm only interested in finding search results on this particular page.

5:45Let's just choose that.

5:46And you can see it's come up with three matches, one of which is in my notes,

5:52because I made a note that that was an example I wanted to do with you.

5:55So yeah, it's in my notes.

5:57But the reason why it's in my notes as an example I wanted to show you is

6:00because look,

6:01this little screenshot, this image I've got here, it has also read the text in

6:06that picture.

6:07So the word heart appears twice, one tiny tiny there and one slightly bigger

6:11there.

6:11So one note is rather fantastic at searching not only your notes, but also any

6:15text in your pictures,

6:17which is rather fabulous when it comes to searching for the content that you

6:21need.

6:21But anyway, I just wanted to point out to you the slight oddity of having two

6:26different search boxes there.

6:28And then finally, in terms of the interface and how it looks, you do have a few

6:32options.

6:32So you will have spotted, of course, that yes, the commands are all at the top

6:36here

6:36and the main body of the screen is where you're going to be typing your notes.

6:39But also, as we'll learn in the next video, you can structure your notebook

6:43into different pages

6:44and different sections and whatnot.

6:46And the different pages in your notebook will appear down the side.

6:50So look at my screen, I've got these different pages down the left-hand side

6:54here.

6:54And as I said, we're going to play with this a bit more in the next video.

6:57But you might prefer to have the pages shown down the other side.

7:00You know, it depends on what makes best sense to you.

7:01So there are a few options with regards to how you lay out the screen and how

7:05one note behaves for you.

7:07So in the file menu, if you choose options right at the bottom,

7:11you've got a few things to play with.

7:13As we progress, we might be diving into some of these things,

7:15but while we always have a browse through to see what's going to help the way

7:18you use one note.

7:19But if I go into display, you will see, for example,

7:23that I've got the page list on the left-hand side.

7:25If I uncheck that and click OK, it puts the page list over on the other side,

7:30which may be how yours has defaulted to.

7:32But that's going to be very much personal preference.

7:34Or let's imagine you've got really carried away with your quick access toolbar

7:39that you are taking up loads of space across the top here

7:42and you prefer to have the search box kind of collapsed.

7:45So it didn't take up as much space.

7:46So you've got more room for all of these lovely buttons to have quick access to

7:49.

7:49Well, again, that's an option.

7:50So if I go back into file options and on the general tab here,

7:54there we go, collapse the search box by default.

7:56Let's check that. Click OK.

7:58You can see that now the search box is just that little magnifying glass over

8:02on the right-hand side,

8:02which will only expand when I click it.

8:05That means I've got loads of space here to put lots of lovely buttons on my

8:09quick access toolbar.

8:10Much like I had already done if I show you in my Excel environment,

8:14you can see I've got loads of buttons here and that search box is collapsed.

8:18So a few options there.

8:20But in the next video, we're going to learn how we can work with our notebooks,

8:23how we can structure them into different sections and pages and whatnot

8:26to really make our researching and planning and notetaking experience

8:30more powerful and more organised.

0:00Let's have a think about the different ways that we can structure our OneNote

0:03content.

0:05So you have your OneNote notebook and as you might guess within that you have

0:08several

0:09different pages.

0:10You can have as many pages as you like and you saw a glitz of that in the last

0:12video

0:12and of course it's on the pages where you, you know, do your random typing and

0:16stick

0:16pictures or links or whatever you need to do.

0:19So yeah, your notebook contains multiple pages for you to put your notes and

0:23your research

0:24onto.

0:25But actually to help us organize this better our notebook can be divided up

0:29into sections.

0:30So much like if you've got a ring binder or something you might have those

0:33colored cardboard

0:34dividers if you like to divide up your pages into, you know, into sections.

0:39So in terms of the hierarchy of how your OneNote content is structured at the

0:43very top level

0:44you have your notebook.

0:46The notebook is then divided into sections and then the sections are divided

0:50into as

0:50many pages as you need.

0:52And if we think about this as a hierarchy, you know, very much like an

0:55organization chart

0:56almost you can see here the notebook at the very top level that's then divided

0:59into a

0:59number of sections and each section is divided into a number of pages.

1:03But I'm also going to just rearrange that hierarchy a little bit to display it

1:07in a

1:08kind of a sideways fashion.

1:10And you'll see why when I actually show you how we can get this to look in One

1:14Note because

1:15actually this more kind of sideways style of hierarchy shown here in the bluey

1:20color

1:20is more how it's represented in OneNote.

1:23And if you're thinking to yourself, well why does she make you such a big deal

1:25of this?

1:26I mean, this is not that surprising is it?

1:28Well, for two reasons.

1:30Firstly, you can see here is that you can and possibly should have multiple

1:35notebooks.

1:36So as soon as you have more than one, two, three, four notebooks in your One

1:39Note environment

1:40it becomes quite important to understand the structure so that you can navigate

1:44both within

1:44and between notebooks effectively.

1:47And I've also put here that you possibly should have multiple notebooks and we

1:50'll talk a bit

1:51more about that as we progress.

1:52But the main reason is that because your OneNote environment can get very

1:56complex very quickly.

1:58Sometimes I see people working with just one notebook and it is enormous.

2:01They have hundreds of sections and section groups and pages and sub pages and

2:05it becomes

2:05an absolute monster to deal with.

2:08So we can ease that problem by having multiple notebooks and understanding how

2:11best to organize

2:12the structure before we get too deeply, too deeply into the world of OneNote

2:16and starter,

2:17creating a monster before we even realize what's happened.

2:20So yes, your OneNote environment can get very complex very quickly indeed.

2:24So my goodness, thank heavens for search.

2:26We saw that in the last video, didn't we?

2:28That the search is very powerful.

2:30It will search across multiple notebooks and multiple sections and believe you

2:33me, we're

2:34going to need that once we start getting into creating lots of content within

2:38OneNote.

2:39You already know, don't you, that what you're looking at here is my real live

2:42OneNote

2:42notebook and I'm using it to plan what I'm going to cover in this particular

2:46skill.

2:46But if you look over on the right hand side of that page list, now in the last

2:50video,

2:50we saw how we can move that page list from the left to the right depending on

2:53our preference.

2:54But you can see there are three pages already.

2:56So this first page is all of the detail, all of the planning for what I want to

2:59include

3:00in this skill.

3:01And then you can see I've got a couple of other pages ready and waiting for me

3:03to plan

3:04content for subsequent skills.

3:06But look, you will notice that these three pages here are actually in a section

3:10called

3:11OneNote 2024.

3:13So you can see these colored tabs across the top representing the different

3:16sections in

3:17my notebook.

3:18And if we look a little bit further to the left again, you'll see that my

3:21notebook is

3:21called CBT nuggets.

3:22Okay, so that's our hierarchy CBT nuggets divided up into multiple sections.

3:27And then you can see in this one note section, I've currently got three pages.

3:30So what I'm going to do is just go to the View ribbon tab because we do have

3:34some different

3:35display options that we can use to help us see the hierarchy in different ways.

3:40And it does very much depend on what's going to make best sense to you.

3:43So look at this, we have a tabs layout button.

3:47That's going to control the appearance of these section tabs.

3:50Now for me, they're currently shown across the top here as these colored tabs.

3:53But if I click the drop down here and choose instead of horizontal tabs, if I

3:57choose vertical

3:58tabs instead, then look at the left hand side of the screen.

4:03You can now see a hierarchy that does look a bit more like what I sketched up

4:07in the intro

4:08video in the blue color, you know, the sort of the sideways style of hierarchy.

4:11So at the very top level, there's the notebook, which is called CBT nuggets.

4:15Here are some sections and actually I've got loads of sections.

4:17Mine is a horribly complicated notebook, but let's just change it to a section

4:21that's

4:21close to the top so you can see it more easily.

4:23So here's the social media section in my CBT nuggets notebook.

4:26There are currently three pages in that social media section and you can see as

4:30I flick through

4:30them there, obviously the main body of the screen will change.

4:34And also while we've got that view ribbon tab showing, try out the full page

4:38view at the

4:39left hand side here.

4:40So if you choose that, what it's going to do is collapse all of that sort of

4:43hierarchy

4:44on that left hand side here so you can see what you're doing.

4:46If you switch it back to normal view, you'll see that it shows it again, or you

4:50could use

4:50this button here to hide the notebook and section level of detail if you like.

4:55So you can click that as required to see the notebooks and the sections, but

4:59you're always

5:00left looking at the pages.

5:02So it does depend on your personal preference, what makes sense to you.

5:05It also is going to depend on how much room you've got on the screen to play

5:08with because

5:08if you're working on a very small monitor, you're more likely to want to get

5:11rid of some

5:12of that clutter at the side of the screen.

5:13If you work on a big monitor, it's not going to be too much of a problem seeing

5:16that.

5:17But what I'm going to do is I'm going to change the tab's layout back to being

5:20horizontal

5:20tabs because I do quite like that.

5:22It does give me, I think, a bit more room on the screen, but it is personal

5:25preference,

5:26but that is where I'm going to settle, I think, for my preferred settings for

5:30how it's displayed.

5:31I think what we should do for the rest of this course is create a brand new

5:35practice notebook

5:36for us to work on for the rest of the course and it'll save you from having to

5:39look through

5:39my rather messy real life work notebook.

5:42So what I'd like you to do with me is click just here.

5:46Now what yours is going to say, it's probably going to say something like my

5:48notebook or

5:48something.

5:49It's not going to say CBT nuggets because obviously that's the name of my

5:52notebook, but whatever

5:53the name of your notebook is, click on the drop down there and choose the

5:56option to add

5:57notebook.

5:59So this is where you get to give that notebook a name and I don't know, I don't

6:02mind what

6:02you want to call it, but I'm just going to call it one note training, but it

6:05can be anything,

6:07just something for us to play with throughout this course.

6:09We then get the opportunity to decide where it's going to live.

6:12Now yours might be defaulting to the cloud to OneDrive.

6:15I'm going to suggest that you just, it doesn't really matter, but maybe just

6:19put it locally

6:20on your PC.

6:21That's what I'm going to do and I'm going to be deleting this once we finish

6:24the training

6:24course.

6:26But you might be thinking to yourself, well, hang on a minute, it's putting it

6:28on the PC,

6:29but where on my PC is it putting it?

6:31But if I choose this option, create in a different folder, that's where you

6:35will get to see the

6:36path of where it's actually going to create it.

6:38And we are going to look at that later.

6:40So I'm just making a mental note that it's in my documents folder in the One

6:43Note notebooks

6:43folder locally on my hard drive.

6:45So let me just cancel that for now because I'm going to let it put it there in

6:47the default

6:48location on my PC.

6:49So let's create the notebook.

6:52So now what you can see over on the left hand side there, there's our new

6:56notebook called

6:57OneNote Training.

6:58If I pick a drop down, that's where I can switch back to the other notebook.

7:03So it is a really good idea for a number of reasons to have multiple notebooks.

7:07I would strongly suggest you don't try and just have one great big notebook for

7:11everything

7:12in your life, not only, as I mentioned in the introduction, does it get very

7:15complicated,

7:16but also if you need to share content and collaborate on content with other

7:20people,

7:21currently you can only share at the notebook level and you're probably not

7:24going to want

7:24to share your whole world, your whole OneNote notebook with somebody else.

7:28So I tend to recommend people create a new notebook for every major project if

7:32you like

7:33that you're working on.

7:34So anyway, we're going to be working on this OneNote Training notebook.

7:37And what you'll see is it's given us a default section that's just called

7:40section one and

7:41then over on the right hand side, we've just got an untitled page there.

7:44So let's start putting in some text.

7:47So let's imagine this is just some meeting notes.

7:50Maybe it's for a review meeting.

7:51Let me just edit that slightly so it says review meeting.

7:53And as I type something in there, you'll see the date and time is automatically

7:57populated,

7:58but whatever I type in there becomes the name of the page over on the right

8:02hand side.

8:03And then as you know, you can just click anywhere to start typing.

8:06And as we progress through this course, we'll talk a bit more about how you

8:09manage the content

8:10that's going to be going on the pages.

8:12But let's imagine I have taken a screenshot during an online meeting or

8:15something.

8:16So I'm just going to paste that in there, but you know, you get the idea with

8:20just putting

8:21all of our stuff onto this page.

8:23But now let's add another page.

8:24So over on the right hand side where we've got our page list, I mean, you might

8:27have

8:27it over the left, but either way, you will have this add page button.

8:31So let's just add another page for something else.

8:34So maybe it's a budget update, I don't know.

8:36And let's just add another page or look, we can right click to add a new page.

8:40You can click and drag to move pages around.

8:43If you end up with too many pages, you can right click on the pages that you

8:45don't want

8:46and delete them.

8:47And you will also see you can click this little plus here to add a new page in

8:50a particular

8:51position.

8:52So up to you, very easy to add new pages, also very easy to move them around,

8:57very easy

8:57if you need to to delete pages if you do get a bit a little bit carried away

9:00like me

9:01with adding some new pages.

9:02Let me just tidy up for a second there and get rid of some of these untitled

9:05ones.

9:05So yeah, we've got two pages, but this section, the section, the default color

9:09being blue

9:10there for the first section is just called new section one.

9:13Well, let's rename that.

9:15So I'm just going to double click on that to rename it.

9:17So let's call it meetings, imaginative, I know.

9:21Press enter just to enter that in and you'll see if you want to create another

9:24section.

9:25So let's just add another one by clicking this plus here.

9:28It's giving us a different color tab and let's call this, I don't know, admin

9:32or something

9:33and press enter.

9:34So in that admin section, I've now got one blank, unnamed, untitled page ready

9:38for me

9:39to add more pages, add content.

9:40And of course, at any time I can switch back to that meeting section and the

9:44two pages

9:45I've got in there.

9:46So already you are creating content in one note.

9:50And if you want to change the order of your tabs where you can click and drag

9:53them.

9:53So let's say I want meetings to be after admin, I can do that or I can right

9:57click to change

9:58the color of the tab.

9:59So this bright pink for admin don't like that.

10:01I'd rather it was yellow than yet we can do that.

10:05And once you do get slightly more complicated structures in your notebooks,

10:08then you're going

10:09to be finding it very useful to use this back button up here.

10:13So you know that the undo button and does the very last thing you did, but the

10:16back button

10:17will navigate you back to the previous page that you were clicked on when you

10:20were hopping

10:21through the different parts of your one note notebook.

10:23So that does become very useful when you've got lots of pages and lots of

10:25sections and

10:26whatnot.

10:27Now remember, when we created this one note training notebook, I was very

10:31particular in

10:32saying that I was saving this locally on this PC and then I clicked denied to

10:36have a look

10:37at where actually it was stored.

10:39So what I'm just going to go and do is have a look in my file explorer.

10:42I'm going to have a look in my documents folder and you'll see here there's the

10:46one note notebooks

10:47folder that it told me that this new notebook was going to be created in.

10:50And if I open that up, you'll see sure enough, there's a new folder called one

10:55note training

10:56which aligns with the name of that notebook that we created.

10:59So whatever you called your example practice notebook, that's going to be the

11:03name of the

11:04folder in your one note notebooks folder here.

11:07And if I open that up, that's where we will see individual one note files.

11:12So you can see if I just expand there, there we go.

11:15The file type there are one note sections.

11:17It's given me a separate file there for each section that we created within

11:22that one note

11:23notebook.

11:24And again, if you think I'm being a bit pedantic by pointing this out, it's

11:27just that I know

11:28that people do create a lot of one note content and it can get very complicated

11:32very quickly

11:32and it can get very confusing where it actually lives, where's it stored.

11:36And as we progress through this course, we will be talking a bit more about how

11:39we share

11:39this content, putting it up in the cloud using one note notebooks that are

11:43stored in SharePoint

11:44or Teams.

11:45We're going to be covering all of that later on.

11:47But for now, this is just a personal notebook stored locally on your hard drive

11:50.

11:50Let me just minimize that for a second though.

11:53So we know how to add sections and we know how to add pages.

11:55We can also add sub pages.

11:57So let's imagine that I'm making notes in this review meeting and it's getting

12:01really

12:02rather busy, really rather crowded.

12:04You can scroll down almost indefinitely to add more content.

12:07That's not a problem.

12:08But if it does get too full, you might want to create a sub page to just be

12:12better organized

12:13and to separate out some content.

12:15So I'm going to create a new page under review meeting called action items.

12:20But because those action items relate to that review meeting, look over on the

12:23right hand

12:23side here, I'm going to make it a sub page and you can either just carefully

12:27click and

12:28drag to the right slightly.

12:29Can you see now it's slightly indented or let me just put that back, you could

12:33right click

12:34and choose to make it a sub page, whichever feels easiest to you.

12:37But as soon as you've got a sub page, let me create a few more just for

12:40dramatic effect.

12:41What you will get with the kind of the master page is this button here which

12:45will allow you

12:46to hide or show the sub pages within it.

12:50So wow, can you start to see how organized we can become with notebooks,

12:56sections, pages

12:57and sub pages?

12:59So that's just one last thing for this video.

13:01If you do have lots of notebooks, you may or may not want them all available at

13:05the same

13:05time, particularly if you are working in an organization where you have lots of

13:10shared

13:10notebooks stored in Microsoft Teams or Microsoft SharePoint, you might have a

13:14huge long list

13:15here of different notebooks that you've ever opened.

13:18So if you want to close a notebook that you're not using at the moment, you can

13:21right click

13:22on it in this list here and choose close this notebook.

13:26That does not mean you've deleted it.

13:28So if I go back to the File Explorer, you can still see that that OneNote

13:31training notebook

13:32we created is still in that file on my hard drive with those same OneNote files

13:37representing

13:38each section.

13:39It's just it's not open at the moment in OneNote.

13:42And if you do want to open it again, while we don't create a new one, we don't

13:46add a

13:46new notebook, no, we click this More notebooks option down here.

13:51This is also where we can pick up any shared notebooks, but we'll talk about

13:54that another

13:54time.

13:55But you can see just down here, oh, there we go.

13:57There's a recently accessed notebook called OneNote training and it'll open it

14:01up again

14:01alongside any other notebooks that you've got open.

14:05So wow, quite a lot there, but I really do urge you in the early days of using

14:10OneNote

14:10to give the structure of your content some consideration.

14:14And it is absolutely a good idea to have multiple notebooks.

14:17Don't feel like you have to put everything into the same notebook.

14:21It really does streamline things nicely.

14:23If you can have multiple notebooks, perhaps divided up by project or whatever.

14:27And then within each notebook, you create your sections.

14:29And then within each sections, you can have multiple pages or even sub pages.

0:00One of the problems of fully embracing OneNote to take all of your notes is

0:04that that means you don't always have a pen and paper handy

0:06because you're used to taking all of your notes in... in OneNote!

0:09But there will still be times, I'm sure, when you do need to take a note of

0:13something

0:14that either doesn't really belong in any particular section or page in your One

0:18Note notebook or

0:19that you just need to make a quick note and you're going to file it properly

0:23into your notebook structure later on.

0:25So sometimes we do still need a little pad of sticky notes to drop down those

0:29odd things and OneNote can address that scenario

0:32using two different ways. Now the two things we're going to look at are quick

0:36notes and

0:37sticky notes and I want to cover both of them in this video.

0:40They do have a big overlap in terms they both

0:43provide a way of jotting down those odd little things on a quick note very much

0:48like you would use the natural pad of sticky notes in a pen.

0:50But you would probably not need to use both of these two tools. Now it doesn't

0:56mean you can't, they don't conflict with each other or anything

0:58but they do very much overlap in how you would use them.

1:01So we'll start with quick notes and I'd like you to imagine that you're working

1:05away at your desk and somebody walks by your desk and says,

1:07"Oh, I've got that phone number that you're asked for" and they start telling

1:10you the phone number.

1:11So you need to write it down, you're scrambling for a pen and a little sticky

1:14note,

1:15but you haven't got one so you're going to use OneNote instead to drop down

1:17that phone number.

1:18So to find quick notes within OneNote, you go to your View, Ribbon tab and

1:22choose this option here, New QuickNote.

1:24So that pops up this little floating window thing where you can drop down that

1:28telephone number that somebody's just just mentioning as they walk past your

1:31desk.

1:31Fantastic. You'll see you've got a couple of options with regards to how you

1:35want this note to look.

1:36So I'll leave you to play with that. But if I close that you might be thinking,

1:39"Well,

1:40okay, well where has it actually gone?" Because, you know, I'm in OneNote,

1:44but, you know, I can't see that quick note that I just created.

1:48Well, let me show you.

1:49So if you click the drop down where you see your list of open notebooks,

1:53you've got this special entry here, this default entry, which is your quick

1:57notes.

1:57And that's a whole special section whereby it'll build up a separate page for

2:01each quick note you create.

2:03So that page there is the note that we just made literally quickly on the fly

2:08there.

2:08So that's where they live. Let me just go back to our OneNote training notebook

2:12though,

2:12because another way we can use quick notes is when we don't even have OneNote

2:16open at all.

2:17And that I think is a much stronger use case scenario because sometimes you

2:21might want to make a note or something,

2:22but, oh, no, Scramble Scramble. I haven't actually got OneNote open yet. Where

2:25do I write it down?

2:26So I've got a keyboard combination for you. It's

2:29Windows key, Alt and N. So even when OneNote isn't open, that will also open up

2:36another quick note for you.

2:37So let's imagine somebody has just recommended a hotel to you. You think, "Oh,

2:40where am I gonna write that down?"

2:41So you just drop that down and we know that saved into that quick notes section

2:46.

2:46Or a third way we can create these quick notes. If you look at the bottom right

2:51-hand corner of my screen here,

2:53you can see on the taskbar in the system tray,

2:55I do have a little OneNote icon. And as I hover over it,

2:59you can see that that's going to give me a way of creating a new quick note.

3:02So even though I haven't got OneNote running, I can create a new quick note by

3:05clicking that.

3:06Now if you don't have that, then what you need to do is right click on your

3:10taskbar down here, choose Taskbar Settings.

3:13And then it's this bit here, other system tray icons.

3:17So if you click that and that will give you various icons you can switch on and

3:21off for this area down here,

3:23one of which is the Send to OneNote tool.

3:25So if you've got OneNote installed on your Windows desktop,

3:29then you should have this ability to switch this on.

3:32So you need to make sure that that is switched on. That will give you that

3:34little button down there.

3:36One more thing we do need to check though, if you right click on that little

3:40button,

3:40you'll see that the default when I click that little button is that it is going

3:45to give me a new quick note.

3:46And there's a reminder of the keyboard shortcut.

3:48But we need to check that that is the default for you as well, because yours

3:52might be defaulting to opening OneNote.

3:54So if you click on this option here, OneNote icon defaults and make sure that

3:59this is checked,

4:00that it's going to create a new quick note for you.

4:02If that's what you want it to do, of course, if you actually want it to open up

4:05OneNote then

4:05change it to open OneNote.

4:06But anyway, once you've got that, then yeah, you're on your computer, you haven

4:10't got OneNote open.

4:11Somebody says, "Oh, I've got that name of that piano teacher that you wanted,"

4:15or whatever.

4:16Then you click that, that opens up again, another little note for you, so you

4:20can just drop down the name of the piano teacher.

4:22So if I close that and go back into OneNote, so let's just open that up again,

4:28oh, it's opened up on the other screen that I'm not showing you, so let me just

4:31drag that across here.

4:32And then hopefully, if I go into the quick notes section, we should see, there

4:36we go, those other two quick notes that I added in different ways.

4:40So I've got three quick notes now.

4:41And what I do like about this is it'll just gather them all up here for you,

4:45you can leave them there.

4:46Or if you did want to file them properly into a notebook structure later, you

4:50can do that.

4:51So let's imagine Hotel Amelie, that recommendation, I can just right click on

4:55that and choose to move or copy it to elsewhere in my notebook structure.

5:00So let's just quickly do that.

5:01So let's say I'm going to put it into my, into my meeting section in our One

5:06Note training notebook.

5:07So let's move it there.

5:09So it's now gone from quick notes.

5:10Let's just check that it's gone where we expected.

5:13There we go.

5:13So here I am in the meeting section and you can see that page there with that

5:17quick note.

5:18So that's pretty useful.

5:19But now let's look at sticky notes, which in my humble opinion is the more

5:23modern version of quick notes.

5:25And I have a feeling that maybe quick notes will disappear at some point in the

5:28future in favor of a sticky notes.

5:31And I say that sticky notes is the more modern version because they are stored

5:35in the cloud.

5:35And that means they're going to be accessible from multiple devices.

5:39But do be warned that if you do want to access these sticky notes from other

5:42devices,

5:43you need to be very aware as to what login you're using, you know, what account

5:47you're using through your different devices.

5:48So this is going to be primarily associated with your Microsoft account.

5:53But anyway, here I am in OneNote and I can create a new sticky note directly

5:57from within OneNote.

5:58So top right hand corner, there we go, sticky notes.

6:01And what that will do, it'll actually open up the sticky notes app within One

6:04Note.

6:05So you might have a few default sticky notes already listed here, which are

6:09sneaky ways of teaching you how to use sticky notes.

6:12So if I'm in, have a look at those.

6:13But as you can see, you can click this big plus button there to add a new note.

6:17So let's imagine I'm using a sticky note to make a note of the sandwich order

6:21because it's my turn to go down to the sandwich shop to order sandwiches for

6:25the team for lunch.

6:26So clearly I need to, somewhere of remembering that.

6:28So I've just dotted those on a little sticky note.

6:30I've got a few formatting options as well that I can play with to delete a note

6:35.

6:35If you want to delete any of the default ones, which you might still have,

6:37then you click this more options button here to either change the color or look

6:41,

6:41you can delete it as well.

6:41But anyway, I'm going to leave that there.

6:43So if I close that to get back to those sticky notes within OneNote in the

6:48future,

6:48then you just click that sticky notes button again and that will show your

6:51complete list of sticky notes

6:53and of course give you the ability to create a new one.

6:56But now let's imagine I've closed down OneNote.

6:58I'm just about to go and get the sandwiches and somebody says,

7:01"Oh, by the way, did you know that the sandwich shop has moved?"

7:03It's sort of different address now.

7:04You think, "Oh, no."

7:06So they tell you the new address.

7:07You need to make a quick note of that new address, but I've closed out of One

7:11Note now.

7:11So the sticky notes app is actually part of Windows.

7:15So you can either go to the sticky notes app from within Windows.

7:18You'll see that I've actually got it pinned to my taskbar down here.

7:22Or you could use the keyboard shortcut, which is WinAltS.

7:27And that'll also load sticky notes in the similar format that we saw in OneNote

7:31.

7:31But either way, you add a new sticky note without needing to be in OneNote.

7:35So let's just add in the new address.

7:37Let's imagine somebody says it's 140 May Street.

7:40There we go.

7:41So I'm just going to close down that note.

7:43You can see that that's sitting neatly alongside the sandwich order.

7:47So let me close that down.

7:49So now, of course, I'm away from my desk.

7:51I'm walking down the street.

7:53So I'm hoping that I can see those notes from my mobile device.

7:56So what you're seeing now is my Android phone.

8:00You can see that I've got the OneNote app already installed on my phone.

8:04I'm already logged in with the same user account that I use on my computer.

8:08And as I opened it up, you can see straight away.

8:10I put the top there, two yellow sticky notes there.

8:14One with the address and one with the sandwich order.

8:16So I've got access to those on the fly.

8:19Fantastic. I like it.

8:20And of course, because these notes are stored in the cloud,

8:24that also means you can access them through a browser.

8:27But it is ever so slightly odd where you find them in the browser.

8:30So it's certainly worth mentioning.

8:31So let me just open up this browser window here.

8:34And you'll see that I'm in Outlook for the web.

8:37And your sticky notes go into the notes folder in the folder structure in

8:42Outlook.

8:43So if you click that, that's where you'll see those very same two notes

8:46that we made through the sticky notes app.

8:48Of course, available on any machine through a browser.

8:51But as I say, the slight oddity is that you'll find them through Outlook.

8:54And of course, next time I'm in OneNote or whatever,

8:58if I do want to refer to those sticky notes, then let me just maximize that for

9:02you.

9:02Then we click that sticky notes button to see the list of sticky notes that we

9:07had created.

9:07So two options there for you, sticky notes or quick notes.

9:12They both fulfill, I think, the same function in terms of just jotting down a

9:15quick note.

9:16But they do work very differently.

9:18I wonder which one you prefer.

0:00The scenario is for this learning check is that you're setting up a new

0:03Babminton club at work and you thought it would be a good idea to use one note

0:07to store details about league matches and events and meetings and subscriptions

0:11and whatnot and it does make sense to create a whole new workbook for this

0:15rather than just creating a new section in this notebook because if we stand

0:19down from leading the Babminton club we're going to want to easily pass on all

0:22of the notes associated with it to somebody else and also for that reason

0:26we're going to save this new notebook to the cloud so let's do it. So up here

0:31we

0:31choose the option to add a new notebook we're going to call it the Babminton

0:35club so let me just type that in Babminton club and as discussed we're going to

0:40save it onto your OneDrive so hopefully you've got a OneDrive option just here

0:44I'm going to save it to my personal OneDrive but of course you might also have

0:48a

0:48work OneDrive either will do they're both cloud locations and because this

0:51scenario is about a Babminton club at work then you know maybe save it to your

0:55work OneDrive if you've got that available. So let's go ahead and create that

0:59notebook

1:00save to the OneDrive you'll see that because I have saved it to the OneDrive

1:03I've got the opportunity straight away to share it with other people but I'm

1:07going to say not now because we're going to talk about sharing and

1:09collaboration in a different skill another time but look we can see that

1:13that new notebook has been created fantastic. Let's rename this section and

1:17create some new ones so this one I'm going to double click and call it members

1:21let's add another section and call it League Matches and let's create another

1:27one and call this one subscriptions that kind of thing so there we go. Let's

1:33say

1:33that I want to just change the color of this middle one here to a different

1:37color

1:37so I'm going to change that to a brighter pink I'm going to change that

1:41one to that's sort of a lemony limey color oh that's better. In the League

1:47Matches section I'm going to create a few pages so this first page is going to

1:51be

1:51Round 1 of the League and let's add another page and I'm going to call that

1:55Round 2 for all these matches create another page and call it Round 3 and

2:01then because in Round 1 we're going to have more matches than the other two

2:05rounds I'm going to add a couple of sub pages so let me just quickly do that so

2:09Round 1 I'm going to have a sub page for Group A and then I'm going to have

2:14another group within Round 1 for Group B and you already know that you can just

2:19click anywhere and start typing and we're going to talk more in the next skill

2:22about the type of content we can actually add to these lovely blank pages we've

2:27got here but you've got enough to get you started just by clipping anywhere

2:30and starting to type. Now because this has been saved to my OneDrive it should

2:35therefore be accessible from other devices and also from a browser so I'm

2:39just going to go back to my phone and go back into the OneNote app and what we

2:44should see it might take a second or two to load but oh it did it before our

2:48very eyes you can see those different pages and sections there appearing at

2:52the top for Round 1 Round 2 etc so yes it has synchronized to my phone and then

2:58finally let's just see if we can track down that notebook on my OneDrive so

3:01that we can delete it it's always useful to tidy up after ourselves when we do

3:04these activities so if I just go to my OneDrive which I've got open here on the

3:09home part of OneDrive you can see yes there's that Bapington Club which I can

3:13just click and it'll open up in the browser so yep that's all there ready

3:17and available with the same pages and sub pages and whatnot that we had already

3:20created perfect but if I just close that because the task I really want us to

3:24do

3:25is to delete it I can see it stored in my files so let me just go to my files

3:29and make sure that this is sorted newer to older and I should therefore find it

3:36in here somewhere maybe it's in my Documents folder there we go Bapington

3:40Club you see it's new because of the twinkles let's just delete that job done

3:45- Mm-hmm.