Ok, so, here’s a OneNote feature I did not know about and, I tell you, I am in love with it! Today, I found out that you can add a checkbox to a note (typically an action item) and then come back and mark it with a check mark when it’s been done. Read on to find out how much more you can do with Note Tags thanks to the OneNote Tips blog. My boss has no idea what’s about to hit him…. I am going to be “to-doing’ everything in OneNote and assigning it all to him. Because we share Notebooks, everyone will be able to see just how little he actually does around here. Good times!
Note Tags are interactive checkboxes that can be applied to your notes in OneNote. They can be applied to text, ink, pictures, drawings and much, much more. What’s more, you can search your notebook for any and all checkboxes and filter your search based on the checked status, type of tag, date applied, etc.
You can apply a note tag by pressing <Ctrl + 1>. This places a checkbox on your page. Then you just begin typing or writing your note. If you want to add another checkbox, move to a new location on the page and press <Ctrl + 1> again, then take your next note. Once you’ve accomplished your task, you just click on the checkbox and it marks it as complete.
- Use the <Ctrl> key in conjunction with the numbers 1…9 to access additional predefined tags.
- There are also many other available tags in OneNote:
- If you don’t find a tag that suites your needs, create your own
- Click View -> Customize My Tags -> New Tag, then give it a name and choose from any of the available formatting options.
5. You can also create a new summary page of all the tagged notes found in the summary. Click the Create Summary Page button. With the new page you can print out a copy of your to do list and take it on the run with you.
Note: It’s important to understand that when you create a summary page, all the tags that are currently in the Tags Summary pane are duplicated onto the new page. This means you will have exact copies of these tags and once you refresh the results of the pane, you could potentially be seeing double, (depending on the search scope you have selected).
So, what’s actually happening here? Well, tags have several properties associated with them, one of which is ‘archived’. When a summary page is generated, all the original tags become archived, while the new duplicates are active. Now, generally, this doesn’t really mean anything, other than the behavior described above. However, OneNote has some tag settings that allow you to utilize this little known feature.
You can cause the original, (or archived), tags to appear dimmed once the summary page is created, giving the appearance of a disabled tag, (even though the tag is still enabled). To do this, click Tools -> Options -> Tags -> mark Show original tagged notes as dimmed. By the very nature of the note tags being dimmed, they will be excluded from the search results in the summary pane. But suppose you don’t want them to be excluded. Easy. Just place a checkmark in the Show dimmed tagged notes in the Tags Summary pane of the Tools -> Options -> Tags settings.