Posts Tagged ‘collaboration’

I’m cold and soggy. That’s all I’m saying about that.

I’ve posted a couple of times about sharing OneNote notebooks on a server – but here, for the first time, is a link to a great demo that shows you exactly how to do that.

You will learn how to use a OneNote 2007 shared notebook as your brainstorming center, and your team-members can add ideas and play off each other’s thoughts…

See more OneNote 2007 demos at http://office.microsoft.com/en-us/hel… Use a OneNote 2007 shared notebook as your brainstorming center, and your team-members can add ideas and play off each other’s thoughts no matter where they are.
Category:  Howto & Style

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Here’s something you may or may not already be doing -importing PowerPoint presentations into OneNote and then collaborating with your co-workers on the content.

Tom Bunzel from ITworld.com wrote this:

If you’re in IT, sooner or later you need to present to a team or get colleagues’ feedback on a project that inevitably is shown in PowerPoint format. If you don’t have SharePoint (or even if you do), it is frequently necessary to show your slides – and to practice your presentation and discuss what you are going to say – with your associates or your team. Clearly, this is true pretty much for anyone who uses PPT to communicate.

So what’s the best way to get the show in front of other people for their comments?

Sending your presentation to OneNote and beginning a shared session to discuss your slides and the project at hand is probably your fastest, most efficient course of action.

Microsoft OneNote, perhaps the most under-appreciated program in the Office suite, lets you organize and put comments into its Pages with relative ease. (If you think that OneNote is just for table computer users, you are missing the boat). OneNote installs a printer driver that you can access from PowerPoint to send your presentation directly to OneNote.


This is the easiest and fastest way to get your slides into OneNote.

In OneNote the slides go into a section for Unfiled Notes (you can move this Page to another Section to reorganize the content). If the slides are too large, zoom out or resize them.

The key here is that you can now open Live Sharing Section > Start Sharing Current Session under “Share”, and when you go through the short Wizard in the Task Pane, you can send the password and IP address to the shared session to others, who just need to open OneNote’s Join Sharing Session Task Pane, and enter the information to join the session. At this point all session members can annotate and comment on the presentation as it appears in OneNote on every session participant’s screen.


To discuss the various slides you would obviously use a telephone conference call, and this is a great scenario for getting instant feedback without having to email the presentation to other people, post it on a server, or go through a review process.

OneNote also interfaces really well with Outlook, so that you can easily assign Tasks from the shared OneNote session and have other team members be accountable for fulfilling them. And if you’ve loaded a series of presentations into OneNote, it’s easy to locate a specific slide using Search. OneNote 2007 also has a set of “Tags” that you can use or customize for quick reference to portions of your notes, including the slides from PowerPoint.

Just remember to use the Print capability within PowerPoint to send your slides directly to OneNote’s Unfiled Notes Section, and then start a new shared session, to easily collaborate on a PowerPoint presentation with colleagues or associates.

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If you’re like me and love learning how people are using OneNote, you are going to do backflips when you read this new case study about how the team at Bungie (make Halo games) are using Onenote for collaboration.

This is from Michael Oldenburg’s great Nota Bene blog – be sure to check it out regularly


Game developer Bungie is one of the biggest names in the computer and console gaming market. The Kirkland, Washington company has 140 employees and is best known for its trilogy of Halo games, which are among the most successful video game titles ever released. The most recent installment — Halo 3: ODST — currently holds the #1 sales rank in Amazon.com’s Video Games category.

The development cycle at Bungie is quite long, with a new game released once every three years on average. During development, Bungie developers and designers gather and generate large volumes of ancillary materials during the pre-production phase, including text-based materials such as brainstorming notes, static visual materials that include character and landscape sketches, and even audio and video clips to help guide creative development. They also find inspiration in many places, including interesting images, graphics, and other media on the Web.

Click here to get the rest

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I’m cold and soggy. That’s all I’m saying about that.

I’ve posted a couple of times about sharing OneNote notebooks on a server – but here, for the first time, is a link to a great demo that shows you exactly how to do that.

You will learn how to use a OneNote 2007 shared notebook as your brainstorming center, and your team-members can add ideas and play off each other’s thoughts…

See more OneNote 2007 demos at http://office.microsoft.com/en-us/hel… Use a OneNote 2007 shared notebook as your brainstorming center, and your team-members can add ideas and play off each other’s thoughts no matter where they are.
Category:  Howto & Style

Watch it now

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o, we are still recovering from last night’s wind and rainstorm which hit really hard at 4am – so forgive me if I am a tad groggy today. I am also still recovering from the events of the weekend which I’ll tell you about separately.

Here is the latest installment in the 101 Ways to Use OneNote series.

The CustomerEffective blog posted a great piece about using OneNote as a CRM/sales collaboration tool.

Here goes:

First I guess I’ll talk about how I use OneNote on a daily basis and then go from there. If you’ve walked by my desk then you’ve seen the mountain of yellow legal pads with notes from every project that I’ve worked on. Phone calls, training notes, technical notes etc…..it is ridiculous the amount of paper that I go through. Now, the only notes platform I use is OneNote. So far, I have a notebook setup for CEI projects and person information (accounts, passwords etc). I password protect the sections with personal information. Each section in any notebook can be password protected. In each notebook I have a section setup for whatever topic I need. Think of the giant notebook binder that you had in grade school with the dividers for Science, Math, Social Studies, and History. My CEI notebook, for example has a section for each project that I’m working on. Within each section I have an endless number of pages.

Here’s what my CEI notebook looks like at the moment……

…and here are the pages within the Heartland Payment Systems section.

Formatting Text

You can begin writing notes anywhere on the page and move sentences around on the page, grouping your thoughts very quickly either during the meeting or call or shortly afterwards. Later you can email the notebook or section as needed. Formatting is insanely easy as well. Dropping, dragging, and overlapping text boxes make formatting a quick and dirty.

Screen Shots

Also screen captures can be done with a quick Windows Logo + S and inserted directly into a page in your notebook. The screenshots were captured that way. OneNote also has technology what will recognize text in a screenshot (from a photographs for example and make it searchable and selectable. Pretty cool stuff.


You can copy documents directly into your notes. Check this one out. By the way…left me know if you can open this word file from a blog post (I doubt it).

Points of Integration: CRM, Outlook (appointments, tasks, contacts), SmartPhones

Getting into the more interesting features of OneNote, we obviously expect Work, Excel, PowerPoint integration, but OneNote had Outlook integration of appointments, contacts, and tasks as well. You could be on a conference call and set a follow up directly from the notes you’re taking without going to Outlook. When you see the task in Outlook, there’s a link that opens the page of the OneNote notebook that you set the task on. And of course, these activities get promoted to SmartPhones and other mobile handhelds.

Even more interestingly, there is a CRM add-in that will enable CRM users to post rich content notes about customers. Since OneNote supports 2-way Mobile synchronization we could even embed audio recordings of phone calls and meetings with customers in a OneNote page from a Smartphone.


CRM/SharePoint/One Note Integration – Enabling Team collaboration

An interesting idea would be to have a shared notebook for CEI Teams to post notes from meetings etc in SharePoint to leverage team collaboration. Mark Wilson and I just recently started using OneNote to share our notes on the Heartland project and found it to be very effective and efficient. Our notebook could easily be setup on a SharePoint sub-site for other remote collaborations between CEI teams.


Real Time Notebook Sharing

One of the most eye-brow raising features that I came across is OneNote’s real time sharing capabilities. I can see some immediate uses for this feature set. Yes, notebooks can be emailed to recipients as attachments and/or WebPages, but it also features REAL TIME sharing. I can set up remote session through OneNote (like GoTo Meeting) and share notes that get updated by ALL participants in real time. At the end of the session, every participant gets a copy of the notes. That could put a new spin on discovery conference calls with customers or our 7am meetings.

Blogging Features

OneNote has the ability to post blogs directly from a notebook. In fact, I just posted a blog yesterday through OneNote. Honestly, the formatting was a bit spacey, but I wanted to test the functionality to see if it actually worked. It does. After finishing this post, I plan to simply right click on this notebook page and “Blog this…” to TypePad. When I do that, Visual Studio will open and prompt me to clicked “Publish”. I’ll enter my TypePad credentials and receive the message below. “This post was published to Customer Effective Blog…..” Pretty simple. Here’s another link on some other blogging features. http://www.youtube.com/watch?v=3v3ohO_22kk

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Ok, so you all know how much I love a top 10 list – and the team over at Microsoft has produced a Top 10 Reasons for using OneNote list which I am providing here (looks like at least one person has dedicated 10 minutes to do some marketing for this product!)

So, here’s there top 10 – what have they missed?

Reason 1 Gather your notes and information in one place. Gather, store, and manage your notes and information — including text, pictures, digital handwriting, audio and video recordings, and more — in a single location. Having all your important information at your fingertips can help you make more informed decisions and be better prepared.

Reason 2 Back up your valuable information. Office OneNote 2007 automatically saves and backs up your notebooks, whether stored locally or on a network file share, so you’re less vulnerable to data loss.

Reason 3 Find information more quickly. Powerful search technology with optical character recognition helps you find what you’re looking for more quickly — whether you’re searching handwritten notes, text in pictures, or spoken words in audio and video recordings. You can configure Microsoft Office SharePoint Portal Server 2003 or Microsoft Office SharePoint Server 2007 to index Office OneNote 2007 files automatically to incorporate the data into your company’s knowledge base.

Reason 4 Work together more effectively. Shared notebooks give everyone access to the same information at the same time, online or offline. Office OneNote 2007 manages changes for you so that multiple users can work simultaneously in the same notebook—there’s no need to keep track of versions and changes. With Live Sharing Sessions, geographically dispersed teams can view and edit the same page of notes at the same time.

Reason 5 Avoid duplicate work. Office OneNote 2007 makes it easy to collect, store, and search information about projects in a central location. Capitalize on ideas, notes, and best practices when briefing new project teams or team members. Take advantage of OneNote archives to avoid duplicate work.

Reason 6 Organize your way. Organize information in the way that works best for you. See all your open notebooks in a single view, and easily arrange and rearrange your notes with drag-and-drop functionality. You can add hyperlinks to other pages in your notebook so you can quickly find content relevant to the task at hand.

Reason 7 Prioritize and manage tasks and your to-do list more efficiently. Use note tags to mark and easily track actions and important items. Note tags can be customized according to your needs and quickly viewed in a summary pane. Tasks created in Office OneNote 2007 synchronize with Microsoft Office Outlook tasks so you can manage your projects more efficiently.

Reason 8 Make meetings more productive. Office OneNote 2007 gives you the flexibility to capture all of the information presented in meetings, including status updates, presentations, documents, typed and handwritten notes, and more. With all meeting notes stored in one location, everyone has access to the same information, helping ensure that all team members are on the same page and that everyone walks away with a consistent set of action items.

Reason 9 Get up to speed quickly. The familiar look and feel of other Microsoft Office system programs and an intuitive user interface make it easy to get started using Office OneNote 2007 right away. Integration with the 2007 Microsoft Office system means you can share information between Office OneNote 2007 and other Microsoft Office system programs easily.

Reason 10 Improve productivity away from the office. Synchronize your Microsoft Windows Mobile–powered devices with Office OneNote 2007 so you can take contents of your notebook with you and view them on your mobile device. In addition, information you capture on your Smartphone or Windows Mobile–based Pocket PC, including photos and text, can be transferred to Office OneNote 2007 and made text-searchable.

Remember to share this with any non-believers in your life!

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Ok, so I didn’t have to bribe, beg, borrow or steal to get this breaking information about what we can expect in OneNote 2010.

Dave Rasmussen from the OneNote team posted this yesterday:

Be sure to tell us which new features you are the most excited about in the comments area below. Personally, I can’t wait to get my hands on the full version.

OneNote 2010 Investments Overview

1. Universal Access

We repeatedly hear that access to your notes and the ability to take them anywhere is very important, whether you’re at work, home or on the go. OneNote 2007 already provides offline availability and seamless sync, and a basic OneNote application for Windows Mobile. But we knew that was just the beginning. With OneNote 2010 we’ve added:

  • Sync to Cloud (Windows Live): Your notebooks sync and are available anywhere from any machine. Of course this is in addition to all the existing ways you can sync notebooks (file shares, SharePoint, USB drives etc.)
  • OneNote Web App: You can access and edit your entire notebook from a browser. Even on a machine that doesn’t have OneNote installed.
  • OneNote Mobile: A more complete OneNote version for Windows Mobile phones. Syncs whole notebooks. Syncs directly to the cloud. No need to tether your device. Richer editing support.

Note: The above are not yet available in the Tech Preview unfortunately. We’re still finishing some integration work for sync to Windows Live.

2. Sharing and Collaboration

With OneNote 2007 we pioneered simultaneous multi-user editing of notebooks. OneNote 2007 auto-magically merges the edits, even simultaneous edits on the same page. This is valuable for single users (you can edit on desktop and laptop and not have one machine lock the file), but it’s even more valuable for  teams sharing a notebook for plans, ideas, meetings and so on. Or perhaps a family notebook shared with your significant other. We’ve heard lots of positive feedback about this, and  it has completely transformed the way many teams work and collaborate. We’ve also heard about many families that use it for sharing home renovation plans, gardening info, recipes, wedding planning and so on.

In OneNote 2010 we’ve added a number of features to make the experience of sharing with others more productive and intuitive. These include:

  • What’s new (aka Unread) highlighting: New content that someone else added or changed since you last looked at a page is highlighted so you can see what’s new on that page. Also, the notebook name, section tabs and page tabs are shown in bold so you can quickly navigate to pages with new content.
  • Author indicator: Content written by anyone other than you has a small color coded bar to the right with their initials. At a glance you can tell who wrote something.
  • Versioning: Quickly show past versions of any given page, who wrote it and when, with changes relative to previous versions highlighted.
  • Fast sync on same page: When multiple people are working on the same page we speed up the sync of that page so you can see other peoples edits in near real time.
  • We also added capabilities to be able to quickly search for recently added content (last day, week, month etc.) or get an overview of what given people changed on what days.
  • Merge two sections: This feature is more of a detail but it fits here. Sometimes people share notebooks using Live Mesh or Dropbox or other file sharing solutions. And you can end up with two forked copies of a section if you happened to make changes on two machines at once (you can read earlier posts for context, but OneNote cannot auto-magically merge simultaneous edits when working on these systems that copy files around underneath OneNote). So we’ve added the ability to manually merge any two sections if you ever get into this situation. Just tell OneNote which two sections you want merged and OneNote will take care of it.

3. Better ways to Organize and Find your Notes

Capturing, organizing and finding your information has always been at the heart of what OneNote does. We’ve made several enhancements in this core area. Some of these will be more understandable once we have detailed blog posts with screenshots.

  • Section and page tab improvements: making notebook navigation work better with a larger number of sections and pages, easier to create new sections, better page tab hierarchy visualization, collapse sub page groups, just drag left and right to create sub pages and organize your pages, insert new pages directly anywhere in your page tabs.
  • Fast “word wheel” search for navigation: the goal of this is to make search a super-fast way to get to your regularly used notes. Historically search has been more of a “last resort” feature when you couldn’t find something. We’ve completely revamped this experience so it is now designed to make it the fastest way to get to any page including pages you visit regularly like your To Do list.
  • Wiki linking: you can easily create a link to an existing page or to a new page for a topic. You can do this by just typing the Wiki link syntax (e.g. just type [[The Page Title I Want]] ), or use our new page search experience from within the link dialog. This enables you to easily create Wiki like notebooks with lots of cross links across pages.
  • Quick filing: there are many ways to send content to OneNote (Print to OneNote, send mails from Outlook, send pages from Internet Explorer and so on). Our new Quick Filing experience pops up to let you pick where in your notebook you want to send it. It remembers the last places you sent things. You can search in Quick Filing to find a specific section or page if you want it somewhere else.

4. Research and taking notes linked to documents, web pages

OneNote is often used as a companion while researching topics and collecting information (e.g. a market analysis study, a class paper, a home renovation, a car purchase and so on). This often involves looking at web pages or documents and taking notes. You could also be reviewing a document or class lecture slides and taking notes as you’re looking through them. We’ve enhanced a number of things to make this experience better.

  • Docked OneNote: you can dock OneNote to the side of your screen. It docks alongside other windows (e.g. browser, Word, PowerPoint). OneNote minimizes UI and just shows the notes page alongside your document/browser.
  • Linked Note Taking: while in this mode, OneNote automatically links the notes you take to what you’re looking at – the web page URL, the selection point in Word, the current slide in PowerPoint. Later in OneNote you can hover on that link and you’ll see a thumbnail preview of the original document, you can click on it and it will open and take you back to what you were looking at when you wrote the note.
  • Auto text wrapping: this goes well with Docked OneNote but is useful in other cases too. OneNote now wraps text outlines to fit the windows size if there is only one outline on the page. This makes it easy to see all your notes even when OneNote is docked to a relatively narrow window on the side.
  • IRM protected printouts: this is mainly for enterprise and training scenarios. The idea is that companies can distribute things like product manuals or class notes in OneNote that are protected intellectual property. The recipient can view these in OneNote and take their own personal notes on top of these materials and beside them. If for some reason the materials were viewed by an unauthorized person they would not see any of the protected material.
  • 64 bit print driver: Yes, OneNote 2010 has a new native print driver that fully supports 64 bit. It’s based on the XPS technology from Windows. It also has other virtues like better rendering quality when scaled.

5. Editing improvements

There are a number of basic editing improvements in OneNote. Below are some more prominent ones.

  • Basic styles: OneNote 2010 adds very basic styles like Heading 1,2,3. This does not have the power of Words styling features. OneNote is not designed for that level of document formatting. But it does give you a way to quickly have your meeting notes have a little structure.
  • Bullets improvements: this is a simple one but oft requested. First level bullets now indent from previous text.
  • Equations: OneNote 2010 now supports the ability to add math equations. Great for students or people who need to input math into their notebooks. OneNote will also support the ability to recognize hand written math equations and convert them when running on Windows 7.
  • Translation tooltips: OneNote can now show you a tooltip with a translation into your native language when your mouse hovers over a foreign language word. Great for language students, or if you’re working in a bi-lingual situation and need help understanding a word in a shared notebook or that you clipped from the web.

6. Touch support

With the rapidly increasing availability of touch enabled PCs and the enhanced touch experience in Windows 7, this was a natural thing for OneNote to support.

  • Finger panning and auto-switch: you can use your finger to scroll and pan around any page in OneNote. OneNote auto switches between pen, pan, and selection depending on your input device. So for example you can pan around a drawing with your left finger and draw with a tablet pen in your right hand. This makes for a very natural two handed interaction model.
  • Pinch zoom: we enabled pinch zooming within OneNote centered on the fingers.
  • Navigation controls improved for touch: we’ve made some small optimizations to make the UI easier to use with touch.

7. Fluent UI

OneNote now adopts the Fluent UI along with the other Office applications.

  • Ribbon: OneNote now has the Ribbon. We’ve designed this to optimize for the key OneNote scenarios and make them easier to use. This is also what enables us to more easily add features like math equation editing (the common controls for that use the Ribbon), and potential future features.
  • Office Backstage: This is new for Office 2010. OneNote will be taking advantage of it to make tasks like creating new notebooks, and new shared notebooks on the web easier (we’re still doing work on this).

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