Posts Tagged ‘Office integration’

So, I am on a quest to identify all the ways you the OneNote fans are  using OneNote and i stumbled across this post today thanks to Twitter  (I am such a freaking Twitter fan!)

What can be cooler than using OneNote to analyze motor racing tracks.                           Here’s how it’s done:

As you develop your skills in Open Track events, and start to become comfortable with a  particular racetrack, you will start to realize that you need to analyze each part of the track in detail. This allows you to methodologically focus on improving how you approach the  turn,  where you turn in, where your apex is and how you cross it, and how you exit the turn. Plus of course the relationship of that turn to the next one, and so on.

In other words, you start to document each aspect of the event. And not only information   about the track, but starting with a list of what you need to pack for the weekend, the latest alignment specs you setup the car with, tire temps after each run, maps to the event and hotel reservations, and lots more.

This is where a great piece of software comes in: Microsoft OneNote. OneNote is a  software notebook. Pages, tabs, and sections allow you to organize your information  the way you want to. The ability to import graphics or to draw in freehand allows you                                to visualize and mark up information. If you have a Tablet PC, you can use a pen to            draw diagrams and to annotate them with your notes.. A Tablet PC isn’t necessary,  but it’s a nice addition to the capabilities and of course it’s very powerful to be able                       to carry the laptop around your garage area and to take notes with the driver during   and following each track session.

If you have instrumented your car, and are storing the data in a file such as Excel, that file can be linked to or even imported into OneNote, where it can also annotated                    and highlighted. Now you can look for issues and start to methodically address them.

The example shown here is from Target Chip Ganassi Racing in 2004. Engineers at the track use information store in and organized by OneNote to immediately modify the car for better performance. Engineers analyze the data to design car                                        components and plan strategies to help win future races. They previously used pen             and paper, but that information was difficult to share and inconvenient to use in                the track environment. Imagine these kinds of notes for your local track. If you                    are an instructor, you could even build your instruction notes here and print them            out for the student or class.

Whether you’ve got a TabletPC or not, this is the killer way to store your notes at the track. Alignments, tire pressures, other setup information, notes on the                                   track, events results, and more. Everything stored in OneNote, even handwriting               and images, is searchable and sharable. This is an extremely powerful tool  and we consider it a must-have.


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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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It’s Friday in my timezone and I am wishing I was in Hawaii time! But, I am going to do my best to make it up to myself this weekend here in Seattle – if I am not busy building an ark, that is…

Anway, in honor of it being Friday, here’s another tip from Jeff Cardom – this time, the focus is sending OneNote pages to Word:

Many of us have become so accustomed to copying and pasting data that it has become second nature to us. It’s something we take for granted, or don’t really think twice about. We just do it. After all it’s so simple, right? Well sometimes, it’s not so simple, particularly when you think you’ve copied one thing only to find out that you’ve really copied something else. Or you’ve already got some data on the clipboard and you don’t want to lose it by copying something else there.

Why can’t I get my stuff into Word without copying and pasting it? Word is where my stuff will ultimately end up any way. OneNote is not an application where you’d want to spend any length of time generating a refined document. After all, it just doesn’t have the necessary tools and quite frankly is not capable of producing such a thing. It’s design is to allow you to easily capture your stuff and keep it safe until you need it.

Well, the Send to Word feature in OneNote is here to save the day. You don’t have to copy anything to the clipboard in order to get it into Word. Just click File -> Send To -> Microsoft Office Word and your whole page of notes magically appears in a new page in Word.


  • Word 2003 or greater must be installed in order to use this feature.
  • If you don’t want the entire page to go to Word, simply select only the content on the page you want
    • Your selection does not have to be contiguous. You can select any random set of notes by holding down the <Ctrl> key while making your selection, like this:

OneNote Outline

    • In Word, this is what it will look like after it’s sent:

Word Result

  • You can send multiple pages of content to Word in similar fashion. Hold the <Ctrl> key to select a random set of pages, or hold the <Shift> key down to select a range of pages.

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Here’s a use of OneNote I hadn’t considered before

As you might guess, I spend a good deal of time designing presentations. Since I started to play around with OneNote when it first came out, I have moved much of my design work from PowerPoint or Word to OneNote. It started slowly, but became natural very quickly. There are three different parts of my presentations that I design in OneNote:

  1. The look and feel of the presentation
  2. The flow of the presentation
  3. The actual outline of the presentation

Look and feel

I play around with color ideas for backgrounds and text. I place a rectangle on the page, move it to the background and put graphic elements over top to decide what is going on the title master and what is going on the content master. Since some of my designs are based on my own photographs, I add the photographs to the page and send them to the background. I can then overlay blocks of color to see how well or poorly the photographs will work as design elements. If I am creating the template for a client, I create five or six ideas and then go over them with the client electronically or in person.

When everyone is satisfied with the look of the template, I translate what we have decided into an actual PowerPoint template. I use this template at the end of the process to format the entire presentation.

Create the flow

I set up the flow by creating a storyboard that shows what kinds of content I will be using where in my presentation. At the start, I set this storyboard up as an orderly set of squares that I fill with the expected information on the slide. I put the boxes down the left column of my notes page, with title and section break slides at the margin and content slides indented some.

That’s at the start. Usually, as I continue to plan the presentation, I find that there is content I need that I forgot about or that I didn’t know I would need. OneNote’s ability to take content where ever I put it comes in very handy here: Add a slide drawing and move it to where ever I want it. If it is going to go between to existing slides, put it to the side and draw an arrow showing where will really go.

Another way to design your presentation with OneNote is to make a mind map of the ideas. Because of the freedom of OneNote’s drawing and note placement, you can start your mind map with the general idea in the center of your note page and expand the page in any direction as you need more space.

Create the outline

Finally, I put together my outline. I use OneNote’s built-in outlining tools (also known as the bullet and numbering tools you’ve already been using) to create one main bullet item and its content for each slide in my flow design. Once the outline is created, I copy and paste it to PowerPoint to create the actual slides.

There is one catch to putting a OneNote outline into PPT. You need to be careful where you put it. As an example, let’s start with an outline that was developed in OneNote for a piece of my on-line course on OneNote:

OneNote and Office

  • Outlook
    • Email
    • Task
    • Appointment
    • Contact
  • Word
    • OneNote to Word
    • Where to Draw the Line
    • Word to OneNote
  • PPT
    • Design uses
    • Review uses
  • Excel

When this outline is pasted into a blank outline pane in PPT, you get all of the content on one slide:

Not really want you want, huh? What happened is that the text all went into the title placeholder and PPT didn’t know it was outline material. Since title slides don’t have outline material (per se), create a new slide (Insert–> New Slide). Create a blank line on that slide so that you have moved from the title placeholder to the outline placeholder and paste there. Then you get:

Now, creation of the outline is a process of selecting the content for each slide (OneNote and Office, Outlook and its sub-bullets, Word and its sub-bullets, PPT and its sub-bullets, and Excel) and using SHIFT-Tab to move the chunks out to their own slide. After that, it looks like this:

Now that the outline is in PowerPoint, I add the non-text slides from the storyboard to the presentation. When that is done, I apply the template that was designed at the beginning and set up teh animations and transitions. When I think it is ready for other eyes, I send the presentation out for review. Clean and easy – just the way I like it!

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Just found this great post on Digg:

It’s a pretty good overview of OneNote functionality for the uninitiated – here’s the section about Sharing Notes – there’s lots more on the original post

•    Selecting All – Edit/ Select: All, Page, or Page Group to select various pages for copying, printing, emailing or saving to web page.  Also Ctrl+Shift+A to select a page, then Ctrl+A to select all subpages and Ctrl+A again to select all in a section. Also double click on page tab to select whole page, and click again to select subpages.  Ctrl+Click to select individual pages.
•    Publishing Web Pages – Save OneNote pages so users without OneNote can still read them. File/ Publish Pages to save as HTML document viewable in browser.
•    Send to Email – Share notes by emailing in Outlook 2003.  File/ E-mail will send notes as HTML content to any recipient and include OneNote file as attachment for OneNote users.
•    Send to Word – Selected note pages can be sent to Word as a word document with File/Send to/ Microsoft Office Word.  You can also save directly to Word format with File/ Save As/ Save As Type: Word Document with .DOC. Also copy selected notes or pages and paste into any Office program. Edit/ Copy, then paste to target application.
•    Real Time Sharing – Share your notes with others for viewing or editing in real time.  File/ Share with Others, Start A Session, assign a Password and Select Pages to share.  Option to send email invitation or connect with a shared address.  All participants retain a copy of the shared notes.
•    Data from Excel – Copy & paste spreadsheet range into OneNote.  Paste options include; pasting with formatting (editable), pasting as text (editable), and pasting picture (non editable).  Formulas are not retained; numbers are displayed in tabular format.
•    Data from Word – Copy & paste text into OneNote.  Paste options include paste with formatting and paste as picture.  Continuous numbered lists pick up list formatting in OneNote.  Best fidelity is paste as picture though it is non editable.
•    Data from PowerPoint – Individual slides can be copied and pasted into OneNote as images
•    Document as Picture – To annotate Word, Excel & PowerPoint documents choose Insert/ Document as Picture to create Images of pages in OneNote.  Resulting Images are not editable but can be annotated.
•    Web Content – Copy & paste or drag & drop content from web page into OneNote.  Web content appears with hyperlink to source page.
•    Pocket PC and SmartPhone Notes – OneNote will read notes (.pwi) files of handwritten text, typed text, and drawings from a Pocket PC and import them into a “Copied from Pocket PC Notes” section.
•    Audio & Video Recording – Tools/ Audio and Video Recording to record audio only or audio & video with your notes.  Playback is linked to text.  Recorded file is stored separate from notes file.  Right click OneNote icon in taskbar for quick recording when OneNote is not open.

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OK, so for those of you who don’t live in the US of A, today is labor day and we are at the end of a 3-day holiday weekend. Although, here in Seattle, most of us spent the holiday hiding from the Monsoon-like rain that has fallen pretty constantly. This was a big bummer for those of us who usually attend the annual Bumbershoot Music Festival which is largely held outdoors underneath the Space Needle at Seattle Center. I have to confess that I only made it to one of the days – Saturday. But, I did manage to catch both Katy Perry and Cheryl Crow..so, all was not lost.

So, today, i have actually been catching up on some work and found this review of the OneNote tech preview.  We haven’t spoken about the new version in a while – the beta is coming in November, so here’s a little something from Will Kelly to get you in the mood


After installing the Microsoft Office 2010 Technical Preview (msft), OneNote 2010 was the first application I fired up. While OneNote grew in popularity from Office 2003 to Office 2007, the impending release of OneNote 2010 is going to offer longtime users even more to like and, quite possibly, create some new fans.

This post is going to deep dive into some of the new enhancements you will enjoy when OneNote 2010 is publicly available.

Improved Ribbon. OneNote 2010 really benefits from the ribbon improvements in Office 2010. While the introduction of the Office ribbon drew some slings and arrows from long time Office users, the Office 2010 ribbon is greatly improved and smoothes over some of those rough edges.

Tagging. While previous OneNote versions always garnered praise for usability and organization options, OneNote 2010 adds tagging to the “Home” ribbon. You have the option to tag your important notes with predefined tags or ones you create yourself. This new option really complements the already strong organizational capabilities of OneNote notebooks.

Sharing Tools. OneNote gained its popularity as a note-taking and research tool. OneNote 2010 includes sharing tools to make it an even more effective for research, including the capability to email OneNote pages, support for multiple authors sharing notebooks, and page versioning. With OneNote 2010 due to be available in more editions of Microsoft Office, both geographically dispersed and traditional project teams should be able to take advantage of OneNote collaboration.


Improved Drawing Tools. While I am a big OneNote user, I still rely on an old school yellow legal pad and pen for taking notes in meetings. The reason is that my work as a technical writer means I do a lot of drawing of process flow diagrams and such. The OneNote 2010 drawing tools offer the drawing options I need so I can finally leave my yellow legal pad and pen behind.


Audio Tools. While you can’t escape client meetings, you now have the option to record meetings directly into OneNote (provided your laptop has a microphone) and then search through the audio files later.

Office Integration. When I first read the news about OneNote joining the Microsoft Office suite proper, my hope was for better OneNote/Office application integration: the upcoming Office 2010 is working to deliver on it. While I try to keep my expectations simple, I am already enjoying the Linked Notes feature, which enables you to keep notes on saved documents. There is also the capability to send OneNote pages directly to Microsoft Word. I was also excited to see the capability to attach documents to OneNote pages because I can see me using it to attach drafts, research and other project artifacts to keep my projects better organized.

Final Thoughts
While the Web Component of OneNote 2010 isn’t available for review yet, I see it as an addition could directly challenge Evernote and should drive innovation in the note-taking market. Additionally, just as Microsoft is bringing Outlook to OS X, expectations are going to rise that access to Microsoft needs to make OneNote available on the Mac.

OneNote 2010 is a standout in the Office 2010 Technical Preview and I look forward to seeing the final version.


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