Posts Tagged ‘Outlook’

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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Iheart member, Steve, shared this:

I try to practice the GTD (Get Things Done) discipline of keeping my Inbox as lean as possible.  OneNote helps me do that in a couple of ways.

1)  I use the print function Send to OneNote to actually save lengthy emails that hold information I might need.  I sort them by client or project and often make them a subpage (Ctrl + Shift N).

2) Outlook lets you drag and drop emails to the Calendar to assign them a date and time to act on.  If it requires action, I’ll make it a Calendar event AND I’ll copy a Hyperlink in OneNote (right click then select ‘copy hyperlink’) and paste the hyperlink in the body of the Outlook Calendar event.

That way, when I go to open the ‘appointment’ I have the link to click to open the corresponding OneNote item.

3) Sometimes in Outlook I’ll drag and drop the email as a Task.  Again, in the body of the Task I’ll paste a hyperlink to the OneNote info I want to have available.

It also helps with this if you use the add-in ‘Replace Outlook Notes with OneNote.’  Then you get a button on your calendar item that shows the OneNote icon and says ‘OneNote Meeting Notes.’

AS A STRATEGY… I actually find OneNote a good place to create sections for things to stay.  So I don’t worry about ‘cluttering’ that way.

What happened to me early on was I had one or two notebooks with a long string of pages.  Learning to drag and drop pages into other sections helped me keep things organized better.  Also learning to use the ‘Search Notebooks’ function was a big help.

Good luck!

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Hi there IheartOneNoters – sorry about the long-ish silence. I am on a family vacation in the Aspen, CO area and have been more interested in being in the great outdoors than in front of my computer. Needless to say, it is fantastically beautiful here and I am loving every minute of being in the mountains. We did get a bit of culture yesterday at the Aspen Music festival. Although, I think my Dad near had a stroke when they started playing the piece by George Crumb. Can you spell avant garde? Not quite the classical music he signed up for!

Anyway, to get my mind around all things OneNote, I thought I’d see how the members of the iheartonote facebook page use OneNote. Here goes:

I use OneNote 2007 @ work. I teach and all of the teachers on team, plus our Principal & Guidance Counselors have it installed. We keep all of our team meeting notes, behavioral plans, notes & e-mails to parents in OneNote.

This way each member of the team has access to them at all times.

During our meetings, we are actively using OneNote. When we assign tasks, etc. We do so in OneNote and it syncs with Outlook. During the week, we can check to see if the tasks have been completed and read any notes about them.

It has provided the most organized, easily accessible way to share information among so many people. I don’t know how we could accomplish so much without it!

OneNote is the most amazing software. I use it all day at work – screenshots for simplicity in explaining problems or showing someone how to do something or get somewhere – and for tasks. Absolutely <heart> OneNote!
I’m a middle school teacher at a school with a laptop program. Our teachers use OneNote to create shared notebooks on the school server. Some of our classes are semi-paperless because of OneNote. Imagine being in 7th grade and doing your math on a tablet with a OneNote notebook for math assignments!
Nick Schenk
It’s an indespensible tool for customer/project management. Using Outlook 2007 I immediately generate one notes for those important meetings where complex topics and decisions are discussed, and afterward no-one has the notes capturing what happened. I used to find the process of keeping ‘Meeting Minutes’ to be a very mundane task. Using OneNote, it’s a sinch. OneNote is the standard for all projects I run and key to team communication.

I also act as a mentor within our organization, and many of my mentoring sessions are on a monthly basis. It is very convenient to capture the career guidance topics for the mentee in OneNote and quickly refer back to the objectives and goals we set in the discussion from 30 days ago. The mentees are thankful and surprised by my ability to articulate the exact conversations we’ve had over the past month (or past year in some cases).

In personal life, I use it to organize everything from cooking recipes to honey-do lists, and medical reference articles. Heck, I even have started to use it for pasting and organizing schematics for home improvement/electronics projects around the house.

I’ve been using OneNote for school since Fall 2007.
I took notes and recorded lectures daily. I needed to brush up on my Accounting for an upcoming assessment test. It has saved me so much time finding topics for this test. Being able to search audio is so nice.
I printed PowerPoints to OneNote pages. Finding text was easy. The search capability took me to the text within the PowerPoint slide printouts in OneNote. How cool is that?!!
This is my third implementation of OneNote, second at an educational institution. Currently we are using OneNote in conjunction with a SharePoint project workspace to enhance our communication and collaboration with a group of teachers that are piloting Tablet PCs as teaching and learning tools. In using OneNote in this way, I also hope to model how these teachers may use this software with their students, from note taking, collaborative activities, to managing class/project work. So far so good.

In a previous application, I had used OneNote during data collection activities with my field teams and it worked like a charm.

One question I would like to pose to the group, is if anyone has successfully saved a shared notebook on Blackboard Vista, in the same way that it is shared using SharePoint.

OneNote is the main program used for integrative techonology at our medical school. This program in conjunction with a tablet computer equals perfection. This program has literally changed how I study. Wonderful.
Anne Lindsay

I use onenote for everything.
To keep records of my online banking and shopping (no need to print everything). Comparision shopping and big wishlists that I can share!
To “print” out craft patterns, crafting ideas and pictures – and onenote automatically records where I found that idea so I don’t “poach”
Green ideas, recipes, downloaded equipment manuals are all tracked in this versatile software.

Tell us how you use OneNote/

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Here is the latest installment of how you, the OneNote fans are using OneNote to make your life better and, of course, save the world:

If you use OneNote in an interesting way, please share it with us below or create a new blog post.

OneNote for writers:

From The Sunlitdesk: I am an untidy writer. I have index cards in my handbag, scraps of paper all over the place and notebooks with just three lines in them. I admit I like hard copies. But it becomes cumbersome after a while and I’m forever losing track of projects. I still like my index cards and I keep a leather compendium for all those loose pieces of paper one collects over the course of a project, but now I keep a Microsoft Office OneNote notebook too. My current novel requires a great deal of research of seemingly unrelated things. OneNote is a convenient and quick way of storing all that research, as well as notes on the development of the novel. It hasn’t made me a tidy writer, but accessing information while I’m writing has become so much easier and now I can manage writing projects without tons of paper. I highly recommend this program for writers.

From the iheartonenote facebook page:


I use OneNote 2007 @ work. I teach and all of the teachers on team, plus our Principal & Guidance Counselors have it installed. We keep all of our team meeting notes, behavioral plans, notes & e-mails to parents in OneNote. This way each member of the team has access to them at all times. During our meetings, we are actively using OneNote. When we assign tasks, etc. We do so in OneNote and it syncs with Outlook. During the week, we can check to see if the tasks have been completed and read any notes about them. It has provided the most organized, easily accessible way to share information among so many people. I don’t know how we could accomplish so much without it!

I’m a middle school teacher at a school with a laptop program. Our teachers use OneNote to create shared notebooks on the school server. Some of our classes are semi-paperless because of OneNote. Imagine being in 7th grade and doing your math on a tablet with a OneNote notebook for math assignments!

Bible Study

The New King James Version for OneNote 2007 is now available. Each book in the Bible is a separate OneNote section, with each chapter in the book belonging to a page within that section. Using the built-in functionality of OneNote 2007, you can insert your own ink notes, view the Bible text and notes in full screen mode, search your ink and text notes, sync your Bible notes between multiple computers, record the audio of sermons and play it back in time with your notes (with permission of course !), and insert additional pages and sections. The text has been specially formatted to allow plenty of space for marking up and taking ink notes: wide margins, double spacing, and more.

If you found this useful, please use the links below to share with your friends.


I keep mentioning how I use Microsoft OneNote to people, and they keep asking about it. I use this program for personal, business and school. I have recipes from blogs, and the blogs noted. Any sewing ideas or blog ideas have their own little spot in my notebooks. I can print all of the deals from MultiTaskingMama and go back through them when I have time to, or date what I have already done to see when I will get that deal.

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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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To get a better idea of how OneNote functions in a fictional real world situation, let’s take a look at how Joe, a fictional consultant uses OneNote to kick butt every day:

Joe’s day is typically filled with online research, meetings with client teams, and discussions with other members of the project team.

Before using OneNote, Joe would take notes on paper during a meeting and have the extra step of typing them up later to distribute to the other participants. Inevitably, some details from the meeting or tasks assigned to individuals got lost or forgotten during this process.

While researching, Joe took notes on his notepad, but ended up with bookmarks in his browser, printed Web pages placed into a manila folder, and sticky notes attached to various paper documents to highlight the important parts. Finding the desired information at a moment’s notice was difficult at best.

When it came time to preparing a presentation, Joe had to collect all of the information scattered across all these sources, chase down sources and details, and type information that was only in handwritten form.

Now that Joe uses OneNote, let’s look over his shoulder as he goes through a day.

Thursday, 7:00 am

At Joe’s desk.

Joe arrives at work to find several new messages in his e-mail inbox, and several voice mails. One of the messages is from a team member asking Joe to review a PowerPoint presentation. Joe glances at his inbox and his calendar, and realizes that he doesn’t have time to do it now. He opens a side note, jots down his initial thoughts, and adds a note flag to highlight it as an item for follow-up later.

After listening to a lengthy voice mail from the team’s senior manager, Joe opens up another side note.  He writes down the key points on two steps in the business process that the senior manager wants Joe to research further.

Joe answers the remaining items in his inbox, and then opens OneNote. On a new page, he creates an agenda for a meeting with the client’s customer service department.

9:00 am

During an on-site client meeting.

As the meeting with Carole Poland, Litware’s customer service manager and Mike Hines, an e-mail support specialist progresses, they cover several agenda topics. Joe is able to effortlessly organize his notes into new pages within various sections of his notebook.

Mike has some extended insights on key points concerning customer-critical services. Rather than write it all down during the meeting, Joe records an audio note to capture what Mike is saying.  Moreover, Mike’s comments are synchronized to Joe’s typed information, making it easy to listen to specific sections of the audio recording later.

For each of the questions that deals with shopping cart transactions, Joe adds a custom note flag that marks it as being assigned to the development group, and flags other follow-up items for the Customer Satisfaction group. He then creates a task in Outlook to assign it to Wanida Benshoof, the development manager, and sends it to her via e-mail. This enables Wanida, who is back at the office, to get started on some of the details of the project before Joe even returns.

1:00 pm

Sharing notes with the team.

Back at his office, Joe quickly rearranges his meeting notes into more logical groups by dragging and dropping them, and then e-mails them to the meeting participants.  He then selects all of the pages of the Potential Improvements section, and saves them to the shared workspace on the Microsoft Windows SharePoint Portal Server.  This creates a shared team notebook, where his teammates can continue to add details to the notes as the project progresses.

2:30 pm

Doing research with OneNote.

Joe has action items of his own as a result of the meeting. It is his responsibility to find the results of any published studies about user responses to automated voice systems.

He surfs the Internet, searching for relevant information. As he works he keeps a side note open, and drags relevant information from the browser or other applications into the side note. OneNote automatically adds the URL of the Web pages from which he gathered the information.

As he collects research, Joe goes back over the meeting notes. He realizes that a few of the written notes are so abbreviated he doesn’t remember why they are relevant, so he listens to the audio note. Because the recording was synchronized to his typed notes, he quickly jumps to the exact part of the discussion he needs to clarify.

While Joe is working, his senior manager drops by and asks about the credit card approval process he had described to Joe over voicemail. Joe types the words “credit card” into the Find box in OneNote and is able to give the manager a quick summary of his findings without having to fumble through his notebook. Joe’s speedy response impresses the senior manager with his preparedness.

5:00 pm

Wrapping things up.

After following up on more e-mails, Joe finds that all of his action items associated with earlier meetings of the day are already complete with the help of OneNote.  He can now focus on his PowerPoint presentation for Friday’s status meeting with senior management.

Joe’s notes are already organized, making it easy to construct his slides. Joe extracts key points, drags them into his presentation and copies the charts into PowerPoint. In no time the presentation is ready for the morning meeting.

Before going home, Joe goes over his to do list for the next week, adds a few items to his calendar, and sits back to reflect on the project. He is prepared, ready, and has the time to think about next steps with his client’s project and to follow-up with new project leads.


OneNote provides Joe with all the advantages of traditional note-taking and storage while offering a much more effective and flexible way to manage, prioritize, and share notes. Because OneNote makes it easy to share and collaborate among teams or organizations, everyone has access to the information, supporting more informed decisions and effective knowledge management. OneNote helps busy professionals become more productive, creating more time to develop valuable solutions for their clients.

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Happy Tuesday, tweeps!  Judging by the color of the sky today (and yesterday), one could easily surmise that Fall is coming to the Pacific NorthWest – but nooooooo, we’re not ready. Can’t we please have a few more weeks of sun?

OK, before I humiliate myself completely with the weather gods, let’s turn to something more dignified – how you can get more out of using OneNote. If you are using shared Notebooks to manage a project with your team, you may be interested in this one from the About OneNote blog


If you create a list of team tasks in a OneNote shared notebook, you can make them into Outlook tasks and assign them to team members. The nice thing in OneNote is that these tasks will keep synching with the OneNote shared notebook for any of the team members who have the task in their Outlook (assigner, or assignee) and the notebook open.

When is this useful?

Your team may want to keep track of particular project tasks in one place – on a page in in the shared notebook with the rest of project materials (ideas, reference materials, drafts, comments, etc.). This is often done for a list of action items from meeting notes (e.g. recurring status meeting), or just a list of work items for the team. Each team member responsible for a particular task can still have the task in their own Outlook and manage it in whatever way they like managing their Outlook tasks. But the task will also sync with the shared notebook if they have it open.  So the other team members can see that the task has been done when they review the shared notebook page.

How to do it:

Let’s say there is a list of team tasks for next week. I have already created an Outlook task for myself, and now I want to create the task for Dave:

I put the cursor on the task note for Dave and select Task > Custom:

In the Outlook task inspector that comes up I click Assign Task:

I type in who I am assigning the task to (ie Dave)

The task now appears in my Outlook, but it is also sent to Dave.

When Dave accepts, the task is added to his Outlook, and I get this message.

When Dave marks the task complete, I also get a message. And the task disappears from my To-Do Bar, because it is complete.

Since my OneNote is syncing with Outlook, this fact is also reflected in the OneNote shared notebook for the whole team to see:

Note that I can even delete the task that I created for Dave from my Outlook. As long as Dave has the task in his Outlook and has this shared notebook open, his OneNote will sync with the task status and the whole team will be able to see that the task is complete.


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