Posts Tagged ‘Shortcuts’

OneNote Shortcuts

Here’s a collection of  OneNote tips – there are probably some duplicates – apologies in advance:

From John Guin

1. Holding down the SHIFT key while dragging outlines around the page will cause them to merge together.  Try it: type on the top of a page, and then again near the bottom.  SHIFT+drag the bottom outline onto the top.  They become one larger area.

2. File | Backup is where you can get to your most recently changed pages. This crops up fairly frequently, and is usually phrased as “Ack!  I just deleted something important!  Now what?”

3. I almost exclusively use WINDOWS + S to get a screen clipping.  A surprising number of users I meet rely only on the menu commands.  This would save a little time if you don’t want to force OneNote to the top to access the command, and works whenever there is a little OneNote icon by the clock (technically, if OneNoteM.exe is running).  You don’t need OneNote running to use this.

4. My screen is small, especially on a tablet.  I rename notebooks to save vertical real estate.  For instance, our “Test Team Notebook” has a relatively long name.  I right click it and select Rename to “ttn” and it uses much less space.  This does not actually rename the notebook – just the notebook name in the UI.

5. I have meetings with all the people on my team regularly, and have a separate section for each.  But that is boring.  I asked everyone to give me a photo, and used MS Paint.net to “fade” the photo.  Then I enlarged them each to about screen size, pasted them onto a page, and made a template for each section with a background photo of the person.  I would post a picture of this, but I had to promise none of these photos would wind up on the internet.

From Tracy

1. Insert Space to Widen the Page

You probably know you can make the page longer by inserting space, but did you know you can make the page wider by inserting space? Click the “Insert/Remove Space” button and move the cursor to the edge of the page. You should see the insert/remove line change to a vertical bar instead of horizontal.


2. Open the Pen Toolbar

The default OneNote set-up doesn’t have the pen toolbar exposed. The first thing I recommend for people with a Tablet PC to do is bring out the toolbar (View—>My Pens Toolbar) and find a nice home for it. You can even dock it on the bottom of the screen if that works best for you.

3. There are Lefty Settings!

For us poor lefty’s out there, forced to sit in awkward lecture seats, at least OneNote thought of us. In the Options panel, the Display category will have all you need to make OneNote lefty-friendly.


4. Changing the Ink Color

In Journal, you can select a bit of ink and right-click to format the ink to a different color. This doesn’t work in OneNote, but don’t fret! Simply select the ink and select the desired color using the color wheel in the toolbar.


5. Name Pages Faster

It’s probably the perfectionist in me poking through, but when I write out the title of a page, it’s not always recognized right away, or it’s recognized slightly wrong. A quick fix for this is to just ink the title, select the ink, and convert to text. You’ll quickly know if it’s right or if it needs tweaked to fit your exact naming scheme.


6. OneNote SideNote: Keep-Window-on-Top

If you haven’t enabled the OneNote SideNote, you should (Options Panel—>Other). This gives you instant access to a notepad with all the benefits of OneNote. My favorite way to use this is with the keep-window-on-top option. This should be default, but if it’s not, it’s the little push-pin on the top left corner. This is great for research, homework, or shopping lists ^_^.


I thought I’d re-publish Chris Prately’s great post where his lists his top 15 tips – he blogged about this here a few months ago – and if you haven’t seen it, here it is again:

Top fifteen OneNote tips

I tried to do ten but couldn’t stop myself.

15. Send to OneNote printer driver. Print anything to OneNote from any app. PDF, Word, web pages, AutoCAD, whatever! (currently not now also on 64-bit Windows – bummer yippee!)

14. Email these notes button (Ctrl-Shift-E). Click the button in the toolbar, choose recipients, and my notes are distributed without any retyping or hassle. Even sends ink. (you need Outlook 2007 for this to work best)

13. Type a word, right click on it, click “Create Linked page”, then click the link and presto you’re on a new page with that title that is linked to from the first page. Great for things like “here is the recipe for Grandma’s cookies”. highlight “Grandma’s cookies”, right click, create linked page.

12. Type simple math (like “12*29.99= “) on the page, hit Enter (or space bar) and OneNote solves it!

11. Right click on anything (notebook, section, page, piece of text or image on page), and choose “copy hyperlink to this”. Paste that in OneNote or in other documents. You can even hyperlink to other places on the same page. I often type “see note above” right click on the referenced note elsewhere on the page, copy hyperlink then put cursor on the word “above”, then Ctrl-K, Ctrl-V, Enter to add that link.

10. Ctrl “.” (period)  to toggle bullets on and off. Tab to indent.

9. Ctrl-1 to triple-toggle ToDo checkbox (Todo|Done|nuthin). Customize the built-in tags and use Ctrl-1-9 to tag things, Ctrl-0 to remove tags. Don’t forget View/All tagged notes to query across all your notes and build summary pages pulling out quotes you liked, questions to follow up on, ToDos, etc.

8. Right-click on image (e.g. screen clipping), copy text from picture (also works great when searching for a screen clipping – Find (Ctrl-F) will find text inside your images!)

7. Using Live Mesh (mesh.com) to put notebooks in folders that are synced across my many machines

6. Win-N for a new “always on top” side note. Great for taking notes while reading other stuff like web pages, docs, PDFs.

5. Shared notebooks with my team (File/New/Notebook, select shared when the instructions ask you). anyone can edit at any time, even offline! Don’t forget to use features like ‘View/Pages I Haven’t Read’ and ‘View/Pages Changed Recently’. Also right click on anything to see who added it. Work disconnected if you like – your changes will sync and merge cleanly later. Offline/online, easy to use super capable group wiki!

4. Tab key after text to create tables on the fly. Type the first column heading, then Tab (Table magically appears!), next column heading, Tab and so on. Enter when finished the header row, keep going. Use Enter twice on an empty row to break out – never touch a mouse while taking notes!

3. I’m falling behind with my notes! Click “record audio” button to capture what people are saying so I can participate instead of take notes. Take the occasional one word note to indicate what was happening. Later click on those words to hear what we were saying. Great for brainstorming and interviews!

2. Flag OneNote items as Tasks to track in Outlook with Ctrl-Shift-1 through 5. The task is created in Outlook, and the done/not done status is kept in sync with OneNote.

1. Win-S to take a screen clipping and auto-file it in OneNote! Bonus: right click on the system tray OneNote icon, customize screen clipping to send only to clipboard to paste in other apps or OneNote as you like. (my all-time fave)

Ok one more for bonus: Full Page view. F11 to toggle, or the button to the right of the Help menu. Nice clean screen for uncluttered note taking and maximum “paper”.


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Andre from Australia is a regular contributor to iheartonenote.com – here in one place for the first time, is a compilation of some of his tips and tricks posts


Before I visit any prospective new customer I know that it pays big dividends to do some background research. I trawl the internet for news cliipings and visit the companies website to find out about the management profile as well as their financial performance. Annual reports are another great source of information about the company. It makes my intial meetings with a new customer very productive and they usually apprecaite the fact I have gone to so much trouble to understand their business situation. Thats where OneNote is a real life saver. I have a NoteBook titled SUSPECTS. I then have sections for each new prospective customer that I am researching. I love the fact that OneNote allows me to take website clippings or send an entire webpage into OneNote. I use the date stamp on the pages tab to keep an eye on the how the opportunity is progressing and I flag in Outlook tasks to quickly identify if its stalling. OneNote is simply the best and simplest opportunity management tool I have used.


One really great feature in OneNote is the ability to HYPERLINK and to CHANGE THE STACKING ORDER. What this means is that you could import relevant images/pic

tures into pages of your sections as a Visual Clue or Description of your topic and then place a text description as on overlay over the picture. Firstly you need to understand that OneNote allows you the option to change the stacking order of multiple images or texk boxes – you decide whats on top or whats on the bottom. By simply right clicking the image and selecting ORDER you can the image to the background and overlay the Text onto the foreground as a labal. Finally you can HYPERLINK the text label to any relevant webpage, PDF or anything else for that matter that delivers the provision of additional detail to support the main point you are making. Wonderful for making a simple point but being able to recall or action the ‘on-demand’ access to further supporting detail where appropriate. Don’t you just love OneNote!


A wonderful feature of OneNote is the ability to import JPEG or PNG files commonly known as PICTURES and resize them down to a small thumbnail. I encourage you to think of ways to communicate your thoughts and ideas with PICTURES rather than just with WORDS ALONE. Multi-media research by Professor Richard Mayer from the University of California proves convincingly that people learn better from a combination of a picture and message rather than just words alone. Use pictures to tell a story such as showing a BEFORE and AFTER. Visually document progression, especially workflow processes by taking screen shots and embedding them into relevant sections of your NOTEBOOK. to share with your work mates. Finally know that communicating visually within OneNote provides one more really powerful capability – the ability to save pictures in a PNG format. PNG format has one superior advantage over JPEG – the ability to save a picture with a transparent background. The ability to embedd images/pictures with transparency creates a whole new set of creative possibilities – such as creating collages and combining words overlayed onto images. For now I will just wet your appetites and give you all some concrete ideas about how to further expand your creativity by applying specific visual strategies in future blog posts – for the moment start experimenting with communicating visually within OneNote. Don’t you just love OneNote! – I do!


Dont’ forget you can from the menu go into TOOLS-OPTI

ONS-EDITING. Then you will be able to adjust Font type/color/size. If you are like me and partly blind – then a 96pt font works like a treat. Cheers Andre


Create your own customised

pages. Design a page to reflect your own branding or content strategies. Then click the DROP DOWN icon on THE PAGES TAB. Select MORE TEMPLATES AND OPTIONS and finally SAVE CURRENT PAGE AS TEMPLATE. Hey presto you have a standard and professional looking page to use across all of sections and notebooks. It gives you a personal connection with your content and communicates a more professional image when sharing your notebook with others.


I found a really neat and simple way to sync the same NoteBook(s

) across multiple computers that doesn’t require a SharePoint service or any IT knowledge. You download a small application from SugarSync and install it on 2 or more computers.


Once installed you simply place the NoteBook(s) into their MAGIC BRIEFCASE and hey presto! You can work on the same NoteBook(s) across multiple computers and SugarSync will automatically sync any changes made across all computers.

I pay about $9 per month for the service and I highly recommend it, especially when you have a desktop computer at home or the office but travel with a notebook on business.


I have just discovered another really neat business application for this. The ability to create a OneNote HTML business presentation that you could burn to a CD and share with your customers, friends or family. After saving the HTML file and data folders to your desktop – you can quickly incorporate the bit of code that will auto launch and auto run the oneNote Notebook in any computer.

You can download a free bit of code at the following site that creates an autorun for a CD. I don’t know anything about the supplier of thos code – it works but don’t blame me if anything doesn’t work or go to plan. I am only the messenger. Have fun but I think you will get a lot of extended functionality and create a lot of neww applications and uses for OneNote doing what I have suggested – I know that I will!!! http://www.softwarepatch.com/tips/autorun.html


Although OneNote has limited decorative

functionality built in with respect to images and text formatting – there is a reasonably efficient work-around if you need to enhance the appearance of some of your content on some of the pages. Leverage the fact that OneNotes pages have a white background. That fact means you could design stunning visuals/images and text labels in PowerPoint for example and then save ach individual slide as a JPEG. You may then import them back into OneNote as JPEG images. Resize them and there you have a stunning visual or text label that looks professional because its white background has blended in with OneNotes white background – to create a professional looking graphic. And you don’t need to save it as PNG with trasnparency but you generate the same effect. Try experimenting with this technique to create really stunning visual content in OneNote that could be shared with others. Don’t you just love OneNote – I do!!


One great feauture of OneNote is its potential to educate our family and friends about the potential of eLearning, digital organisation and collaboration. Take my wife Lorretta for example. Lorretta is typical of the majority of the online community. Only a basic grasp of Microsoft OFFICE, occasional web surfing and searching. A fleeting online purchase through buying flights or books from AMAZON. Its obvious to me that Lorretta is digitally unorganised and just saves files and documents here, there and everywhere. For Lorretta it has to be simple and straightforward otherwise FORGET ABOUT IT! Thats where the simplicity and benefits of OneNote really kicks in.

Yesterday I showed Lorretta how she could take a SCREEN CLIP of a recipe on a web page and file it into her own PERSONAL SECTION of OneNote. She went ‘WOW!’ – this is great. Lorretta didn’t need anymore information about all of the other functionality of OneNote other than that she could clip and save!

Then I showed her how she could just select a portion of the web page and then share it by sending it to her friends. Again Lorretta exclaimed ‘WOW!’ – this is great! In my opinion OneNote has this great potential to help ‘UNTECH SAVVY” internet users fell accomplished and successful. Whats even better is that Microsoft offers a FREE 60 Day trial for anyone! What a great ‘ZERO RISK” offer for any potential start-up. I finished the session by showing Lorretta how she could use the ARROWS and PENS to highlight specific sections of her Web Clippings to make her communications clearer and to the point.

So think about educating your own friends and families about the benefits of digitially organising and sharing their interests with others. I haven’t tried to throw Lorretta into the ‘DEEP END’ and show her the full potential of OneNote. its enough that she learned a couple of things that made her feel successful and competent – she will be motivated to learn more about OneNote’s funtionality over time. But for now she is a loyal supporter and advocate of OneNote with loads of potential even though she doesn’t yet realise it. Its a ‘win win’ for everyone because more knowledge is shared and everyone feels more confident to increase their knowledge through the process – we haven’t yet got to sharing and collaborating online yet; have we? I have discovered through my experience with Lorretta that OneNote is the ultimate software for those people who need to build their confidence and skills in the online world.

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OneNote TimeSavers

It’s been a while since we’ve looked at tips and tricks for using OneNote more efficiently- so it’s awesome that the Nota Bena blog has given us some great time savers today. Rock on Michael Oldenburg!



If you’ve used any Windows program for a while, you’re likely to have figured out some of its keyboard shortcuts by now. Keyboard shortcuts are the combinations of special keystrokes that can give you much quicker access to commands than if you were to click through the long trail of menus, toolbars, and other parts of the user interface. Many of the basic shortcut key combinations work consistently across all Windows programs, which means you won’t have to learn different ones when switching from one program to the next and performing the same task.


What’s in it for you?

Computers were supposed to save us time, right? Keyboard shortcuts can be incredible time-savers, so taking the short amount of time it takes to learn them is time well spent. Surprisingly, not everyone gives keyboard shortcuts their due attention. Hardly a month goes by when I don’t hear somebody say that they’re “too busy” to learn a time saver or two. The irony of that probably isn’t lost on anyone.

The truth is, we’ll always claim to be “too busy” for a lot of things that could really help us. For many, it’s simply an excuse to stick with what they know, or to slog through a task just to get it done, even if it’s the hard way. But imagine learning just a half-dozen keystrokes that could shave away more and more wasted time from all of the repetitive tasks that you perform every day. Over the span of a week or a month, the time you save can add up very quickly!


Discover keyboard shortcuts in OneNote menus

The easiest way to learn the most common keyboard shortcuts in OneNote 2007 is to look them up in the menus. For example, simply opening the Edit menu will show you its available keyboard shortcuts (outlined in red below) right next to each menu command:

Keyboard shortcuts in menus

Some menu commands (such as the Snap to Grid command shown here) do not have keyboard shortcuts available. In most cases, this is because the commands in question are designed to be used infrequently.

Discover keyboard shortcuts in OneNote ScreenTips

You can also choose to display available keyboard shortcuts in the ScreenTips that appear when you mouse over buttons on the toolbar. Note that this is an optional setting, which means that you must first tell OneNote that you want to see keyboard shortcuts in your ScreenTips.

Here’s what ScreenTips on the toolbar look like before and after you enable their keyboard shortcut display:

ScreenTips without and with keyboard shortcut information

To turn on keyboard shortcuts in ScreenTips, follow these steps:

  1. In OneNote 2007, move the mouse pointer over any toolbar button and then right-click it to display the shortcut menu:

    Right-click on any toolbar to display the Customize command

  2. On the shortcut menu, click the Customize command.
  3. In the Customize dialog box that opens, make sure that the Show shortcut keys in ScreenTips box is checked:

    ScreenTip options in the Customize dialog box

    You must also have the Show ScreenTips on toolbars box checked, as shown here.

How to use keyboard shortcuts

I’ve seen many people immediately give up on trying out keyboard shortcuts because “they didn’t seem to work right.” This can happen when there’s no immediate, visible result to using the shortcut command (for example, when copying a selection of text, the command won’t seem to do anything until you actually paste the selection somewhere else). In this case, think through the completion of the greater task and then see if you get the result you expected. If not, try it with a different selection or on a different page in your notebook and start over.

If none of the keyboard shortcuts seem to work, make sure you only type the keys that are part of the command. For example, when you see “CTRL+C” documented as the shortcut for the Copy command, note that the “+” sign isn’t actually typed as part of the keystroke sequence. The “+” symbol merely indicates that you should press the surrounding keys simultaneously. So, “CTRL+C” means holding down the CTRL key and then pressing the C key on your keyboard. When you let go of both keys, the command is executed in the same way as if you clicked the Copy command on the Edit menu.

Some keyboard shortcuts consist of more than two key sequences. For example, to insert a new column to the left in a table, the keyboard shortcut sequence is CTRL+ALT+E. Here again, neither “+” symbol is to be used. Hold down the CTRL key, then hold down the ALT key, and then press E. When you let go of all three keys, the command is executed.

Don’t be afraid to experiment!

If you make a mistake while trying out keyboard shortcuts, you can always use the Undo command (on the Edit menu) to go back to the way things were before the last thing you tried. This is useful whenever you try out a keyboard shortcut that did not give you the result you expected.

Tip The Undo command has its own keyboard shortcut! You can press CTRL+Z to undo the last action, whatever it was. Try practicing this until you get used to it: On any page in your OneNote notebook, type some random text anywhere, and then press CTRL+Z. The text you just typed will disappear as if you never typed it. Note that you can step backwards multiple times, if needed, by using the Undo command repeatedly. If you go back too far, using the Redo command (CTRL+Y) will let you step forward again.


Look up all of the keyboard shortcuts in OneNote

Not all keyboard shortcuts are discoverable in the user interface. On the Office Online Web site, where my fellow tech writers and editors publish all of the free “Help & How-to” content for each Microsoft Office program, you can look up all of the keyboard shortcuts available for the various Office 2007 programs that you use, including OneNote.
(Click here to view the full OneNote keyboard shortcuts reference article on Office Online.)
The information in this reference article is organized by several categories — from the standard Office-wide features, whose shortcuts are the same across all Office programs, to the specific features areas whose keyboard shortcuts apply specifically to the OneNote 2007 interface.

As you scroll through the main category headings (shown in orange), you can click the “+” symbol next to each sub-category whose list of shortcuts you want to view:

Expanding a category heading

Clicking the “+” symbol next to a sub-category expands the full table of shortcuts for that section.

If you know (or guess) that a specific keyboard shortcut exists for a particular OneNote feature, you can use your Web browser’s “Find on Page” feature to quickly look up a particular keyboard shortcut in the reference charts. To do this, you must first expand all of the subcategories in the reference article you are looking at. Don’t worry; you won’t have to click dozens of these one-by-one. There’s an easier way.

Near the top of the article, click the “Show All” link to expand all sections at once:

The "Show All" button in reference articles

Once all of the reference sections in the article have been expanded, press CTRL+F in your Web browser to bring up the “Find on Page” search box, which is built into Windows Internet Explorer and Firefox (check your Web browser’s documentation for details):

The Find command in Windows Internet Explorer

Now just type a word or phrase describing a OneNote feature or user interface element that you want to find (for example, “side note”), and then press ENTER. If one or more matches are found, scroll through the highlighted results in the text by clicking Next. This is an easy way to discover all of the keyboard shortcuts associated with your particular search term.

Tip If you’re not having any luck with your search right away, try again by entering a different word or phrase.

Quick access to the keyboard shortcuts in OneNote

If you forget to bookmark the keyboard shortcuts reference for OneNote, you can easily recall it from the Help menu, which is located at the far right of the menu bar in the OneNote 2007 program window:

The Help menu in OneNote 2007


Check out Michael’s blog at http://blogs.msdn.com/michael_oldenburg/

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