5 ways to improve your efficiency using OneNote & Outlook

A colleague of mine from LMH Health, Andrew Brookens, and I set out to deliver an hour’s worth of efficiency hacks using OneNote and Outlook this week. It was the first time we’d tried such a thing, and it was a hot topic. We had 40+ show up in person, and a few people online have asked for handouts or recordings so I’m sharing it all here.

We knew we were setting out to share a lot of demo, and a lot of info from TWO products in FIVE topics in an hour or less. So we devised a handout that would help attendees along the way, and after. You can download it below. In-person attendees also got free access to my OneNote 101 7-day email course.

Because we don’t all have an hour to watch the recording, Andrew and I agreed that sharing smaller, digestible videos would probably work best for busy professionals on the go. Here are brief teaser videos introducing each of our five concepts:

Take and share meeting notes

Share categorized tag/to-do list

Minimize distractions in Outlook

Make your inbox work for you

Establish a task list in Outlook

Introducing my new OneNote 101 7-day email course

I’m excited to share my first-ever email course with everyone. I enjoyed building the course and I’m confident there’s something new and exciting in it for everyone. And when you’re done, in the final email on the 7th day, you’ll receive a link to claim a Credly achievement credential for having completed the course.

Enjoy!

OneNote 101: 7-day email course

$10.00

This email course delivers a healthy serving of OneNote each day, for seven days. Topics include tags, Outlook, audio, files, version comparisons, and more (see below full listing).


Upon completion, subscribers receive a
Credly badge acknowledging their participation.

Category: Tags: ,

Description

This email course delivers a healthy serving of OneNote each day, for seven days. Topics include:

  • Flavors of OneNote (multiple devices, multiple versions)
  • Audio tips and tricks
  • Working with files in OneNote
  • Image magic in OneNote, like searching text within images
  • Keyboard shortcuts to maximize your effiency
  • OneNote + Outlook
  • Tags and Tag reports (summary pages)


Upon completion, subscribers receive a
Credly badge acknowledging their participation.

Requirements:

  • Includes GIFs and relies on images to demonstrate tips so must support HTML message formats
  • Must allow emails from MailChimp (check spam/junk if you don’t get your first email within 24 hours of signing up)

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Add a new OneNote notebook to a SharePoint site

If your SharePoint site doesn’t currently have a notebook (most likely stored by default in “Site Assets”), you can add a new one in any of the following ways:

In a document library

This is the best option for end-users or site owners adding a new notebook at any time.

  1. Click the “New” button
  2. Select OneNote Notebook
  3. Name Notebook
  4. Click OK

Via Site Feature

This is a good option for administrators creating a new site for a team.

Note: Adds Notebook to Site Assets or default library, but not a particular document library. Also adds a link to Quick Launch.

  1. Site Settings –> Site Features
  2. Site Notebook –> Activate
  3. Notebook is automatically named after the site’s title (e.g. Site Title Notebook)

Moving a pre-existing notebook to SharePoint from a local location

See detailed instructions here.

  1. Select “file” in the upper left
  2. “Share to web or network location”
  3. Navigate to SharePoint library by URL within the move dialog
  4. Rename (if applicable) and click “Move”

By dragging and dropping from a local location or using the “Upload” button in a document library

While not an ideal method, it may sometimes be your only option.

Note: This makes a copy of the Notebook you’re adding – this will not be connected once added and you’ll have two copies of the Notebook (the copy and your original still in its local location).

  1. Drag Notebook from local location
  2. Drop into a document or asset library in SharePoint

Or

  1. Click “Upload”
  2. Navigate to and select the existing Notebook on your computer

If using this option, I recommend deleting/closing the Notebook from your local location, opening the copy from SharePoint and syncing that one so you don’t inadvertently make changes to the old copy.

Move an existing OneNote notebook to SharePoint

Many of us have been there. You have an awesome notebook, your committee wants access, but you stored it on your OneDrive for Business or local machine. How do you move it to your team’s SharePoint site?

In the following tutorial, I’ll show you how to replace the “default” Notebook on a SharePoint site with your pre-existing notebook.

Delete default notebook in SharePoint

(if applicable, and if unneeded. You could also just “overwrite” it by saving your new notebook with the same name, in the same location.)

  1. Go to the library in which the SharePoint site’s notebook is stored (e.g. Site Contents –> Site Assets)
  2. Delete Existing Notebook (check and delete, or use the ellipses menu)

Move pre-existing Notebook

  1. Copy URL from Site Assets or library in which you’re placing your notebook
  2. Open existing notebook on desktop (client)
  3. File –> Share –> Other Web Locations –> Browse
  4. Paste copied URL in save dialog’s address bar, deleting everything after the library’s name
  5. Hit enter to navigate to the library
  6. Rename notebook if you wish
  7. Click Move

Update any navigation links

(if applicable)

Depending on your settings, there are two ways you might update a URL. If you don’t see “Edit Links” on the menu where you’re placing this, you’ll need to go through site settings:

  1. Copy URL of new notebook
  2. Site Settings –> Navigation
  3. Select Notebook –> Edit
  4. Paste new URL
  5. OK

OR

  1. Copy URL of new notebook
  2. Click “Edit Links” on the menu on which you’re placing the link and modify the existing Notebook link (or add a new one)
  3. Paste URL and click Save

Where your OneNote notebook actually “lives”

It can be tricky when you have many notebooks to keep track of where they all live. And nobody wants to be maintaining multiple copies of the same notebook in a save-as nightmare.

Take the time to learn where your notebook is actually saved, and move it if that’s not where you want it without needing to create a copy or break your client’s cached connection.

  1. Open the Notebook in your OneNote client (desktop app)
  2. Click “File” in the upper left
  3. Note the location that matches Notebook name

If you “Share on Web or Network” you’re actually moving the Notebook and its location will be updated immediately. You can still use your Desktop/client OneNote application to edit as usual. Others will just be able to access it now as well.

Note: If you’re moving your Notebook to SharePoint, make sure you save to a complete URL location like above and not a “synced”/OneDrive for Business-type location mapped locally.

Rearrange OneNote 2016 so pages pane and sections are visible on left

ONENOTE_2018-07-06_12-04-26

This post illustrates how you can accomplish adding sections to the left pane, and moving the pages pane from the right-hand side to the left as seen above.

Move Sections from Top to Left

In a recent training session, I was asked if it were possible to move sections from the top to the left in OneNote. The answer is “sort of”. We can get sections on the left also, but we can’t get rid of them from the top. There are two ways to accomplish this:

Continue reading “Rearrange OneNote 2016 so pages pane and sections are visible on left”