The Office 365 secret organiser - OneNote 2010 Part 2

In the first part of this article, I confessed my new found love for OneNote 2010. Although OneNote 2010 comes as part of Microsoft Office 2010, due to a custom setup, it had never been installed on my system, until the day my company migrated to Office 365 . When you setup your system to work with an E3 Office 365 plan, it downloads and installs Office Professional Plus which includes OneNote 2010 by default.

In my previous article, we looked at how to create a new notebook, save a notebook and insert a new page; now we will build on those processes; to show how you to add notes, format information, and print parts of your notebook.

The New Way of Typing Notes

Talking about typing notes may appear to be a bit basic, as typing is common to most software applications, but OneNote is slightly different, in that you can type text anywhere within each page. You can add notes and squiggles at the top, bottom, middle, or side of a page - it really doesn't matter. You have complete freedom to create pages that makes visual sense to you.

To enter text on a page, click on the page where ever you want and a text box will appear. Once you have finished typing, click somewhere else on the page to close the text box

If you wish to edit text on a page, click on the text and this will re-open the original text box. Once the original text box is open, you can then edit, add or delete parts of your notes.

Formatting Text

There are two ways to format text in OneNote, the first method is to use the command buttons on the Home tab ribbon shown in the above screenshot, the second is to use the right-click shortcut menu.

Tip: Formatting text via the right-click Mini Toolbar is the most convenient method to format your text as the Mini Toolbar will appear regardless of which tab on the ribbon is selected.

To format your text, first highlight the words that you want formatted then right-click on the text. When you right-click the highlighted text, you will notice two editing tools appear, the first is the Mini Toolbar which will appear above the text, the second is the shortcut menu which will appear below the text.The Mini Toolbar text formatting options.

From the Mini Toolbar you can:

  • Apply different fonts
  • Apply different font sizes
  • Apply bold, italic and underline
  • Highlight text
  • Change text colour
  • Apply styles
  • Indent text
  • Apply bullet points and number lists
  • Add tags
  • Create outlook tasks
  • Use format painter

Tip: If you are unsure of what a button on the Mini Toolbar does, hover your mouse for a second over the button to display a description.

When you click on the appropriate format button, your highlighted text will change to your chosen format.Two interesting new format features shown in the menu include the Link... (Ctrl+K) and the Tag options. Link allows you to create a hyperlink to any page on any other notebook or to a page on a website. Clicking the linked word, will take you directly to the relevant page or website. Tag allows you to tag the text with a specific icon to let you know what to do with the note or what type of information the note is. Some examples of tags that you can select include; To Do, Important, Question, Contact, Movie to see and many others.

Most formatting commands that you will need are located in the Mini Toolbar, however if the formatting you require is not available, you can find additional commands on the Home tab of the ribbon.

To activate a command, use the same principle as before, i.e. highlight the text you need to format, then click the necessary command from the Home tab.

Printing

Printing in OneNote is similar to printing with other Microsoft Office programs, so if you know how to print in another office 2010 program, you will quickly work out how to print in OneNote.

To print, click on the File tab in the ribbon. This will open up the File menu. From the File menu below, click on Print. On the right-hand side you will then have two options, Print or Print Preview.

Print - When you click on the Print button, the last notebook section will open and the Print dialog box will appear.

From the Print Dialogue box you can alter print settings such as selected printer, page range, and number of copies. Click the Print button at the bottom right-hand side of the dialogue box when you are ready to print the selection.

Tip: For more print options, click the Preferences button in the Print dialogue box, this will open the Printing Preferences dialogue box where you can find more advanced print settings.

Print Preview- Clicking the Print Preview button from the print menu also takes you back to the last notebok section that you had open and displays the Print Preview and Settings dialogue box.

From this dialogue box you can see how your page or selection is going to look once printed. Should you not like the page layout, the Print Preview and Settings dialogue box will give you the opportunity to change the print settings, for example, the Paper Size used or the Orientation (portrait or landscape).

Once you are ready to print the selection, click the Print button in the bottom right-hand corner of the dialogue box. The Print Preview dialogue box will then close and the Print dialogue box will open with any setting changes you made in the Print Preview dialogue box.

In these articles we looked at the basics of using OneNote. Once you have mastered these basics, you will find that there is so much more you can do especially when using OneNote as a collaboration tool in Office 365 with remote colleagues.