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Go Paperless with OneNote 2013Customization note:This document contains guidance and/or step-by-step installation instructions that can be

reused, customized, or deleted entirely if they do not apply to your organizations environment or installation

scenarios. The text marked by yellow highlighting indicates either customization guidance or organization-specific variables. All of the highlighted text in this document should either be deleted or replaced prior to

distribution.

OneNote 2013 can help support corporate initiatives to reduce employee dependence on paper and printed

documents. This guide gives you a quick primer on OneNote 2013 so you too can join the paperless revolution!

Topics in this guide include:

Top 10 ways to use

OneNote 2013

Get started with

OneNote 2013

How OneNote is

different

Capture informationCreate a notebook onSkyDrive Pro

Take notes

Organize your

notebookShare a notebook Take notes in an online

meeting

Search your notes Use OneNote on yourWindows Phone

More information


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2 | Go Paperless with OneNote 2013

Get started with OneNote 2013You can use OneNote the same way that you use a paper notepad on your desk. Write down detailed notes, jot

down a quick reminder, or draw a quick sketch to communicate an idea. But OneNote provides wonderful

advantages that you dont getwith a paper notepad. For one thing, you never run out of paper! You can also

capture things in your digital notes that you cant capture on paperlike an audio or video recording, or a screenclipping.

OneNote is easy to conceptualize because its structured just like a physical notebook, with sections and pages.

Notebooksare for big things, like FY2013 or that big project that will keep you busy for the next few months.Use notebooks to group sections. Each notebook can hold many sections.

Sectionsgroup pages of a similar subject together. For example, you might want to create a section for asmaller project, for meeting notes, for that vacation youre planning, or for a class or seminar. Each sect ion can

hold many pages.

Pagesare where you actually create your notes. Write, type, and draw on pages just as you would on paper,and create more pages whenever and wherever you need them.

How OneNote is differentOneNote is different from other applications in a few very important ways.

Open a notebook and never close it

Were conditioned to close files after were done using them. The best way to use OneNote, however, is to open it

and never close it unless you need to reboot your device. Its l ike always having that paper notepad or sticky pad

on your desktop within easy reach.


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You never have to save

Anything you add to an OneNote notebook is immediately saved. Likewise, if you make an organizational change,

such as moving a page or section, its automatically saved so you dont have to think about it.

Send links instead of attachments

We have become accustomed to sending documents as attachments through Outlook, this is changing with the

increased use of SkyDrive

Pro/SharePoint

Online. With OneNote, when you want to share a notebook, or a

section or page within a notebook, you just send a link.

Multiple authors can edit the same notes at the same time

With OneNote, you and your teammates can work on a shared notebook at the same time and see each others

changes in real time. This makes OneNote a great collaboration tool.

Top 10 ways to use OneNote 2013OneNote provides lots of great ways to go paperless. Use this list to jog some ideas. Each of these ideas is

covered in more detail later in this guide.

1. Review and comment on a document.If youre asked to review a file (a PowerPoint deck, for example),print the file to OneNote, and then annotate it with typed or handwritten notes.

2. Go shopping and capture screen shots as you go.For example, search for a new car. Easily capture andsend screen shots to OneNote as you do your research.

3. Organize your work and life.Store and categorize the things that are most important to you in a centrallocation. This information might be in email, different programs like Word, Excel, or PowerPoint, in a paper

notepad or printout, or even on sticky notes.

4. Share your notes.OneNote is all about sharing. Share a notebook with your teammates on SkyDrive Pro andthen edit together in real time. If you want to share notes in a Lync online meeting, you can start with Outlook

or Lync. Or share a notebook (i.e, budget, to-do list, or product research) with a family member on the

consumer version of SkyDrive.

5. Take your work with you.If you upload a notebook to SkyDrive Pro, you can take your work with you andeasily access the notebook from another Windows 8, Windows RT, or Windows Phone device.

6. Create a To-Do list.Add a To-Do-list to projects that youre working on, and then mark off items as you go.7. Sketch an idea.Use OneNote to jot down anything thats on your mind. Sketch out an idea for a floor plan or

a server topology and watch your ideas grow.

8. Take down random thoughts with Quick Notes.If you have a random thought that you dont want toforget, jot it down as a Quick Note. With a Quick Note, you dont have to think about where to place it in a

notebook. You can always move it to a notebook section later. Or not.

9. Take lecture notes. Sometimes you cant write or type fast enough to take down everything in a meeting orlecture. With OneNote, you can record audio (and video) so you wont miss a beat.

10.Experiment! Theres no right way or wrong way to use OneNote. Organize as much or as little as you like. Jotdown an idea and watch it grow and take shape over time.


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Create a notebook on SkyDrive ProThe best way to create a notebook is to create it on SkyDrive or SkyDrive Pro. When you create the notebook in

the cloud, you can access it from other devices wherever you are. Its also much easier to share your notes with

others if you store your notebooks in the cloud. And when your notebook is automatically backed up, you dont

have to worry if a device is lost or stolen.

To determine where to store a notebook, keep in mind that SkyDrive is a consumer service appropriate for

personal files and notes. If you want to store business information, store it on SkyDrive Pro (no HBI or PII data

though!), not your personal SkyDrive. Be careful about which notebook youre working with so you dont

accidentally upload personal information to SkyDrive Pro or confidential information to SkyDrive.Customization note: The highlighted guidance above should be updated based on policies specific to your

organization.

Create a notebook on SkyDrive Pro

1. Tap or click FILE, and then tap or click New.2. On the left side of the New Notebookscreen, tap or click , and then on the

right side of the screen, tap or click Documents.

3. In the Create New Notebookdialog box, select a location for the notebook, enter a name in the NotebookNamebox, and then tap or click Create.

4. Youll be prompted to share your notebook with others. Its probably best to add your notes first, and thenshare it, so tap or click Not nowin the Microsoft OneNotedialog box.

NOTE: You can password-protect a section if you dont want to share it with others. For more information, see Share a

notebook later in this guide.

Take notesAfter youve created your notebook on SkyDrive or SkyDrive Pro, youre ready to create sections and pages, and

start taking notes.

Create sections and pages

You can create a section for anything you want in your notebook.

For example, you might want to create a section for each of the

projects that youre working on, and then create another sectionfor personal items. Theres no right way or wrong way to organize

a notebook. Just create some sections and pages and see what

makes sense. You can always reorganize later.

When you create a new notebook, the notebook contains one section called New Section 1. That section contains

one untitled page. Add and rename sections as you see fit. To rename a section, right-click the section tab, and

then tap or click Rename. To add more sections, tap or click the plus sign at the end of the section bar. If you add

more sections than will fit on the section bar, OneNote hides some of the section names, but you can click the

down arrow next to the last section tab to see the hidden sections.


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To rename the untitled page thats included by default, just click the page title on the right side of the screen, and

then start typing at the top of the page. OneNote automatically inserts the date and time that the page was

created.

To create a new page, on the right side of the screen, tap or click Add Page, and then type a name for the new

page.

To insert a page between already existing pages, just tap or click the +sign that appears when you hover themouse over an existing page.

Type notes on a page

When youre ready to start taking notes, place the insertion point anywhere below or to the right of the page title,

and then start typing. When you start typing, OneNote creates a note container for the text. Note containers are

only visible when you type or format text in them, or when you hover your mouse over them.

You can type as much or as little text as you want in a note container. After you finish typing your text, you can

move the container anywhere on the page by dragging it. When you want to add a note elsewhere on the page,

just tap or click and start typing.

After you type notes on a page, you can format the text in much the same way that you would format text in any

Microsoft

Office application. For example, you can create a bulleted or numbered list, or align text within a note

container.


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Write notes or create a sketch

If you prefer to write notes instead of type them, or if you want to create a sketch, tap or click the DRAWtab. The

DRAWtab includes several different pens and highlighters. Just choose the pen or highlighter you want, and then

use your finger or a stylus to start writing or sketching.

When youre ready to start typing again, tap or click the Typebutton on the DRAWtab.

If you want to draw a shape, select an item from the Shapeslist (tap or click the Morearrow if you dont see theshape you want), and then tap or click and then drag to draw the shape.

TIPS:

If youre using your finger to write or sketch, you can add more space between buttons and commands bytapping or clicking the Touch/Mouse Modebutton. You can add this button to the Quick Access Toolbar.

OneNote can convert handwritten notes to text. Just select the handwritten notes you want to convert, andthen on the DRAWtab, tap or click Ink to Text.

Add links

Whenever you type text that OneNote recognizes as a link, OneNote automatically formats it as one. You can alsocreate a link manually. Just select the text you want to use as the link, and then tap or click Linkon the INSERT

tab.

Attach files to your notes

OneNote can keep all of your information about any subject or project together in one placeincluding copies of

related files and documents. Inserted files show up as icons on your notes page. Double-click any icon to open its

file.

TIP: As an alternative to attaching a file this way, consider printing a file to OneNote as a static image. For more

information, see Capture information later in this document.

To attach a file:

1. In your notes, go to the page where you want to insert a file or document.2. Tap or click INSERT, and then tap or click File Attachment.3. In the Choose a file or a set of files to insertdialog box, select one or more files, and then tap or click

Insert.


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Manage random information with a Quick Note

If you want to just take a random note and dont want to think about

where to put it in your notebook, use a Quick Note. A Quick Note is like an

electronic sticky note. Quick Notes are stored in Unfiled Notes or the

Quick Notessection at the bottom of the list of notebooks.

You can move quick notes to other sections in the notebook later or you

can leave them in the Quick Notes section. You can search for information

in a Quick Note like any other note, so you dont have to worry about

finding the information later.

Create a Quick Note with the Send to OneNote tool

You can create a Quick Note even when OneNote isnt running by using the Send to OneNote tool. The Send to

OneNote tool is automatically installed and runs whenever you start your computer.

1. Press+ N, and then press Nagain.2. Type your note in the small note window. If you want to handwrite your note or format it, click the three dots

at the top of the note window, and then select from the different options on the ribbon. You can even add

pictures or sketches to a Quick Note or record audio or video.

NOTES:

To review your Quick Notes, tap or click the down arrow next to the notebook name, and then tap or clickQuick Notes.

If youre using Quick Notes to keep small reminders and important information visible at all times, you can pinthem so that they stay visible. To pin a Quick Note, tap or click the VIEWtab, and then tap or clickAlways on

Top.

Capture informationThe previous section showed how to take notes in your notebook. You can also use OneNote to capture

information in a number of different ways.

Record audio and video

Recording audio or video notes is a great option when cant write or type fast enough to take down everything

word for word. Audio and video recordings in OneNote are directly linked to any notes you take while recording,

so you can search your notes for specific notes associated with a particular part of a recording. When you play

back the audio clip, OneNote automatically moves the cursor through your notes.

NOTE: You can search audio recordings for spoken words. For more information, see Search your notes later in this

guide.

To start an audio or video recording:

1. Tap or click a location on the page where you want to place the recording.


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2. Tap or click the INSERTtab, and then in the Recordinggroup, tap or click Record Audioor Record Video.OneNote displays the AUDIO & VIDEOtab on the ribbon.

3. The recording starts as soon as OneNote places a media icon and date and time stamp on the page, as shownin the following illustration.

4. While OneNote is recording, you can type notes that will be associated with the recording.5. When youre finished recording, tap or click the Stopbutton in the AUDIO & VIDEOtab.6. To play back a recording, tap or click the media icon on the page, and then tap or click Playon the AUDIO &

VIDEOtab.

NOTE: If you tap or click the See Playbackbutton on theAUDIO& VIDEOtab, OneNote will automatically position

the cursor within any notes that you took on the page while the recording was made. For example, if youre recording

an interview and you took notes two minutes into the clip, OneNote will jump to that exact part of your notes when you

play back the clip and it reaches the two-minute mark.

Capture a screen clipping

1. Go to the screen you want to capture. For example, open a particular web page.2. Switch to OneNote, and then click the spot on a page where you want to place the screen clipping.3. Press+ S.

OneNote is minimized and the screen is dimmed.

NOTE: Press Esc if you want to cancel the screen clipping.

4. With your mouse, click and drag in any direction to create a rectangular selection over the area you want tocapture. When you release the mouse button, OneNote captures your selection as a picture and inserts it into

your notes page. If youre capturing a screen from the web, OneNote also inserts the URL for the webpage

(and the date that you captured the screen) so you can get back to it easily.

Print a document to OneNote

You can print a static copy of a file to OneNote. This is particularly useful if you want to annotate the text with

typed or handwritten notes. For example, you might want to annotate a co-workers PowerPoint presentation with

handwritten notes.

To insert a document or file as a printout:

1. Tap or click the INSERTtab, and then tap or click File Printout.


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2. In the Choose Document to Insertdialog box, navigate to the file that you want to insert, tap or click toselect it, and then tap or click Insert.

3. Depending on the type of file you are inserting, OneNote will attempt to launch the source program for theselected file, and then digitally print its contents to the current page in your notebook.

NOTES:

For more information on using PowerPoint and OneNote together, go to: . By default, each page of an inserted document or file is placed in your notes as a separate picture. You can

move it wherever you want, like any other picture in OneNote.

Organize your notebookAfter youve created a number of sections and pages, youll probably want to reorder and combine elements to

organize your notebook. Use the following table to learn how to do common organizational tasks.

To Do this

Reorder sections, pages, or

notebooks

Drag the section, page, or notebook to a new place within the section bar, page list, or

notebook list.

Move a page to a different

section

Drag the page tab and let the pointer rest on the destination section until the section

opens, and then drop the page in the desired location within the pages in the new

section.

Move a section to a

different notebook

Drag the section tab and let the pointer rest on the notebook list. When the list opens,

drag the section to the appropriate notebook.

Delete a section or page Right-click the section or page, and then tap or click Delete.

NOTE: If you need to recover a section or page that you deleted from a shared notebook, open the shared notebook,

tap or click the HISTORYtab, and then tap or click Notebook Recycle Bin.

Combine multiple sections into a section group

If your notebook has more sections than will fit on the screen, consider combining sections into section groups. A

section group keeps related sections together and can hold as many sections as you want. For example, if you use

your notebook to store a large collection of recipes, you could create section groups for alphabet ranges like A

D, and then include a separate section for each letter of the alphabet in that section group.

To create a section group:

1. Open a notebook that contains at least two sections.2. Right-click any section tab, and then tap or click New Section Group.3. Type a name for the section group, and then press Enter. Youll see the new section group to the right of the

section tabs near the top of the page.

4. To add an existing section to the section group, just drag a section tab to the section group icon. When youtap or click the section group, youll see the sections you added.


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5. To go back up a level, tap or click the green arrow to the right of the notebook name.

Create subpages to create a page group

Create subpages to group related pages together in a page group. A subpage is the same as

any other page, but its page tab is indented. The visual indentation makes it easier to keep

information separate. The following graphic shows subpages grouped under the

Productivitypage group.

To create a subpage:

1. On the right side of the OneNote window, above the page tabs, tap or click Add Page.A new page is added at the bottom of the other pages.

2.

Type a page title for the subpage, and then press Enter.3. Drag the page tab to the right. You can also drag the page up if you want to place it under a different page.NOTE: To promote or demote a subpage after you create it, right-click the page tab, and then tap or click Make

Subpage or Promote Subpage.

Share a notebookIf you share a notebook on SkyDrive Pro, you can work simultaneously with team members and track changes in

real-time. If team members are viewing the shared notebook while youre typing, your notes will automatically

appear on their screen and vice versa. The notes are refreshed every few minutes so everyone can see each others

changes. You can even edit the same paragraph of notes on the same page without having note collisions.

Share an existing notebook on SkyDrive Pro

1. Open the notebook that you want to share.2. Tap or click FILE, and then tap or click Share.3. On the left side of the Share Notebookscreen, tap or click , and then on

the right side of the screen, tap or click Documents.

4. If prompted, sign in to Office 365.5.

If you want to start sharing immediately, in the Share Notebookscreen, on the right side of the screen underInvite People, enter the names or email addresses of the people you want to share with, specify permissions

(Can edit, or Can view), include a personal message to include with the invitation (optional), and then tap or

click Share.

NOTE: You can assign a password to a section if you dont want people to be able to access that section. To add a

password to a section, right-click the section tab, and then click Password Protect This Section. In the Password

Protectionpane that appears, under Current Section, tap or click Set Password, and then enter and confirm your

password.


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Use the HISTORY tab

When youre working with a shared notebook,use the HISTORYtab to determine who has made changes, what

changes have been made, and so on.

The following table describes the buttons on the HISTORYtab.

Use this button To

Next Unread Move to the next unread section in the notebook. If the Next Unreadbutton is

not available, there are no new unread notes.

Mark as Read Mark a section that youve read (to narrow down unread content).

Recent Edits Specify a time period to review recent edits.

Find by Author Search for changes by a specific author.

Hide Authors Display or hide author initials.

Page Versions View a previous version of a page (select the page tab for a page to see a list of

versions).

Notebook Recycle Bin Restore a deleted page or section from a shared notebook.

Take notes in an online meeting

OneNote is fully integrated with Outlook and Lync, so you can take and share notes easily with others.

Take notes in a scheduled Outlook meeting

1. In the Outlook calendar, open the meeting you want to take notes on.2. On the ribbon, tap or click Meeting Notes.3. In the Meeting Notesdialog box, do one of the following:

a. To share your meeting notes with others, tap or click Share notes with the meeting.b. To take notes for yourself only, tap or click Take notes on your own.

4. In the Choose Notes to Share with Meetingdialog box, pick a section and page for the new notes, and thentap or click OK.

5. OneNote creates a page linked to your Outlook appointment so you can always keep the meeting details andyour notes from the meeting together in one place.

Take notes in a Lync online meeting

1. In Lync, send an instant message, start an audio or video call, or tap or click Meet Nowto start an onlinemeeting with someone.


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2. In the meeting window, tap or click the Manage Presentable Content icon.3. In the pop-up window, tap or click the ONENOTEtab, and then tap or click My Notes.

4. In the Select Location in OneNotedialog box, pick a section and page for the new notes page, and then tapor click OK.

5. The new page is linked to your Lync conversation, so you and other participants can contribute notes in real-time.

Search your notesOne of the great things about OneNote is that you can just start adding notes to your notebook without worrying

much about organization. OneNote has very powerful searching tools so you can always find your notes instantly.

Search for text in your notesBy default, OneNote instantly searches all of the notes in all of your notebooks. To start an instant search:

1. Press Ctrl+E, and then enter your search keywords in the search box. As you type, OneNote displays thesearch results in the pop-up window below the search box.

NOTE: If you want to change the search scope to just the current page, tap or click Find on page (Ctrl+F). You can also

narrow the search to a section, section group, or a notebook by selecting from the search list.

2. Tap or click an item in the results list to go to the page that includes those search terms. The search terms arehighlighted on that page.

3.

When youre done, press Escor tap or click the xin the search window.NOTE: By default, OneNote searches for text in pictures and screen clippings as well as note text. You can turn this off

if you want. You can also choose to search audio. (You cant searchaudio if youre using a Windows RT device,

however.) Audio search is turned off by default. To turn these options on or off, tap or click the FILE tab, and then tap or

click Options.


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Tag notes to categorize and prioritize them

You may want to tag your notes to categorize or prioritize information. For example, if youre writing a paper, you

might want to highlight information with the Importanttag. When you tag a note, OneNote places an icon to the

left of the tagged text or other object. You can search on tags to instantly categorize your notes by those tags.

For example, the following graphic shows a line of text marked with the Importanttag.

Examples of other built-in tags that you can use include: To Do, Question, Highlight, Definition, Contact, Phone

Number, Idea, Web site to visit, Critical, and so on.

To tag a note:

1. Select the text or other object you want to tag.2. Tap or click the HOMEtab, and then in the Tagsgroup, select a tag. For example, to create a To Do list, tap or

click To Do.

NOTE: You can customize the built-in tags to suit your needs. To customize a tag, tap or click the small downward-

facing arrow at the bottom of the tags list box, and then tap or click Customize Tags

in the list.

Search for tagged notes

1. Tap or click the HOMEtab, and then in the Tagsgroup, tap or click Find Tags.

2. In the Tags Summarypane on the right side of the screen, OneNote displays a list of all the tagged notes inthe notebook. To go to a tagged note on the appropriate page, tap or click the entry in the list.

3. If you want to customize the display of the results list, in the Group tags by list, select a different grouping.For example, you might want to display the results by section name.


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4. If you have a lot of notes and a large number of tags, you may want to narrow the search scope. To do this,select from the Searchlist at the bottom of the pane. For example, you might want to narrow the results to a

particular section or to a particular week or day.

Use OneNote on your Windows Phone orWindows RT deviceAfter sharing a notebook on SkyDrive or SkyDrive Pro, you can easily access the notebook from a Windows Phone

or Windows RT device.

Access a notebook from your Windows Phone

In Windows Phone 7, OneNote Mobile is included as part of Microsoft Office mobile. In Windows Phone 8,

OneNote is a standalone app that you can pin to Startto get to your notes in one tap. You can take a note with

just your voice, search the contents of notes, and get around your notebooks more easily. To learn more about

OneNote on Windows Phone 8, go to:http://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobile.For more information about Windows Phone 8, see the Extend Your Productivity (and Have Fun!) with

Windows Phone 8 Work Smart Guide at:

Access a notebook from your Windows RT device

Windows RT includes Microsoft Office Home & Student 2013 RT, which includes OneNote 2013 RT. You can

access a notebook on SkyDrive Pro using OneNote 2013 RT or you can install and use the OneNote Windows

Store app. For more information about accessing SkyDrive Pro with a Windows RT device, see the Get Productive

with Your Windows RT Companion Device Work Smart Guide at:
http://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobilehttp://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobilehttp://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobilehttp://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobilehttp://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobilehttp://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobile


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For more informationWhats New in OneNote 2013?

http://office.microsoft.com/en-us/onenote-help/what-s-new-in-microsoft-onenote-2013-

HA102749260.aspx

Microsoft Office OneNote

http://office.microsoft.com/en-us/onenote/

OneNote on Windows Phone 8

http://www.windowsphone.com/en-US/how-to/wp8/office/use-onenote-mobile

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION

IN THIS DOCUMENT. 2013 Microsoft Corporation. All rights reserved.

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