Microsoft OneNote Tutorial


Hi, everyone. David A. Cox here with Tech Talk America. Today I’m going to be teaching you everything
you need to know about Microsoft OneNote. Coming up next on Tech Talk America. [intro music] All right, folks. Before we begin, I wanted to tell you a little
about the piece of software that we’re covering today. One of the things I love about Microsoft OneNote
is there’s really an application for everyone, whether you’re the kind of person who’s
maybe a stay-at-home parent or if you’re a busy business executive. There really is a use for everyone. If you’re not familiar with the software,
if I had to explain it in basically a sentence, what I would probably describe it as is a
nonlinear form of Microsoft Word. With Word, you know what you’re getting. It’s a document, and you go line, line,
line, line, line. Typically, with most Word documents, it’s
just text. You don’t typically have other things in
there, although you can. With Microsoft OneNote, it’s more nonlinear
in the sense that you can draw anywhere. You can click here and put text. You can put text there. You can organize your whatever it is you have
into different notebooks. Whether you’re using it to catalog recipes
or you’re using it to organize notes about clients that you work with in whatever business
you do, again, application is for everyone. Now, for today’s class, I’m going to be
teaching you this using my Mac, but I want to say that, to those of you out there who
are on PCs, everything here should be pretty darn similar. There may be some subtle changes here and
there but basically the same information across the board. Another thing that I think it’s good for
you to know is that it does synchronize your data in the process of using this software. Let’s say, for example, you have some important
information in your computer and you have a house fire. Okay. If you go to OneNote.com, you can sign in
with your Microsoft account and get access to everything. OneNote also has some really great features
that work with other tools, like, for example, your web browser. Now, there’s going to be a bunch of instances
in this video where I’m going to refer to things down below. That’s just in the description of the video. It’s where I put links always to any products
I may mention or just little special pieces of information that I think you might need
to remember down the road. That being said, let’s start the class. All right, folks. I think the first place I want to start here
today is I want to talk a little bit about the hierarchy of your different levels of
organization here. At the very top level, we have what are your
notebooks. In this case here, you can see my top notebook
is going to be Recipes. If you are, example, a student, and you’re
using this for educational purposes, your notebook might be a class that you’re taking. Then, one level below that, would be what
are called your sections and section groups. You have kind of an optional level here that
you can utilize if you want. For example, here in Mom’s Recipes — there’s
no actual data here, obviously; this a dummy account — if I go here to Internet Recipes,
see how there’s this little arrow here? Well, underneath there I have all these other
different levels of hierarchy. For example, I can go into Breakfast, and
I can then have my final level, which are pages, although there is actually one more. In addition to Pages, you can also have what
is a sub-page. Basically, the way that you create any of
these is what I think I’d like to go over next. Let’s start over here on the top level. Here on the left-hand side of your screen
are the notebooks. If you want to create a new notebook, it’s
just as easy as going down here to the bottom left and clicking on the little plus symbol. From here, you can choose from which color
you want your notebook to be represented by. Let’s use the example I just gave a moment
ago. Let’s say this is for a student, okay? Let’s give him a lemon-colored notebook,
and here we can name it. I’m just going to call it, let’s say,
Science, that thing that apparently doesn’t exist anymore according to some people. Where? This is where your data’s going to be stored. Okay? I want to talk about this for a quick second. OneDrive is Microsoft’s service, and everyone
gets a free — I believe it’s 5 gigabytes of data. That is actually quite a very large amount
of data. Now, should you need more than that, I’ll
give you links in the description of the video to where you can go to get a lot more. They actually have up to a terabyte per person
for $70 a year, which is actually pretty reasonable for those of you out there who are really,
really going to use this a lot, or up to 5 terabytes for families. That’s the other option. I think, for the vast majority of you, 5 gigabytes
is going to be plenty of storage for you. We’re going to hit Create here, and viola. You can see here we have now our new notebook. Now, if we want to create a section, you can
see it does create one by default. At this point, what we can do is if you want
to rename any of these things — for some of you, it’s going to be a right click. For some of you Mac users, it’s going to
be a secondary click. If you’re on something like a Mac laptop,
you’re going to click with two fingers present on your trackpad, and, of course, you get
all of your different options here. Of course, the first one is Rename. In this case, for this student, this might
be just simply a date that they were in school, whatever it was. Oh, of course I forgot you can’t put dates. Okay. [laughs] We’ll call it January 1,
2017. Okay. Then you can put in all of the information
for the page here. Okay? If you ever need to create something like
a subpage, again — I just showed you — you just simply secondary-click. Actually, we have to create a secondary page
in order to create a subpage. All you have to do is basically secondary-click,
and you’ll see here that we can now make it a subpage, and we some sort of a funky
command to do that, but I don’t think you need that. Now, when it comes to actually creating your
content, this is where it gets really cool, folks, is that you’re not bound by anything. You can literally click anywhere and type. The first thing you’re going to probably
want to do, though, is create a title for whatever document it is that you’re creating. I’m just going to click in here, and I’m
just going to say, “Data goes here.” I’m going to be really creative today. All right. Then you can see here it automatically dates
it, which is a great feature, because what’s phenomenal about that is if you ever need
to look up, “Hey, what were those notes that I took on that date?” you just search
for that date, and boom. You’ve got it right there. Now, when it comes to entering any kind of
text into your document, you can literally click anywhere, and you can just type here,
or you can type there, if I can spell “there.” It’s so much more impressive when I nail
that. Okay. Wonderful. The other thing that I want to mention here
is that you’re also not bound simply by text. I want to at this point throw a quick tip
[whooshing sound] — how was that? — at you, something that absolutely makes the OneNote
experience so much better. That is the OneNote Clipper. Now, the easy way to get it for those of you
who are Mac users, PC users, I’m sure it’s very similar. I just don’t know what it is. Maybe someone can leave it in the comments
section. Go up here to where it says OneNote, and you
can see here it says, “Install OneNote Clipper Note.” This is going to use your default web browser,
so if you have other web browsers you’re going to need to install it separately on
them. In the case of Safari, just click right here
to get OneNote Web Clipper. In my case, you can see I already have it
installed, but if I didn’t it would say, “Install here.” Just follow the directions. It’s very simple. I want to take a moment to show you how to
use this Web Clipper, because it is something that really makes it stand out as an awesome
product. A lot of times when you’re taking notes
for different types of things, a lot of them are coming from different areas, and you’re
not necessarily going to create them all by hand. That’s what Word is for. OneNote is more an ability to incorporate
other things, like web pages. Let’s go back for a moment to the example
of the recipes here. Okay? Let’s say I’m trying to put together some
recipes. What I could do is I could go on my computer
— we’re going to just wing this and see how it goes — to some sort of a recipe website. The one that I always think of is AllRecipes.com. I don’t actually go there, but for whatever
reason they always pop in my head for first. We wait for the website to load. Let’s see here. Let’s grab something good, something that’s
going to make you all just go, “Mm-hm.” Blueberry sour cream coffeecake. Sounds good to me. Now, of course, when you’re on the site,
there’s all these stupid ads, right? We don’t want to print all that crap. What we’re going to do is, instead of that,
check this out. If I go up here into my web bar — and apologies,
but if you’re on Chrome it’s going to look a little bit different. I think on Chrome it’s over here on the
right-hand side. There’s now this little icon here for OneNote
Web Clipper. I’m going to click on that, and it gives
me a few different ways that I can save this data. Let’s start up here at the top, which is
Full Page. Okay? That’s everything, but check it out. It does at least block out all the ads, so
thank you Web Clipper. The next one is Region. If you do Region, what it’s going to do
is it’s going to basically turn your — if you can see my cursor, my cursor is now a
crosshair. If I were to drag over this, okay, it’s
going to take a photo of just that. Okay? I actually just let it do that. Now I can see the image that I’ve got here. If I want to add any other little text, I
can do that, but if you look right here it’s telling me, “Where is this thing going?” I can kind of direct it where to go. Here we go. Okay. Internet Recipes. We’ll that in — I don’t know; I’d
probably put that in Desserts these days — and hit Clip. Okay? Now it’s going to clip it, and it’s good
to go, but I want to actually go back to where we just were, because there’s a much, much
better way to do it. My favorite is — check this out. It actually detects that it’s a recipe. Normally, it doesn’t say “Recipe” here,
but it’ll say, I think, “Article,” I want to say. It perfectly chops out all the stuff you don’t
want. It’s perfect. I’m going to clip that as well. Let’s clip it. It’s going to save it just like that. The other option there that you saw a moment
ago is the Bookmark option. That’s just a really, really simple — it
does give you a little thumbnail icon for those of you who are just going to end up
pulling up the website on your iPad or whatever. That might be an option, but personally I
like the fact that it really does figure it out, at least for this kind of thing. Just know that you have different ways that
you can clip your information. Now, at this point, I would like to demonstrate
something, an issue that I’m sure you will probably encounter at some point in time. Let’s call this another [whooshing sound]
quick tip. If you ever go into OneNote and you’ve clipped
something and you’re like, “Where are you, buddy?” Okay. The thing you always want to make sure, if
you don’t see something there, is I want to just show you really quickly how to refresh
it, because it doesn’t sync automatically all the time. It does it periodically, but if you ever need
to force it you can just go up here to File. If you look right here, it has either Sync
This Notebook or Sync All Notebooks. Let’s just do that now. Make sure we get all up-to-date. If you look up at the top, it says it’s
syncing. Now, if I go into Desserts, check it out. They are all here, those different ways that
I’ve saved them. You can see it’s a really great way to kind
of capture that information. Don’t have to worry about all the other
stuff on the website. It really makes it a lot more personal, I
find. Another thing I want to just show you real
quickly here is that if you ever want to reorder any of these, you can literally just drag
and drop them, okay? If you don’t like the way that it’s doing
it, no problem. Folks, we got plenty more for you. We’ll be right back after this quick commercial
break. The next thing I want to go over relatively
briefly is what you see up here at the top of my screen. This is called the “ribbon.” We have four different tabs on the ribbon. We have Home, Insert, Draw and View. Here under Home, one of the things I want
to mention right here is the Paste option. Of course you can copy and paste into this
application, but there’s another feature that I think you should absolutely be aware
of if you’re copying text from something like either an email or a webpage, something
like that. If you look here, next to Paste, there’s
this little arrow here. This is where you can choose not only to paste
something, but you can choose to either keep the formatting the same as your document that
you’re working on, or you can keep it the same as where you copied it from. Just because if you do a lot of copying and
pasting, you have different fonts that are all over the place. It can be a real mess. This is just, I think, a very good little
trick to keep that a little cleaner. Other options we have here of course are all
of the normal things that you would find in any kind of a Microsoft piece of software,
your font options, font size. Right here we have options to do a bullet
list, but we also have more than just bullets. We can do things like checkboxes or diamonds,
whatever you prefer there. Numbered lists. Okay. See your different options right there. Here, all of our classic options. Bold, italic, underline, strikethrough, etc. Font colors. Also, you’ll see here that we have these
items up here. These are tags. There’s quite a few of them. If you click on the little bottom arrow here,
you can see a list of all of them. The one little thing that I find odd — it’s
possible there’s a way to do it. I still have never found a way to do it. You can’t actually search by tags, which
is kind of a weird thing, but it does make it pop out at least, so I guess that’s a
good thing. If you want to, in your document, put something,
like note that it’s a phone number, okay. You can put that right there. You can put that anywhere in your document
as well. Next, here, we have Insert. Okay? This is where we get what’s cool. You can insert way more than just text here. If you want a table, check this out. I like the way they do this better than how
Pages does it. You can actually just kind of draw what kind
of table you want to work with. If I want a four-by-two, I draw it. It makes it. Of course, you can resize it and all that
jazz. Now that we have a table, you can see it creates
a new tab. All of our options here as far as selecting
columns, blah, blah, blah, you can find all of those options right there. Let’s go back to Insert. Next thing we have here are pictures. Basically, you can get them here through any
method you want. You can literally have a picture on your desktop
and drag it and drop it into this application, and it’ll work. You can also go just through a typical finder
window and pull it up that way as well. PDF printout. Basically, you can attach different types
of files. This is just going to basically say it’s
looking specifically for a PDF. Same deal. You can drag and drop a PDF from your Documents
folder or wherever right into a document here, and it will attach it, as well as pretty much
anything else you want as long as you’re within that file size limitation we talked
about earlier. Hyperlinks. It’ll format it correctly. Equation, for those of you who are smart. Date and Time options are right here, so if
you decide to do multiple entries on a single page, you can say, “Okay, this part of my
data is from this time,” and then I can click down here and click Date and Time, and
this is another time. You can see we’ve got kind of, “Okay,
this part’s here. This part’s here.” We also have different arrows and shapes you
can see right there. Another very cool feature that we have here
is the ability to create audio recordings and embed them within documents. Let me give you my example. Students, if you need to remember what chapters
you need to read for your homework, okay, you can launch the OneNote app for your iPhone
or Android phone, and within your homework document you can just click here on Audio
Recording and say, “David, remember that tonight you have to read chapters 15 through
18,” and then hit Stop. You’ll see here that now, within my document,
I have an audio file. Now I can click on it. I have a Play button. I’m sure this going to sound very strange
in postproduction later on. Recording: David, remember that tonight you
have to read chapters 15 — David: Yeah. Thank you, self. There you go. You can embed audio files into your document. Next we’re going to be talking about the
Draw tab right here. Here you can find all of the options that
you want to mark up anything. Now it’s not going to be very impressive
for what I’m going to do for you here today, but where this is really cool is when you
interact with photos or PDFs or really anything else that you have. I’m going to just use the Marker tool here
and just write, “Hi.” I can just demonstrate it. The other thing I want to show you is, if
you ever need to move around something that you’ve drawn, you can do it by using the
Lasso tool right up here at the top left. If I tap into this, you can see I can just
draw a circle around that, and now I can grab it with my cursor, and I can drag it to a
different part of the page. It’s also very important that you know that
if you are in the Draw mode, you do have to go back into Text mode. Just know that if you’re last in Marker,
you have to switch over here to Text. Next, let’s go here to View. You can see here we can change just the way
that our page looks. For example, if you want to change the color
of the page, you can do so here. The page style. For those of you who like having lines on
the page, you can do that just with one click right there. I do not believe there is a way to make that
the default option, unfortunately, so you do have to change it for each new page. Of course here we have our Zoom options. The next thing I want to mention is this right
here. Password protection. This is going to sound a little weird, but
you cannot password-protect a notebook. You can only password-protect a section. That’s just something to keep in mind. I also just have to very quickly throw out
there — for those of you out there who are looking at this application because you want
to store your passwords, I would very strongly discourage you. Just keep watching the video. At the very, very end, there’s going to
be another video that if you want you can watch, and it’s the class that I taught
a while ago on one password, which is the application that I have very, very strongly
recommended. It does take some time to set up, but it is
worth it as far as our security options. I just have to throw that out there. Back to the class. If you want to password-protect a section,
you just basically go to whichever section it is that you want. For example, if I want to password-protect
my dinner recipes, I can go up here to Password Protection, and I can click right here to
protect the current section. Now I can put in whatever password I want. There are no requirements, but you do need
to know, as it says here, you cannot recover your password, so make sure you can remember
it. I’m going to do what you should never do. P-A-S-S-W-O-R-D. Set password. It will protect it. Anything that is listed within that section,
any pages of content, will be private. Just one thing that you should know is that
you do need to remember to lock it again once you’re done with it. That’s through the same button right here. Thanks for watching, everyone. We still have a little bit more left, so keep
watching. We’ll be right back after this brief commercial
break. The next feature is yet another really impressive
feature of OneNote, which is the ability to collaborate with others. This is amazing for students of any different
type, for business professionals who are working with business professionals, okay? It’s a really phenomenal thing. You can even use this, if you wanted to, for
a synced shopping list for your family. Okay? In order to do this, what you’re going to
do is you’re going to go up here to File. Look here. We have Share. At this point, you can see here we have a
few different ways that we can share notebooks with people. For example, I can invite other people to
also work on this notebook. If I do that, let’s just show you what’s
going to happen. Okay. We’re just going to have to type in their
email addresses, put in a little message. As you can see here, there’s an option to
allow them to edit it. Then click the Share button. The other options that we have. You can copy a View Only link to the notebook. Also, you can copy a View and Edit link to
the notebook. That would be where you’re just going through
your own email service or maybe sending it out to someone through something like a text
message. That’s where you’d use those options,
or, in the case of the Mac, Send Message or Send PDF. A PDF — obviously, it’s going to be kind
of a locked thing, but this feature right here, the ability to have others work with
you right on it, is very, very impressive, and, I think, for a lot of you, could be a
major feature that you end up using. By the way, you can also do that if you look
up here at the top right of my screen. You can see here we have the ability to share
the notebook. We have those same options right here as well. Also, you’ll see here, at the top right,
we have a little bell. This is just for any notifications. This is something that you will definitely
run into. If you do collaborate with others, it will
just let you know changes that have been made and date and time stamps. At this point, I’d like to throw a quick
tip at you. It is a little specific, but it’s for those
of you who are Mac users. I would like to remind you that you have a
feature built into your Mac that really makes this application awesome, which is Dictation. This is a feature that’s been in the Mac
operating system for several years now. If you are not sure if you have it turned
on, just go into System Preferences. From there, you can go into Keyboard. This is for those of you who are up-to-date. In Keyboard, it’s here under Dictation. You just want to make sure it’s turned — oops. Sorry. I have it turned on in my other account. On this account, I had it turned off. Make sure you have that turned on, and then
you can figure out what your shortcut key is. In my case, I have to hit the Function key
twice. That way, when I’m here in my document,
if I double-tap the Function key, I can just talk, and you’ll see that it translates
my words into text. Period. Next paragraph. I can also, of course, dictate punctuation
when it gets it right. [laughs] Okay. Tuition when it gets it right. Yeah, well, not bad. Anyway, it’s better than what we had when
I was a kid. I’ll put it that way. Another tip I thought I would just throw out
there. A lot of people know this, but, hey, not everyone
does. If you’re ever in this application and you
make a mistake, like you accidentally delete something, just always remember that on a
Mac it’s Command-Z. On a PC, it’s Ctrl+Z, but that’s the shortcut
to Undo. Well, everyone, that about does it for me
for today. I hope you’ve enjoyed this class. If you don’t mind, we really do appreciate
it if you hit that little Like button down below. Leave us a comment. Especially, we want to hear from you: Which
do you like better, OneNote or Evernote or something else? Let us know your thoughts in the comments
section below. This is David A. Cox with Tech Talk America. Class dismissed.

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