With Office 365 now in use in more than 120 million businesses around the world, interest in OneNote is higher than it’s ever been before. But this surprisingly versatile bit of software is still rarely used to full effect.
For the most part, this is because users are unaware of the wealth of built-in features that could be making their lives a whole lot easier, or streamlining the working processes of their whole office.
However, you don’t need to be an IT pro to make smarter, more efficient use of OneNote. Here are seven tips, tricks and shortcuts that will help you unlock the power of OneNote and put it to work effectively in your company.
Robust cybersecurity is essential for any sensitive files or data. Sometimes, however, you may also want to password protect an internal document or notebook simply in order to give different users different levels of access.
OneNote has a feature specifically for this. What’s more, it’s extremely quick and easy to use, with password protection available in just a couple of clicks from the “Review” tab.
Simple, efficient email
OneNote allows any user to quickly and simply email their notes. By using the “Email Page” button, any user can send an email-friendly copy of the contents of a given page—including attachments and embedded files—to any number of addresses.
This is ideal for sharing minutes after a meeting, but this feature is also frequently used as a quick and simple way to transfer notes between devices even in the absence of a cloud.
Embed, embed, embed
One of the most useful things about OneNote is that it allows for the embedding of lots of different kinds of data. You can, for example, embed an Excel spreadsheet into a OneNote page. This makes the information from the spreadsheet instantly available, without the need to attach or refer to another file.
Videos, audio clips, and content from a variety of websites including YouTube and Slideshare can also be seamlessly embedded.
Transcribe from images
Pulling text from images may not be an everyday job, but when it’s necessary it can be a slow and labor-intensive process. OneNote contains a tool designed to streamline this process by copying text from an image with a single click.
The “Copy Text From Picture” option (shown when an image in OneNote is right-clicked) copies text directly to the clipboard, from which it can be pasted wherever the user requires.
Although it may seem trivial, the ability to dock OneNote to the side of a screen can be a massive productivity enhancer. It allows users to take notes from videos, websites or another program without constantly flicking back and forth between the two.
It’s super convenient to have those notes immediately at hand when, for example, making a video call or completing another task.
Employ page templates
Page templates are exactly what they sound like. They allow users to set up and save a document with a range of features such as text boxes and checklists. A clean version of this template can be opened any time it is required, making this a feature which can be applied to great effect across an office.
If you want to unify the way in which your employees take notes or approach another common task, OneNote page templates are a vital resource.
Check your history
Relatively few users are aware that OneNote preserves a version history for each and every notebook it handles. This means if a section is deleted in error or some vital notes are edited out of existence, the key information can be easily retrieved by referring to a past version of the notebook.
This is no replacement for a full backup solution, but it can be extremely useful on a day-to-day basis!