Microsoft OneNote 2016

User Guide
 Display Adobe Reader Bookmarks

Display Adobe Reader Bookmarks

Background To enable you to use this guide in an interactive manner using the
Bookmarks panel (see above illustration), you should first display the
Bookmarks Panel then change the preferences. You will then be able to
click on the bookmarks at the left to navigate you through the User Guide.
Display the • From the left of the Adobe Reader screen, click the small
Bookmarks
Panel
Bookmarks icon
• Your bookmarks will be displayed along the left side of the window.

Change the To keep the Bookmarks panel displayed when using this Guide:
Preferences • From the Edit menu, select Preferences
• Select Documents from the left hand panel
• Under Open Settings select Restore last view settings when
reopening documents by placing a tick in the box then click OK.
Microsoft OneNote 2016 2

Table of Contents
ABOUT THIS GUIDE .............................................................................................. 5
LESSON 1: GETTING STARTED WITH ONENOTE 2016 ..................................... 6
TOPIC 1A: WHAT IS ONENOTE 2016? ............................................................................... 7
Benefits of Using OneNote ........................................................................................... 7
THE PERSONAL NOTEBOOK ..................................................................................................................... 8
Personal Notebook ....................................................................................................... 8
OneNote keeps track of ................................................................................................... 9
OneNote at Work section ............................................................................................. 9
OneNote at Home section. ......................................................................................... 10
OneNote at School section ......................................................................................... 10
How does it work? section .......................................................................................... 10
OneNote Basics Page – Take notes section ............................................................... 11
OneNote Basics Page – Organise section .................................................................. 11
OneNote Basics Page – Search section ..................................................................... 11
OneNote Basics Page – Share with Yourself or others section ................................... 12
OneNote Basics Page – Team Notebook Example section ........................................ 12
Top Uses Page – Collect product screen clippings ..................................................... 12
Top Uses Page – Email Notes.................................................................................... 13
Top Uses Page – Email Notes.................................................................................... 13
Top Uses Page – Collect articles from the Web ....................................................... 13
Top Uses Page – Keep project documents together with your notes .......................... 14
Top Uses Page – Annotate lecture slide printouts ...................................................... 14
Top Uses Page – Keep key project emails together with your notes ........................... 14
Top Uses Page – Link meeting notes and tasks with Outlook ..................................... 14
TOPIC 1B: IDENTIFY THE ELEMENTS OF THE USER INTERFACE ...................................................... 16
The File Tab ............................................................................................................... 17
Backstage View.......................................................................................................... 17
Info - Share ................................................................................................................ 17
Info - Settings ............................................................................................................. 18
Open .......................................................................................................................... 18
New............................................................................................................................ 19
Share ......................................................................................................................... 19
Save As...................................................................................................................... 20
Send .......................................................................................................................... 20
Print ........................................................................................................................... 21
Help ........................................................................................................................... 21
Options....................................................................................................................... 22
Exit ............................................................................................................................. 22
How to Hide or Redisplay the Ribbon ......................................................................... 23
Use the Ribbon .......................................................................................................... 23
Show Screen Tips ...................................................................................................... 23
Mini Toolbar................................................................................................................ 24
Home Tab .................................................................................................................. 24
Insert Tab ................................................................................................................... 24
Share Tab .................................................................................................................. 24
Draw Tab ................................................................................................................... 24
Review Tab ................................................................................................................ 24
View Tab .................................................................................................................... 24
TOPIC 1C: CUSTOMISE THE USER INTERFACE ...................................................................................... 25
The Quick Access Toolbar ......................................................................................... 25
Dock to Desktop Mode ............................................................................................... 25
Customise the Quick Access Toolbar ......................................................................... 26
 3 Microsoft OneNote 2016

Change the order of the Buttons ................................................................................ 26

Remove Buttons from the Quick Access Toolbar ....................................................... 26
Reset the Quick Access Toolbar ................................................................................ 26
TOPIC 1D: USE THE BACKSTAGE VIEW TO CREATE A NEW NOTEBOOK .................................... 27
Create a New Notebook ............................................................................................. 27
TOPIC 1E: SAVE, PRINT, EMAIL, SEARCH AND SHARE NOTEBOOKS .......................................... 28
To Save a Page, Section or Whole Notebook............................................................. 28
Print a Page Group, Page or Section ......................................................................... 29
Search your Notes ..................................................................................................... 30
Email a Page (Option 1) ............................................................................................. 31
Email a Page (Option 2) ............................................................................................. 31
Share your Notebook with others ............................................................................... 32
LESSON 2: WORKING WITH PAGES ................................................................... 33
TOPIC 2A: ADD PAGES AND SUB PAGES .......................................................................................... 34
Add a Page ................................................................................................................ 34
Add a Sub Page ......................................................................................................... 34
Other ways to add Pages and Sub Pages .................................................................. 34
Move a Page or Subpage .......................................................................................... 35
Rename a Page ......................................................................................................... 35
Delete a Page ............................................................................................................ 35
LESSON 3: INSERTING NOTES ......................................................................... 36
TOPIC 3A: INSERT TYPEWRITTEN NOTES ............................................................................................... 37
To Insert Typewritten Notes ....................................................................................... 37
To Decrease or Increase the size of the box .............................................................. 38
Place the Box on another part of the page ................................................................. 38
Cut or Copy the Text Placeholder .............................................................................. 38
TOPIC 3B: LINKED FILES....................................................................................................................... 39
Linking to OneNote using Word ................................................................................. 39
LESSON 4: MANIPULATE TEXT ......................................................................... 41
TOPIC 4A: CUT, COPY AND PASTE TEXT ........................................................................................... 42
Cut and Paste text ..................................................................................................... 42
TOPIC 4B: FORMAT TEXT ...................................................................................................................... 43
Format Text ............................................................................................................... 43
Use Styles ................................................................................................................. 44
LESSON 5: INSERTING OBJECTS INTO ONENOTE......................................... 45
TOPIC 5A: INSERTING LISTS ................................................................................................................. 46
Creating Bulleted Lists ............................................................................................... 46
Creating Numbered Lists ........................................................................................... 47
Tagged Lists .............................................................................................................. 47
TOPIC 5B: INSERTING TABLES ............................................................................................................. 48
Creating Tables.......................................................................................................... 48
TOPIC 5C: INSERTING SCREEN CLIPPINGS ....................................................................................... 49
Inserting Screen Clippings ......................................................................................... 49
TOPIC 5D: INSERTING PICTURES ......................................................................................................... 50
Inserting Pictures ....................................................................................................... 50
Resize the Picture ...................................................................................................... 50
LESSON 6: MANIPULATE SHAPES ................................................................... 51
TOPIC 6A: DRAW SHAPES..................................................................................................................... 52
Draw with a Pen ......................................................................................................... 52
Draw with a Highlighter Pen ....................................................................................... 53
Erase Drawings.......................................................................................................... 53
Draw a Shape ............................................................................................................ 53
Microsoft OneNote 2016 4
Format at Shape......................................................................................................... 54
Rotate a Shape .............................................................................................................. 54
LESSON 7: CHECK SPELLING, UNDO/REDO, RECYCLE BIN......................... 55
TOPIC 7A: CHECK SPELLING ............................................................................................................... 56
Run a Spell Check ......................................................................................................... 56
Correct Spelling by Right Clicking.................................................................................. 57
TOPIC 7B: UNDO OR REDO TASKS ..................................................................................................... 58
Adding the Redo Button ............................................................................................. 58
Using the Undo button ................................................................................................ 58
Using the Redo Button ............................................................................................... 58
TOPIC 7C: USING THE RECYCLE BIN ....................................................................................................... 59
Delete a Section ......................................................................................................... 59
Delete a Page ............................................................................................................ 59
Retrieve a Section or Page from the Recycle Bin ............................................................ 60
 5 Microsoft OneNote 2016

About this Guide

This guide has been designed specifically for delegates who wish to learn the basics of
Microsoft OneNote 2016.

What is included in this guide?

❑ Lesson 1: Getting Started with OneNote 2016

Topic 1A: What is OneNote 2016?
Topic 1B: Identify the Elements of the User Interface
Topic 1C: Customise the User Interface
Topic 1D: Use the Backstage View to Create a New Notebook
Topic 1E: Save, Print, Email, Search and Share Notebooks

❑ Lesson 2: Working with Pages

Topic 2A: Add/Move/Delete, Rename Pages and Sub Pages

❑ Lesson 3: Inserting Notes

Topic 3A: Insert Typewritten Notes
Topic 3B: Linked Files

❑ Lesson 4: Manipulate Text Topic

4A: Cut, Copy and Paste Text Topic
4B: Format Text

❑ Lesson 5: Inserting Objects into OneNote

Topic 5A: Inserting Lists
Topic 5B: Inserting Tables
Topic 5C: Inserting Screen Clippings
Topic 5D: Inserting Pictures

❑ Lesson 6: Manipulate Shapes

Topic 6A: Draw Shapes

❑ Lesson 7: Manipulate Shapes

Topic 7A: Check Spelling
Topic 7B: Undo or Redo Tasks
Topic 7C: Using the Recycle Bin
Microsoft OneNote 2016 6

Lesson 1: Getting Started with OneNote 2016

Learning Module Objectives

When you have • What is OneNote 2016?

completed this • Benefits of Using OneNote
learning module you • The Personal Note Book
will have seen how • Explore the OneNote 2016 User Interface
to: • Customise the OneNote 2016 Interface
• Obtain Help with OneNote 2016
 7 Microsoft OneNote 2016

What is OneNote 2016?

Topic 1A: What is OneNote 2016?

Benefits of Microsoft OneNote 2016 is just like a jotter you would use when you are
Using OneNote gathering or organising information. The main difference is that it is
electronic and is stored on your computer, the network or on the Web.
When stored on such devices, you can be sure that the information you
gather will not be lost or mislaid.

Your Notebook is designed to have different sections and pages within

each section to keep your information stored effectively. You can
create as many Notebooks as you wish. Perhaps consider a Notebook
for different topics you are researching or meeting notes, lectures or
references.

Once you have started to use it, you will wonder how you ever worked
without it!
Microsoft OneNote 2016 8

The Personal NoteBook

The Personal Notebook

Personal The Personal Notebook is installed by default to guide you through the
Notebook capabilities of OneNote and explain how it all works.

There is one Section and 4 Pages full of information.

The Section is named General and the first page is named OneNote
keeps track of stuff at Work, Home or School. Within this page you
will get an idea of what you can store and how you should store it.
 9 Microsoft OneNote 2016
OneNote
keeps track
of…
The OneNote keeps track of stuff at Work, Home and School page
will demonstrate how the Notebook, tabs and pages all come together.
If you rest your mouse over the words you will see how the information
contained in the Notebook is stored in placeholders. OneNote, unlike
Word, requires any information held to be placed inside placeholders.
Text and images are held in slightly different placeholders are you can
see below.

Text placeholder Image placeholder

OneNote at Here demonstrates how you could use OneNote in the working
Work section environment. Meeting Notes, Logo Ideas etc. You can also see the
tabs along the top where different types of information can be stored.
Microsoft OneNote 2016 10

OneNote at This section demonstrates how you could use OneNote at Home with
Home section Trip Itineraries, Camping checklists etc., even some recipes. You can
also see here drawn images within the Trip Itinerary section.

OneNote at Alternatively, if you want to takes notes about homework or lectures,

School section then this section will give you some ideas of the types of information
you can store and the types of tabs you might have.

How does it In this section, you can watch a small video clip to see how OneNote
work? section works. You will require an internet connection, however, to play it.
 11 Microsoft OneNote 2016
OneNote
Basics Page
– Take notes
section The OneNote Basics page will demonstrate how numbered lists, tables,
tags, attachments etc. can be held in OneNote.

OneNote This is a clear section explaining how books, pages and sections are put
Basics Page together.
– Organise
section

OneNote Searching is of paramount importance in OneNote and demonstrated in

Basics Page this section is how to search for a single word like pyramid. Anywhere
– Search the word pyramid is detected in OneNote, the background will turn
section yellow.
Microsoft OneNote 2016 12

OneNote In this section you can see how all forms of information can be access
Basics Page from OneNote whether it is from a mobile device, other people web
– Share with access or sharing your Notebook with others.
Yourself or
others
section

OneNote As the name suggests, this section explains how a Team Notebook
Basics Page works. Sections like Meeting Notes, Project Info, Work Items, Training
– Team sections can all be incorporated.
Notebook
Example
section

Top Uses One of the top uses for OneNote is to take screen clippings from the
Page – Internet and place them into your Notebook. The Screen Clipping
Collect button is very handy for just that. Once placed inside OneNote, it will
product leave information on where
screen
clippings
section
 13 Microsoft OneNote 2016
Top Uses
Page – Email
Notes
Demonstrated here is the ability to take your notes out of Outlook and put
them straight into OneNote or vice versa. Remember you can email a
page from your notebook to others.

Top Uses Items in your notebook can be tagged to make it easier to find things.
Page – Email Here you can see the types of tags you might want to apply.
Notes

Top Uses When you are trawling through endless web sites, trying to remember
Page – where you located specific information can be difficult. OneNote will
Collect allow you to copy and paste directly and even keep the URL of the place
articles from where you located the information.
the Web
Microsoft OneNote 2016 14

Top Uses Page Keeping notes together is essential. Demonstrated here is how you can
– Keep project embed a document straight into your notebook or attach a file for safe
documents keeping.
together with
your notes

Top Uses Page What if you have information in PowerPoint you want to add to your
– Annotate notes? Take them into OneNote for comments or future reference. You
lecture slide can simply drag the slide from PowerPoint straight into your notebook.
printouts

Top Uses Page Take information from Outlook and drag or copy and paste into your
– Keep key notebook.
project emails
together with
your notes

Top Uses Page Demonstrated here is how you can link your meeting notes and tasks
– Link meeting between Outlook and OneNote. Notice the chain link on the OneNote
notes and icon.
tasks with
Outlook
15 Microsoft OneNote 2016
Microsoft OneNote 2016 16

Identify the Elements of the User Interface

Topic 1B: Identify the Elements of the User Interface

Background With the launch of the brand new Microsoft Office 2016, the first
noticeable feature is the User Interface. Microsoft has kept a similar
interface to Office 2007 with all Office 2016 programs now featuring this
brand new look.

There have been dramatic changes to the user interface and what
fantastic changes they are. Gone are the Menus, Toolbars, Task
Panes and dialog boxes. These features were good in their time where
commands were limited but now that Microsoft Office can do so much
more these features would not work so well.

Being replaced by the Ribbon with its new File Tab, Contextual Tabs
and Galleries, users will now find it easier and faster to get the results
they want.

If you have been using earlier versions of Microsoft Office, give yourself
some time to find out where everything is and don’t get too frustrated if
you can’t find something. Although at first you may think that Microsoft
OneNote 2016 is the same as Microsoft OneNote 2007, once you delve
deeper you will see there have been some incredible changes.

If this is the first time you have used Microsoft OneNote 2016, you will
find that you will learn where everything is in no time at all. Just keep
thinking logically where you would find things.

In this section of the course we are going to look at different parts of the
interface to help you to familiarise yourself with the main parts of the
screen. Then we will move onto more in depth topics like inserting
data, formulas, formatting and page layouts.

Some of the windows within Microsoft Office 2016 now have new
options to move or resize the window. These windows will have a drop
down arrow with 3 options. Close is self-explanatory but Move will give
you a 4 headed arrow stuck to your mouse pointer to enable you to
move the window. Size will give you a double arrow stuck to your
mouse pointer enable you to resize the window.
 17 Microsoft OneNote 2016

The File Tab

This is the central location

which holds the things you
need to do most often

The File Tab

The File Tab The File Tab, also known as the Backstage View is bright purple so
Backstage that it stands out from the rest of the tabs. This is the central location
View which holds the most common things you need to do with your
document like Info, Open, New, Share, Save As, Send, Print, Help,
Options and Exit. The window is split into three sections. We will go
through each section to enable you to familiarise yourself with these
important options.

Here we can see the Info section which is the default when you access
the Backstage View. Any Notebooks which have been used recently
will be displayed here along with options to Share or Close the
Notebook (select the drop down arrow under Settings)
Info - Share Share allows you to share your Notebook with others via computers,
hand held devices, Network or SharePoint. Sharing your notebook is
optional but is very handy when you and your team are working on
something together.
Microsoft OneNote 2016 18

Info - Settings As we mentioned earlier, here you can see any notebooks which have
been created. Personal, which is the default notebook OneNote
provides, is usually at the top.

If you select the Settings drop down arrow, you will see
these options which allow you to Share, Close or see the
notebook Properties.
Share does the same as Info, Share and allows you to
share your notebook with others.
You can see below what the properties window would look like if you
selected it. You can change the location, colour or convert the
notebook back to 2007.

Open The Open button is used to open a notebook which lies either on the
user’s computer or on a server they have the ability to access. You
must click on the button to invoke the Open window.

Under the Recently Closed Notebooks section, you can pin the
notbook to the list by clicing on the small grey pushpin. Once
clicked, the pin will turn blue and the notebook will be held on the
list.
 19 Microsoft OneNote 2016

New From here you can open a new blank notebook or a notebook
which exists either on your own computer or a server you have the
ability to access.

From the Store Notebook On section, select where you want to

store the notebook. Depending on which one you select, the
Name and Location options will change to reflect other options.
The illustration above is what you will see when the notebook is
stored on the Web.
In the Name section, enter the name for your notebook. Once you

enter the name, the Create Notebook button will light up.
In the Web Location section, select the location you want to
create your new notebook in.
Once you have made your selections, click the Create Notebook
button.
Share These options are the same as the Info, Share options and will
allow you to share the notebook with others. First select the
notebook, then decide where you want to share on and then (if a
network), click the Browse button and find the location on the

network. Then click the Share Notebook button.

Microsoft OneNote 2016 20

Save As Save As allows you to save the current Page, Section or the whole
Notebook. The different formats you can save these in are on the
panel at the right. The options in the right hand panel are
dependant on the options from the middle panel.

Send If you want to send your information to others, you can send any
page using the following options. If you select E-mail Page or
Email Page as Attachment, OneNote will open your email system
and start a new message with either the page inserted into the
body of the message (E-mail Page) or an attachment. The first
option is better if the recipient doesn’t have OneNote. The second
option, the user must have OneNote installed on their computer to
read it.
You can also send the page as a PDF then the user will be able to
read it as long as their computer has Adobe Reader installed.
If you select Send to Word, OneNote will open Word and insert all
the information from the page into the document. Send to Blog is
useful if you want to publish your page as a blog,.
 21 Microsoft OneNote 2016

Print Here you only have two options. If you click Print you can select
which and how many pages, how many copies along with the
printer options.

Print Preview will let you see what your document will look like
before you print it. You can also change the paper size and
orientation and add a footer if required.

Help Help offers you help on using Microsoft Office Help. Getting Started
to learn the basics quickly, Keyboard Shortcuts to enable you to learn
what these are and use them, Contact Us to let Microsoft know what
you think of the products, Options to customise the way OneNote
works, Check for Updates checks for available service packs which
helps Word work a little better and irons out the glitches.
Microsoft OneNote 2016 22

Options Here you can change the options for the programe. The General
section is similar to Word or Excel where you can change the colour
scheme or the font. The other options are Display, Proofing, Save &
Backup, Send to OneNote, Audio & Video, Language, Advanced,
Customise Ribbon, Quick Access Toolbar, Add-Ins and Trust
Center will be detailed further in this course.

Exit
Exit will close Word the application. If you have any opened documents,
you will be asked to save these before Word closes.
 23 Microsoft OneNote 2016

The Ribbon

A series of tabs to allow you to work with Microsoft

OneNote 2016

The Ribbon
Background The new Ribbon replaces the old Pull Down menus which used to
appear at the top of the window. These menus were good in their day
but now Microsoft OneNote 2016 can do so much more. Microsoft
wanted a way of enabling users to quickly and visually find commands
required to complete their tasks, hence the Ribbon was born.

There are 8 tabs within the Ribbon in Microsoft OneNote 2016. File,
Home, Insert, Share, Draw, Review and View by default.
How to Hide or • Double click any tab within the Ribbon.
Redisplay the
• OR Press Ctrl + F1 or click any other tab.
Ribbon
• Alternatively click the small up arrow which appears at the top
right of the window.
Use the • Click on the tab name.
Ribbon • OR use the wheel on your mouse to move between the tabs.
Show Screen The new option for showing ScreenTips has been greatly enhanced and
Tips now gives 3 options which you see below.

These are called Enhanced Screen Tips and can be switched on or off
by selecting the File Tab then Options at the bottom of the window.
Then select the General tab and under the User Interface Options
select ScreenTip Style from the drop down arrow.

If you select Show feature descriptions in

ScreenTips you will see a pop up box which in
the instance below, gives you the keyboard
shortcuts to sum plus some text on what the
button does.

If you select Don’t show featured descriptions

in ScreenTips you will see this option . If you
select Don’t show ScreenTip you will not see any pop up box at all.
Throughout this manual, Show feature descriptions in ScreenTips
will be switched on.
Microsoft OneNote 2016 24

Mini Toolbar When you select text, the Mini Toolbar is displayed to give quicker
access to the more common formatting tools. If you find that this gets in
your way, you can turn it off by clicking the File tab then Options and
the General section.

Home Tab Here you have the common things you will do in OneNote like copy and
paste, change the font, add heading styles, add tags, find tags, and
email a page.

Insert Tab Inserting anything from a space to tables or pictures, links, recording
audio or video, dates, times, equations and symbols can be done from
the Insert Tab.

Share Tab You can email a page from here as well as mark something read or
unread. Also start a new shared notebook or share the current
notebook, see recent edits, find information by author, work with page
versions, or access the Notebook Recycle Bin.

Draw Tab This tab allows users to draw different shapes or pen tools, arrange or
rotate drawn items. If you have a tablet PC you can also turn the text
you write with to text.

Review Tab Quite a simple tab, this one. Check spelling or translate information of
see linked notes here.

View Tab Change the view here, of the page colour or layout. You can even hide
the page title! Zoom in or out, view your information in a new window,
have a new docked window or a new side note or keep the OneNote
window on top of all other windows.
 25 Microsoft OneNote 2016

Customise the User Interface

• Add Buttons or change
the position of the Quick
Access Toolbar
• 4 buttons by default but
more can be added

Topic 1C: Customise the User Interface

The Quick At the top left (by default) of the OneNote window, the Quick Access
Access Toolbar is displayed (see illustration above). The
Toolbar icons on this toolbar represent the most common
buttons you will use. The default commands are
Back, Undo, Dock to Desktop and Full Page
View. The toolbar can be displayed above or
below the Ribbon. To do this, click the drop
down arrow at the end of the icons and select
Customize Quick Access Toolbar then Show
Below the Ribbon.
There are two ways to open the Customize Quick
Access Toolbar window. Either select the drop
down arrow on the Quick Access Toolbar itself
and select More Commands… or from the File

tab and the Options button.

Dock to On the Quick Access Toolbar is a button which will dock OneNote to
Desktop Mode your desktop. It is used when you want to use OneNote alongside
other applications you are working on to enable you to quickly make
notes as you go. Below you can see OneNote on the right with Word
on the left. To stop this mode, click the Dock to Desktop Mode button
again.
Microsoft OneNote 2016 26

Customise the • Select the File tab then Options button.

Quick Access • Select Quick Access Toolbar option from the left of the window.
• From the Choose commands from section at the top left of the
window, click the drop down arrows and decide which group of
button you want to select from.
• Click on one of the buttons from the left side of the window and
click the Add button to place the button on the Quick
Access Toolbar.
• Click OK.

Change the • Select the button in the right hand side of the window (Quick
order of the Access Toolbar).
Buttons
• Click the Move Up or Move Down buttons. The buttons
at the top of the list will appear at the leftmost side of the Quick
Access Toolbar. The buttons at the bottom of the list will appear at
the right hand side of the Quick Access Toolbar.

Remove • Select the button in the right hand window within the Customize
Buttons from Quick Access Toolbar window
the Quick
Access • Click the Remove button
Toolbar
Reset the • Select the File tab then Options button.
Quick Access • Select Customize then Quick Access Toolbar.
Toolbar
• Click the Reset button.
• Click OK
 27 Microsoft OneNote 2016

Use the Backstage View to Create a New Notebook

• You can create as many

notebooks as you
require
• They can be stored on
the Web, Network or on
your Computer

Topic 1D: Use the Backstage View to Create a New Notebook

Background You can have as many notebooks as you wish and decide to store them
in a number of places. Often you will want a new Notebook for a
particular topic you are researching or want to document.
Create a New • From the File tab, select New
Notebook
• You will see the New Notebook part of the Backstage view

• From the 1. Store Notebook on section, select either Web,

Network or My Computer. We have selected My Computer
• In 2. Name section, enter the name you wish to give your
notebook
• In 3. Location section, enter the file path for the notebook or
accept the default which is usually the Documents library.
• Click Create Notebook
• Your new notebook will be displayed.
Microsoft OneNote 2016 28

Save, Print, Email, Search and Share Notebooks

• Share your notebooks

with others
• Print a page, a group or
a section
• Save your notebook
regularly

Topic 1E: Save, Print, Email, Search and Share Notebooks

Background Just like any other software, you will want to save, print, email, search
or share your information with others. The Notebook, by default, will
be saved as you enter information.

To Save a • From the File tab, select Save As and you will see a window
Page, Section similar to the one below
or Whole
Notebook

• From the middle panel, select either Page, Section or

Notebook
• From the Select Format section at the right, select whether
you want to save the notebook as a OneNote notebook, a
Word document, a PDF/XPS or as a Single File Web
Page
• Click the Save As button and the Save As dialog box will be
displayed
• Select where you want to store the notebook and click
Save.
 29 Microsoft OneNote 2016
Print a Page
Group, Page
or Section
• From the File tab select Print
• The Print section will be displayed. Select Print Preview if
you want to choose what you want to print

• We have selected Print Preview

• This will display the Print Preview and Settings dialog box

• From the Print Settings section, and under Print range, select
whether you want to print the Current Page, Page Group or
Current Section.
• Decide under Orientation whether you want to print Portrait or
Landscape
• If you want a footer, click the drop down arrow and select from the
choices. If you don’t want a footer, select None

• At the bottom left of the window, you will see how many pages you
have and arrows to navigate you from page to page.
• When you are happy with your choices, click the Print button
• The Print dialog box will be displayed
Microsoft OneNote 2016 30

• Select a printer, a Page Range and the Number of copies then

click Print.
Search your • By default, OneNote will search All
Notes Notebooks. If you want to change
this, click the drop down arrow to the
right of the Search Pane and select an
option from the list

• In the Search Pane at the top right of

the window, enter the data you are
searching for

• Where the words appear in your Notebooks will be displayed

• If you are on a page where the words appear, they will have a
yellow background
• To jump to the place either click on the place indicated in the
search
 31 Microsoft OneNote 2016
Email a Page
(Option 1)

• Open the page you wish to email

• From the either the Home tab or the Share tab, click the E-mail

Page button.
• OneNote will open your email with a new message and insert the
page into the body of the email and insert the name of the page
into the Subject box. (See illustration below).

Email a Page
(Option 2)
• Enter the email address of the recipient, then click Send.
• Open the page you wish to email
• From the File menu, select Send and you will see a window
similar to the one below.

• Select the E-mail Page option. OneNote will open your email with
a new message and insert the page into the body of the email and
insert the name of the page into the Subject box.
Microsoft OneNote 2016 32

Share your • From the File tab, select Share

Notebook
with others

• In the 1. Select Notebook section, select a notebook to share

• In the 2. Share On section, select from Web or Network
• We have selected Network in the above illustration
• In the 3. Network Location, browse to where you want to store
the notebook. If you have SharePoint, you can share it there.
• Click Share Notebook
• You may need to log into SharePoint or your Network to gain
access to save it.
 33 Microsoft OneNote 2016

Lesson 2: Working with Pages

Learning Module Objectives

When you have • Add pages and Sub Pages

completed this • Move Pages
learning module you • Rename a Page
will have seen how • Delete a Page
to:
Microsoft OneNote 2016 34

Add Pages/Subpages, Move, Rename, Delete Pages

▪ Add pages and subpages to

help organise your
information
▪ The subpage will sit
underneath the main page
▪ Move, Rename, Delete pages
as necessary

Topic 2A: Add Pages and Sub Pages

Background To help you better organise your Notebook, you should insert pages
and subpages as necessary. The Page would be the main information
where the subpage would be subsidiary to the page. The subpage will
sit underneath the main page.
As you continue to work with OneNote, you may wish at some time to
move, rename or delete a page. This is a simple process. Although
care should be taken when deleting a page, you can always retrieve it
back from the Recycle Bin!
Add a Page ▪ From the top of the right hand panel, Click
the New Page button
▪ Alternatively, click the drop down arrow on
the New Page button and select New Page

Add a Sub • Click the drop down arrow on the New Page button and select New
Page Sub Page

Other ways
to add
Pages and
Sub Pages
 35 Microsoft OneNote 2016
Move a Page
or Subpage

• Right click the page name in the right hand panel

• From the list presented, select Move or Copy

• The Move or Copy Pages dialog box will be displayed

Rename a • Select the notebook, section or page where you want to move to
Page and click the Move button
• Click into the small oblong circle at the top left of the page

• Enter the text required to name the page.

• The name of the page will also be displayed at the right hand side of
the window.

Delete a Page • Right click the page name

• Select Delete from the list of options.

Microsoft OneNote 2016 36

Lesson 3: Inserting Notes

Learning Module Objectives

When you have • Insert typewritten notes

completed this • Linked files
learning module you
will have seen how
to:
 37 Microsoft OneNote 2016

Insert Typewritten Notes

▪ Typewritten notes are
entered into a text
placeholders
▪ You can have as many
typewritten notes as you
wish
▪ They can be dragged or
copied and pasted to any
page

Topic 3A: Insert Typewritten Notes

Background When you start to use OneNote you will most likely want to start with
some text entries. Text will be placed inside a text placeholder and as
you type, the placeholder will grow larger to accommodate the text.
Once the text is there, you can resize or move the text placeholder to
where you want to store the text on the page. You can even copy (or
cut) and paste it to another page or another application.
Below you can see how a text placeholder looks and clearly see the
borders around the box.

To Insert • Click on the page where you require the text.

Typewritten • You will see a small box appear like the one below
Notes

• Type the text you wish

• Click out of the box
Microsoft OneNote 2016 38

To Decrease • Click inside the box and you will see a darker border area at the
or Increase top
the size of
the box

• To the top right of the box, you will see two small arrows Drag
• the left arrow to the left to decrease the size of the box. Drag
• the right arrow to the right to increase the size of the box
Place the Box • Point to the top outside edge of the box over the small dots
on another
part of the • Once you see a four headed arrow , drag the box to where it is
page required on the page.

Cut or Copy • Right click the top edge of the text placeholder
the Text • Select either Cut or Copy
• Or click either the Copy or the Cut button on the Home tab
• Click where you want to pase the text placeholder (another page,
or another application)
• Right click and select Paste
• Or click the Paste button on the Home tab
 39 Microsoft OneNote 2016

Linked Files
Most Office Applications
have a link to OneNote
with a Linked Notes
button
You can also link to
another file straight from
OneNote itself
The benefit is when you
click the link the file will
open in whatever
applciation it was created

Topic 3B: Linked Files

Background Using OneNote you can link to another application like Word or Excel.
Once the link has been made in OneNote, you can quickly open the link
and use the other document.

Most Office applications in the 2016 suite have the Linked Notes
button. You can either link to OneNote through the Office application itself
where you see the OneNote button or you can link through OneNote.

Once the link has been made, a small link icon will appear in
OneNote at the top left of the window.
Linking to • Open the Word document you want to use for the link
OneNote • From the Review tab and the OneNote group of buttons, click the
using Word Linked Notes button
• OneNote will open along with a small window for you to decide
which notebook you want to link to.
Microsoft OneNote 2016 40

• From the Select Location in OneNote window, click on the

Notebook and the page you wish to link to then click OK.

• A small link icon will appear in OneNote at the top left of

the window.
• Start to type any notes in OneNote about the document and you

will see a small symbol indicating that you have linked to the
document

• If you click on the small icon, you will see a menu like the
one below displaying which documents are linked and a way to
delete links on the page
 41 Microsoft OneNote 2016

Lesson 4: Manipulate Text

Learning Module Objectives

When you have • Cut, Copy or Paste Text

completed this • Format text
learning module you • Use Text Styles
will have seen how
to:
Microsoft OneNote 2016 42

Cut, Copy and Paste Text

▪ You can cut, copy or paste
text, placeholders, graphics
or anything else in OneNote
▪ Same principle applies to all
▪ Select the item, then choose
cut or copy
▪ Paste the item where
required

Topic 4A: Cut, Copy and Paste Text

Background When using OneNote, you will more than likely want to cut or copy
something. Here we will look at cut, copy and pasting text. The same
principle would apply to any object in your notebook.
Cut will remove the text or item, copy will take a copy of the text or item
and paste will insert the item where you select.
Cut and Paste • Select the text you want to cut
text
• Either click the Cut button or press Ctrl + X on the
keyboard
• Select where you want to insert the text or item

• Either click the Paste button or press Ctrl + V on the

keyboard
• The drop down arrow on the Paste button offer you more ways to
paste.
 43 Microsoft OneNote 2016

Format Text
▪ Text can be formatting in a similar manner to Word
2016
▪ You can add all the usual formatting to include
Heading Styles

Topic 4B: Format Text

Background Formatting text is easy with OneNote. You have a Basic Text group of
buttons along with Heading Styles. Just like Word, select the text and
then apply the formatting.

Format Text • Select the text you want to format

• From the Basic Text group of button, select the formatting options
from the group.
• The table below lists the buttons and what they do.
Button What it does
Font – changes the front. Click the drop down arrow
Font Size – changes the font size.
Clear Formatting – clears formatting back to normal setting
Bullets – Start a bulleted list
Numbering – Start a numbered list
Bold – Makes the selected text bold
Italics - Makes the selected text italics
Underline - Makes the selected text underlined
Strikethrough – Draws a line through the middle of selected text
Subscript - Create small letters below the text baseline

Text Highlight Colour – Make the text look like it was marked with a
highlighter pen

Font colour – changes the font colour

Decrease Indent Position – Decrease the indent level of a paragraph
Microsoft OneNote 2016 44

Decrease Indent Position - Increase the indent level of a

paragraph
Paragraph Alignment – Changes the alignment of text or a
paragraph

Styles – Applies heading styles to selected text.

 45 Microsoft OneNote 2016

Lesson 5: Inserting Objects into OneNote

Learning Module Objectives

When you have • Inserting Lists

completed this • Inserting Tables
learning module you • Inserting Pictures
will have seen how • Inserting Screen Clippings
to:
Microsoft OneNote 2016 46

Inserting Lists
▪ We all make lists at
some time or other
▪ Creating Lists in
OneNote is quick
and simple
▪ Lists can be
bulleted, numbered
or have a tick box
to the left

Topic 5A: Inserting Lists

Background When using your Notebook, you will more than likely want to make lists
of things. It may perhaps be a list of things you have to do or a simple
list of items you need to remember which have bullets or numbering
beside them.
Creating • Click on your page where you want to start the list
Bulleted Lists
• From the Home tab, click the Bullet button
• Start to type the list as required
• Press Enter to go to another line of bullets
• Continue until list is complete
• If you want a different bullet from the
usual black circle, click the drop
down arrow on the bullet button
before you type the list and select
one of the graphical images.
• If you have already typed your list,
select all the lines of text with bullets
then click the drop down arrow on
the bullet and select one of the
graphical images.
 47 Microsoft OneNote 2016
Creating
Numbered
Lists
• Click on your page where you want to start the list

• From the Home tab, click the Number button

• Start to type the list as required
• Press Enter to go to another line
of numbers
• Continue until list is complete
• If you want a different number
from the usual 1. 2. 3, click the
drop down arrow on the number
button before you type the list
and select one of the other
number options.
• If you have already typed your
list, select all the lines of text with
numbers then click the drop
down arrow on the
number button and
select one of the
number styles.

Tagged Lists • Click on your page where you want to start the list
• From the Home tab and the Tags group, click the To Do button
or press Ctrl + 1 on the keyboard.
• Start to type the first item on
the list
• Press Enter to go to another
line and click the To Do
button or
press Ctrl + 1 on the
keyboard and then type the next item on the list
• Continue until list is complete and you list might look something like
the one below.

• To mark a tagged list item as complete, click inside the tick box.
Microsoft OneNote 2016 48

Inserting Tables
▪ Tables of
information are
easy to read
▪ Similar to creating
in Word
▪ You can see the
number of columns
and rows before
you create it

Topic 5B: Inserting Tables

Background Tables feature in lots of different documents and OneNote is no
different. Information held in tables is easy to read and understand. If
you have ever created a table in Word, then it’s very similar in OneNote.
Creating • Click on your page where you want to start the table
Tables • From the Insert tab, click the Table drop down arrow and you will
see a number of cells being offered

• Click inside the last cell and the table will appear on your Notebook
• Click inside the first cell and type the information required
• Press the Tab key to go to the next cell and continue entering your
data
• Press Shift + Tab if you want to go back the way
• You will be given a Contextual Toolbar on the Ribbon to make
changes to the table.

• You will be given a Contextual Toolbar on the Ribbon to make

changes to the table.
 49 Microsoft OneNote 2016

Inserting Screen Clippings

▪ Screen clippings can
be taken from any
application or part of
an application or from
the Internet
▪ When caputred from
the Internet the
location, date and
time is inserted

Topic 5C: Inserting Screen Clippings

Background Screen Clippings are available in OneNote, Word, Excel, PowerPoint
and Outlook and give the ability to capture an image. The image can
be of another program or something on the Internet. If you capture an
image from the Internet, a link to the web page along with the date and
time of capture will also be inserted. Very handy if you are researching
something on the Internet and need to remember where the information
came from.
Before you attempt to take a Screen Clip, make sure you have
whatever you are capturing directly behind OneNote. The reason for
this is that when you activate the Screen Clipping button, OneNote will
be minimised and whatever is directly behind will be what is captured.
Inserting • Click on your page where you want the image to appear
Screen • From the Insert tab and the Images group, select the Screen
Clippings

Clipping button
• OneNote will minimise and what is behind will grey out. Your
mouse pointer will change to a cross +.
• Place your mouse at the top left corner of what
you want to capture.
• Hold down the left mouse button and drag across
the image required
• Let your mouse go and whatever you selected
will be placed into OneNote.
• If you have captured an image from a web site, the URL, date and
time will be stamped underneath the image. (see illustration above)
• If you have taken a screen clip from a programme, the date and
time of the screen clip will be inserted underneath the image.
Microsoft OneNote 2016 50

Inserting Pictures

▪ Pictures can be
inserted from
almost anywhere
▪ Once the pictures
are in OneNote you
can move or resize
them as necessary

Topic 5D: Inserting Pictures

Background Pictures can be inserted into OneNote from anywhere on your computer
or Network. Once the pictures are in your notebook, you can move or
resize them as necessary.
Inserting • Click on your page where you want to place the picture
Pictures

• From the Insert tab, click the Picture button and you will
see the Insert Picture dialog box
• Navigate to where the picture exists and select it
• Click the Insert button and your picture will be shown in your
notebook.
Resize the • Select the picture and place your mouse pointer over one of the
Picture corners. Your mouse pointer will change to a double headed arrow
( ) arrow

• Keep holding down your left mouse button and drag to the opposite
corner to make the picture smaller.
• Drag to the away from the picture to make the picture larger.
 51 Microsoft OneNote 2016

Lesson 6: Manipulate Shapes

Learning Module Objectives

When you have • Draw Shapes

completed this • Format Shapes
learning module you • Rotate Shapes
will have seen how
to:
Microsoft OneNote 2016 52

Draw Shapes
▪ Shapes can help enhance
what you are trying to
point out or say
▪ Shapes can be lines,
arrows, basic shapes like
square or rectangle
▪ You can draw freehand
too

Topic 6A: Draw Shapes

Background Enhancing your notebook with shapes or drawn objects can really make
a point stand out. Above you can see we have drawn an arrow on a
map. Shapes can be freehand drawn or lines, arrows, or shapes like
ovals or rectangles. It depends what you are trying to call attention to in
your Notebook.
The Draw tab contains a Tools and an Insert Shapes options along with
a Color & Thickness tool to format the shape.

For more options, click the Mo

• re arrow.
Draw with a From the Draw tab and the Tools group of buttons, select from one
Pen of the pen tools.

• The top line of pen tools are 0.35mm in thickness and the bottom
pen tools are 0.5mm in thickness.
• Take your mouse pointer onto the page
where you want to draw.
• Hold down your left mouse button and drag
the mouse pointer across the page to make
the required shape then release the mouse
button.
 53 Microsoft OneNote 2016
Draw with a
Highlighter
Pen
• From the Draw tab and the Tools group of butt ons, select from one
of the Highlighter tools.

• Take your mouse pointer onto the page

where you want to mark.
• Hold down your left mouse button and drag
the mouse pointer across the page to mark.
• Here we have marked the text on the right
with a yellow highlighter.

Erase • From the Draw tab and the Tools group of buttons, select the
Drawings

Eraser button drop down arrow and select one of the

erasers. The Stroke Eraser will allow you to erase a whole
complete line (or stroke) while the Small, Medium and Large
Erasers will only delete the part of the line you click on.
• Take your mouse pointer onto the page where you want to erase.
• If you are using the Small, Medium and Large Erasers hold down
your left mouse button and drag the mouse poi nter across the page
to mark.
• To switch off the Eraser, press the Esc key a t the top left of the

keyboard or click the Select & Type button.

Draw a • From the Insert Shape group of buttons, click
Shape the shape required
• Take your mouse pointer onto the page where
you want to draw.

• Hold down your left mouse button and

drag the mouse pointer across the page
to make the required shape then
release the mouse button.
Microsoft OneNote 2016 54

Format at • Select the shape you want to format

Shape • From the Insert Shapes group of buttons, select the Color &

Thickness button
• You will then be presented by a window of colour and line thickness
choices similar to the one below

• Make your selections and click OK.

Rotate a • Select the shape and from the Edit group of buttons, click the
Shape

Rotate button drop down arrow

• Make a selection from the list
 55 Microsoft OneNote 2016

Lesson 7: Check Spelling, Undo/Redo, Recycle Bin

Learning Module Objectives

When you have • How to check your spelling

completed this • Undo and Redo tasks
learning module you • Use the Recycle Bin in OneNote
will have seen how
to:
Microsoft OneNote 2016 56

Check Spelling
▪ Spell Check works
similar to Word
▪ Misspelled words appear
with a red underline
▪ All Office 2016
applications use the
same dictionary
▪ Any words can beadded
to the dictionary

Topic 7A: Check Spelling

Background Spell checking works very similar to the way it does in Word. You can
even use the same keyboard shortcut key which is F7.
Words which have been misspelled or are not in the dictionary have a red
underline underneath them. You can correct spelling as you go along by
right clicking the red underlined word and selecting the correct one from
the list or you can run a full Spell Check when required.
Spell Checker is run on each individual page.
Run a Spell • Select the page you want to run the spell check on
Check

• From the Review tab, select the Spelling button or press F7

on the keyboard
• A Spelling pane will appear docked at the
right of the screen with the word it finds
wrong
• In the Current spelling box is the word
you misspelled
• In the Suggestions box is the suggeste d
word
• Click the Change button to change the
word you entered to the suggested word
• Click the Ignore button if the word you
entered was, in fact, correct but not in the
dictionary
• Click the Add to Dictionary button to
add the word to the dictionary.
• Don’t forget to check the Dictionary
Language section to ensure you are
using the correct dictionary. If not, click
the drop down arrow and choose the
correct one.
 57 Microsoft OneNote 2016

• Once the spell check is finished, you will see small window like the
one below informing you the spell check is complete.

Correct • Right click the word which has a red underline

Spelling by • From the list of words, select the word required from the list given
Right
Clicking
Microsoft OneNote 2016 58

Undo or Redo Tasks

▪ Undo button appears on the
Quick Access Toolbar
▪ Redo button does not and Undo Ctrl & Z
must be added if required
▪ Alternatively use the
keyboard shortcut keys
▪ Shortcuts can be used in all Redo Ctrl & Y
Office 2016 applications

Topic 7B: Undo or Redo Tasks

Background The Undo button is often referred to as your best pal because as it
suggests, it will undo the last (or up to 20) change you made whether it
be added graphics, text or just change the formatting of something.
The Undo button will sit by default on the Quick Access Toolbar unlike
the Redo button which does not. If you want the Redo button on the
Quick Access Toolbar, you must place it there.
Adding the • Select the small downward arrow at the end of the Quick Access
Redo Toolbar
Button

• Select Redo from the list

Using the
Undo
button • To undo the last item, click the Undo button on the Quick
Access Toolbar or press Ctrl + Z on the keyboard
• Continue until all the items you want to undo are done.
Using the
Redo
• To undo the last item, click the Redo button on the Quick
Button
Access Toolbar or press Ctrl + Y on the keyboard
• Continue until all the items you want to redo are done.
 59 Microsoft OneNote 2016

Using the Recycle Bin

▪ Recycle Bin in OneNote will
store deleted sections or
pages
▪ After 60 days the Recycle
Bin will be emptied
automatically

Topic 7C: Using the Recycle Bin

Background The Recycle Bin will store deleted sections or pages. The default amount
of time it will hold any deleted items is 60 days. After this amount of time
has elapsed, the Recycle Bin content will be deleted and cannot be
restored.
When you delete a section, the section will be placed after the Deleted
Pages section in the Recycle Bin area. When you delete a page, you
can see the page in the Deleted Pages section.
Delete a • Right click the section name
Section • Select Delete from the list of options
• You will be asked if you are sure you want to delete this.

• Click Yes to confirm.

Delete a • Right click the page name

Page • Select Delete from the list of options
• You will NOT be asked if you are sure. It will simply delete the page
and place it in the Recycle Bin
Microsoft OneNote 2016 60

Retrieve a
Section or
Page from • From the Share tab, click the Notebook Recycle Bin button
the Recycle • You will see under Deleted Pages, any pages you have deleted and
Bin
in the Sections, any section you have deleted.

• To restore a section or page, right click the section or the page

name and select Move or Copy
• From the Move or Copy window, select where you want to move or
copy it to.

• Click the Move or Copy button.

• The section or page will be in the place you selected.
• Click the Notebook Recycle Bin button again to turn it off.