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77-421: OneNote 2013
Topics : Edit and link content in OneNote (25–30%) : Apply links and linked notes•Link Quick Notes to pages, sections, notebooks and wiki links; create new docked windows; link Quick Notes to web browsers; link Quick Notes to Office applications; copy links
Copying Links to Specific Paragraphs If you want to link people to a specific part of a OneNote page, simply right-click or press and hold on the paragraph or note container that you want to link to and choose the Copy Link to Paragraph option to copy a link to that note and paragraph to your PC’s clipboard. You can then paste the link wherever you want.
Copy a link to a notebook, section, or page. You can copy a link to a section by right-clicking your mouse or pressing and holding on a notebook, section, or page name and tapping or clicking the Copy Link To option. The link is then copied to your Clipboard for you to paste where you will.
Taking quick notes Quick notes allow you to jot something down quickly without haggling with the organizational structure of OneNote. Later, you can go back to the unfiled quick note and figure out where to put it. The following sections describe the basics of working with quick notes.
Accessing quick notes You can access quick notes from the Send to OneNote Tool or by choosing Quick Notes from the notebook drop-down list in OneNote 2013. If you do the latter, you won’t see the Pages tab described in the next section; instead the note will open in the regular OneNote 2013 interface.
Checking out the Quick Notes Pages tab When writing a quick note for the first time, the quick note has its own slightly unique interface. By default you won’t see a ribbon at all, but if you click or tap the three dots at the top of the window you’ll see the Ribbon and that it includes a Pages tab on the Ribbon
Following are the items you see on the tab; the first three are in the Navigate section, and the latter three are in the Pages section:
- Previous Page: From the one that’s currently displayed, go to the previous quick note.
- Next Page: From the one that you’re currently viewing, go to the next quick note.
- Search: Search notes — not just quick notes.
- New Page: Create a new quick note page.
- Delete Page: Delete the currently open quick note page.
- Move Page: Move the currently open quick note page.
Creating a quick note You have two options for creating a new quick note:
- Open the Send to OneNote Tool and click or tap the New Quick Note button (or press N).
- Choose New Page while viewing the Pages tab with a quick note currently open after having started a previous new quick note.
By default, quick notes have a simple interface with the following items not typical of regular note:
- A lavender background
- No title or date
- A row of buttons on the top row that you can click or tap to access the Ribbon
- A double-arrow icon in the upper right that you can choose to view the note in the full OneNote 2013 interface
You can take notes just as you do with any other note. Essentially, you’re looking at the same options, just with a simplified interface and organized under the Quick Notes section of your Personal (web) folder rather than within the greater OneNote structure.
Filing quick notes You can file quick notes with the Move Page item on the Pages Ribbon or any other way you move or copy notes
send to onenote from word - rint to onenote - reach to quick note/
One of the beautiful features of OneNote is its ability to accept file and document types of all kinds, including those from other Microsoft Office apps. Because OneNote is currently the only Office app on iOS and Android platforms, if you want to access non-OneNote Office data on those devices you can use OneNote to do so. In some cases, but not all, you can even work with that data.
how to insert and work with file content from other major Office apps as well as how to use the Send to OneNote Tool to capture screen shots and write quick notes.
You can insert Office documents into OneNote easily, and you have three major options available to you to do so: as a printout, as an attachment, or manually as raw data. The following sections describe how to insert data using these methods in general.
Inserting data as a printout
When you insert data as a printout, OneNote treats it just like a real printout in a real binder. Because the printout is a static image,
Here’s how to add a Word document as a printout in your note:
- Open your note and place your cursor in a note page where you want the printout to appear. The printout appears below and to the right of the cursor.
- Select the Insert tab and click or tap File Printout.
Inserting data as file attachments
You can insert Office documents as attachments, which embeds an image of the icon for the associated Office app and the name of the file. You then double-click the icon to open it in its default app. To do so, follow these steps:
- Open your note and place your cursor in a note page where you want the attachment to appear. The attachment appears below and to the right of the cursor.
- Select the Insert tab and click or tap File Attachment with the paperclip icon on it. A Browse window appears.
- Browse to the file you want, select it, and then click or tap Insert.
- Select Attach File.
Inserting file data manually
If you want to insert individual elements of a file from another Office app into OneNote, you can. You may or may not be able to work with the item that you’re pasting into OneNote, but you can get it in there; simply copy the content in the open document in the other Office app and paste it into OneNote wherever you want it.
if you want to add an individual image from a Visio file, you can paste it in, but you won’t be able to resize it or otherwise work with it as you can in Visio. On the other hand, if you insert text, you will be able to edit it.
They look cool but can’t be edited other than moving or deleting them.
Managing Office Data
Manipulating the data inserted into notes from other Office apps differs depending on the app. Some apps’ data, such as data from PowerPoint, can’t be edited at all, whereas some data can be edited by opening the data for editing in the original app. The following sections describe how to manipulate major data types from the most popular Office apps.
Inserting word data as text
If you manually copy text from a Word document and paste it into OneNote as described earlier in the chapter, you can still edit that text in OneNote 2013 and even in other versions of OneNote, such as OneNote Mobile for iOS or Android. Following are a few tips for working with manually inserted Word data:
The text retains its formatting for the most part in OneNote 2013, accessing it via Android strips the formatting except for some colors and highlighting.
You can retain the formatting appearance even if you make changes via a more limited app such as OneNote Mobile for Android. If you keep your changes within existing lines and don’t make too many new lines, the lines you do change will retain their previous format.
If your document looks like dog food when you open it again in OneNote 2013, use the Format Painter to tweak formatting as necessary or, as a worst-case scenario, open the file in Word and re-edit it there.
Inserting Excel data
OneNote lets you add entire spreadsheets to notes, and you can also choose from charts or tables within the spreadsheet to add to your note individually. As long as you don’t insert the data as a printout, you can even edit that data later if necessary. The following sections show you how to work with Excel data in these various ways.
- Insert existing spreadsheet data: You can insert an entire sheet from Excel into your note. All cells that either have information in them or are between cells that do will be inserted. You can also choose to just add individual charts or tables from a spreadsheet. Here’s how to perform these actions:
- Open your note and place your cursor in a note page where you want the Excel content to appear. The content will appear below and to the right of the cursor.
- Select the Insert tab and click or tap the Excel icon and choose Existing Excel Spreadsheet from the drop-down list. The Excel icon won’t appear in OneNote if Excel is not installed on the same PC that OneNote is installed on. If you don’t have Excel on your current machine, use the File Attachment button instead. A Browse window appears.
- Browse to the file you want, select it, and then click or tap Insert. The Insert File window appears with several options on it.
- Select Insert Spreadsheet or Insert a Chart or Table. If you choose Insert Spreadsheet, the spreadsheet appears in your note, and you can ignore the rest of this list. If you choose Insert a Chart or Table, the Custom Insert window appears,
- Select the charts and/or tables that you want to appear in the note and click or tap OK. The charts and/or tables you select appear in your note.
- Insert new Excel content: If you’re working in a note and see the need for a new spreadsheet, table, or chart, just follow these steps to create a new one right in your note:
- Open the note you want to add a spreadsheet, chart, or table to and position your cursor in the note where you want the content to appear. The Excel content will appear below and to the right of the cursor.
- On the Insert tab, click or tap the Excel icon and then choose New Excel Spreadsheet from the drop-down menu that appears. A blank Excel content box appears in the note.
- Open Excel by clicking or tapping Edit, which is located at the upper left of the drawing.
- Create your spreadsheet, chart, or table and then click or tap Save in Excel to save it and close Excel. The new Excel content appears in the formerly empty box in OneNote.
- Editing Excel data : As long as you don’t insert Excel data as a printout, you can edit it after it has been inserted into or created in your note. To edit Excel data, follow these steps:
- Right-click or press and hold on the spreadsheet, chart, or table in your note and choose Edit from the menu that appears. Excel opens the content for editing.
- Edit the spreadsheet, chart, or table in Excel and click or tap Save in Excel to save it and close Excel. The spreadsheet updates itself in OneNote.
Inserting data from Outlook
You can insert Outlook e-mail data into a OneNote page, but you have to do so from Outlook rather than from OneNote. Here’s how to insert an e-mail from Outlook:
- Open Outlook and select the e-mail you want to add to your note.
- Click or tap the OneNote button in the Move section of the Outlook Home tab. Instead of Steps 1 and 2 above, you can also right-click or press and hold on an e-mail and choose OneNote from the context menu that appears. The Select Location in OneNote window appears asking which notebook, section, and page you want to add the e-mail to.
- Browse to the note you want to insert the e-mail into and then click or tap OK. The e-mail is pasted into your note with formatting intact and header information inserted into a small table at the top.
Adding External Data with the Send to OneNote Tool
Over the course of OneNote releases, the Send to OneNote Tool grew from being a simple tool for clipping, or saving, a portion of a screen to include in a note or to share with others to being a tool that you can use for sending information from one program to another or for starting a quick note.
Checking out the OneNote tool interface The Send to OneNote Tool interface includes three buttons and a couple of links. By default, the tool starts when you start OneNote, has its own system tray icon, and even has its own taskbar icon for easy access. there are three big buttons on the tool, plus an Exit link and a check box that you can check or uncheck depending on whether you want the tool to start when you start OneNote. The buttons are as follows:
- Screen Clipping: Use this tool to open the clipping tool, which allows you to capture all or part of the PC screen to add to OneNote or share with others. See the next section for information on capturing screen clippings and sharing them.
- Send to OneNote: The icon for this tool changes significantly depending on where you are. it's shows how the tool looks when viewing from Internet Explorer Excel, PowerPoint, and Word, respectively. You’ll see the last icon if you can’t send anything currently open on your desktop. For example, if you only have Microsoft Paint open, you’ll see this grayed-out icon. If you also have Word open in addition to Paint, you’ll see the Word icon, even if Word isn’t the app you’re currently viewing.
- New Quick Note: Quick notes allow you to jot down a note that you don’t want to worry about organizing yet. See the "Taking quick notes" section near the end of the chapter for information about quick notes and how to use them effectively.
Capturing screen clippings
Screen captures, or clippings, are useful in all sorts of cases, from showing someone your favorite desktop background to creating documentation — even books such as this one — that shows things that may be hard for your readers to visualize and to help them orient themselves to the tasks you’re discussing. Although for years you’ve been able to capture a screenshot with the Print Screen keyboard button, you can capture only the entire screen with that key or press Alt+Print Screen to capture just the active window. Those were your two choices. With the Screen Clipping tool in OneNote, you can highlight just the part of the screen you want to capture and grab it so that you don’t have an extra step of cropping out parts of the screen or window that you don’t want. You are thus essentially cropping the shot as you take it. Here’s how:
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