Curtis Frye is the author of more than 30 books, including Microsoft Excel 2016 Step by Step for Microsoft Press and Brilliant Excel VBA Programming for Pearson, UK. He has also created and recorded more than three dozen courses for lynda.com, including Tableau 9 Essential Training and Up and Running with Public Data Sets. OneNote 2013 For Dummies Cheat Sheet By James H. Russell OneNote 2013’s a powerful super-app that allows you to take notes and consolidate other Office 2013 content, and now you can even access your notes on all major smartphones and tablets whether or not they run a version of Windows. Last we come to the View tab, which also happens to be the lightest on available options. In here is where you can do one of three things: change the zoom (in or out), alter the level of magnification, or add ruled lines to your project to really give it that “college notebook” feel.
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If you’re anything like us, you probably have dozens of notebooks filled with fragments of thoughts and ideas strewn all around over the house. Note taking, after all, is the tool of choice for the consummate organizer. But what if you could ditch all those tedious paper notebooks and store all your thoughts in a digital repository? What if you could search through your notes, share them seamlessly with others, and access them from anywhere in the world?
This is the promise of OneNote, the note taking application that comes with Microsoft Office. Originally released as part of Office 2003, OneNote has quickly become the most powerful software of its kind on the market. Efficient, effective, and packed full with features, OneNote can help you get more done faster, provided you use it correctly.
One note app to write, organize & print. OneNote compatible & Office 365 powered. Capture notes at any spot on a page and draggable around the place, organize in the world's most natural hierarchy, print to PDF, publish to web, and sync across devices with your favorite cloud.
Learn how to make best use of OneNote with this comprehensive OneNote 2013 training tutorial.
How to Use OneNote Like a Pro
1. Sync Notebooks Online
Saving notebooks to your local computer is basically using OneNote like a glorified Notepad. To take real advantage of OneNote’s features, you must save and sync all your notebooks online. Syncing means that all your notebooks get updated across all your devices in real time. This means you can create a new note on one your home computer before heading out to work, and resume using it on your laptop at the office. Neat, right?
But how exactly do you sync online?
Starting with Office 2013, OneNote actually prompts you to log into SkyDrive – Microsoft’s cloud storage solution – to sync notebooks automatically. Besides SkyDrive, you can save and sync notebooks using Office 365 Sharepoint. You can also use DropBox for syncing – just make sure to select the DropBox folder on your computer when creating a new notebook.
You can also change sync settings to manual or automatic under ‘Sync Options’ in the Info panel under File menu (OneNote 2013). The default setting is automatic; we suggest you keep it as is.
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2. Take Audio/Video Notes
Typing notes into OneNote can get awfully tedious very soon. Spice up your routine by taking audio and video notes instead. Click on Insert -> Record Audio/Record Video to start taking notes. This is a more visual, interactive way to keep track of things – a solid alternative for when you get sick of typing things out. Plus, you can usually speak faster than you can type (unless you are Jack Nicholson!), so you’ll probably save some time as well.
But to take real advantage of these notes, you must first let OneNote index your audio/video recordings. This will enable you to search through your audio/video notes just like any normal written message – a powerful feature for finding information.
To do this, go to File -> Options -> Audio & Video and select ‘Enable searching audio and video recordings for words’.
3. Organize Your Notebooks Effectively
OneNote is meant to be used as a physical notebook replacement. The program is most effective when you organize your notebooks like you would in the real world, that is, with individual notebooks for each subject/topic, separate sections for each sub-topic, and separate page for each note or groups of similar notes.
![Outline 3 21 4 – View Onenote Notebooks For Dummies Outline 3 21 4 – View Onenote Notebooks For Dummies](https://www.thomasmaurer.ch/wp-content/uploads/2013/11/OneNote-Overview-1024x552.png)
Most beginners tend to be very conservative with notebook and section creation. Don’t be; you don’t stand to lose anything save a few megabytes of space for each new notebook. Create as many notes, pages, sections and notebooks as you like – it’ll make organization that much easier.
For example, if you are a college student, you can make a new notebook for each class you take in a semester. You can then make separate sections for each broad topic, and add pages of notes for each day of the class. You can see an example structure below:
Notebook | Sections | Pages |
Biology 101 | Cell Biology | Cell Structure Functions of Organelles Function of Membranes |
Photosynthesis | Structure of Chloroplast Calvin Cycle Overall Photosynthesis Equation | |
Genetics | Heredity Patterns of Inheritance Mendel’s Laws |
4. Use OneNote to Make To-Do Lists
Still using pocket legal pads and post-it notes to make your daily to-do lists? OneNote offers a much better solution. Make a to-do list in the program by pressing CTRL+1 anywhere in the main note screen. OneNote will automatically create a list item with a checkbox next to it. Type in your list item, press enter, type in another item, and so on.
To cross-off an item on the list, simply click on the checkbox, or bring your text cursor to the list item and press CTRL+1 again.
It really is that easy!
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5. Take Advantage of Page Templates
![Outline 3 21 4 – view onenote notebooks for dummies windows 10 Outline 3 21 4 – view onenote notebooks for dummies windows 10](https://x78251kcpll2l2t9e46kf96a-wpengine.netdna-ssl.com/wp-content/uploads/2018/10/Notebook-08.png)
Not many people use it, but OneNote page templates can be incredibly useful when done right. This is especially true for college students as OneNote 2013 comes packed with dozens of thoughtful templates right out of the box.
To access these templates, go to Insert -> Page Templates, and choose a template from the panel that pops up on the right.
The ‘Lecture Notes and Study Questions’ template, for instance, looks like this:
Using templates makes note taking even faster. You can also save your current page as a template by clicking the ‘Save current page as template’ link in the template panel.
6. Use Tags
One of OneNote’s most powerful, yet underutilized feature is tagging. Tags work like hashtags in Twitter; every note or item marked with a particular tag will show up in the search results when you search for that tag.
To use tags, click on any of the built-in tags under the ‘Tags’ section in the home ribbon.
You can also make your own custom tags in this section.
Use tags to organize your data. For example, you could mark important document with the ‘Important’ tag, questions with the ‘Question’ tag, and so on. Use keyboard shortcuts to tag items faster.
Consider an example: we created two note items and marked them with the ‘Important’ (star) tag:
Clicking the ‘Find Tag’ button on the home ribbon will show us all the notes marked with this tag:
You can also change the search options to include the current section, the current notebook, or even all your existing notebooks in the ‘Find Tag’ panel.
As you can see, this is a very handy feature for organizing your information. Combined with custom search, it can help you never lose anything again.
OneNote is a powerful, highly capable software. Use it right and it can be an incredible ally in the fight against information overload. It’s also the perfect productivity tool that can help you get things done faster. Mastering OneNote is quite easy, as this course on improving your note-taking skills will teach you.
Good writers use an outline to organize their thoughts. Back in the old days, an outline would dwell on a stack of 3-by-5 cards. Today, an outline is a Word document, which makes it easier to not confuse your outline with grandma’s recipes.
Word’s Outline view presents a document in a unique way. It takes advantage of Word’s heading styles to help you group and organize thoughts, ideas, or plotlines in a hierarchical fashion. Outline tools make it easy to shuffle around topics, make subtopics, and mix in text to help organize your thoughts. Even if you’re not a writer, you can use Word’s Outline mode to create lists, work on projects, or look busy when the boss comes around.
Entering Outline view
To enter Outline view, click the View tab, and in the Views group, click the Outline button. The document’s presentation changes to show Outline view, and the Outlining tab appears on the Ribbon, as shown.
To exit Outline view, click the View tab and choose another document view. You can also click the big, honkin’ Close Outline View button.
- A squat, horizontal bar marks the end of the outline. You cannot delete that bar.
- All basic Word commands work in Outline view. You can use the cursor keys, delete text, check spelling, save, insert oddball characters, print, and so on.
- Don’t worry about the text format in Outline view; outlining is not about formatting.
- Word uses the Heading 1 through Heading 9 styles for the outline’s topics. Main topics are formatted in Heading 1, subtopics in Heading 2, and so on.
- Use the Body or Normal style to make notes or add text to the outline.
An outline isn’t a special type of document; it’s a different view. You can switch between Outline view and any other view and the document’s contents don’t change.
Typing topics in the Microsoft Word outline
Outlines are composed of topics and subtopics. Topics are main ideas; subtopics describe the details. Subtopics can contain their own subtopics, going down to several levels of detail. The amount of detail you use depends on how organized you want to be.
To create a topic, type the text. Word automatically formats the topic using a specific heading style based on the topic level, as shown.
Keep the main topic levels short and descriptive. Deeper topics can go into more detail. Press the Enter key when you’re done typing one topic and want to start another.
- Use the Enter key to split a topic. For example, to split the topic Pots and Pans, replace the word and with a press of the Enter key.
- To join two topics, press the End key to send the insertion pointer to the end of the first topic. Then press the Delete key. This method works just like joining two paragraphs in a regular document.
Don’t worry about organizing the outline when you first create it. In Word’s Outline view, you can rearrange topics as your ideas solidify. My advice is to start writing things down now and concentrate on organization later.
How to rearrange topics in Microsoft Word
Outlines are fluid. As you work, some topics may become more important and others less important. To these changes, you can move a topic up or down:
- Click the Move Up button (or press Alt+Shift+↑) to move a topic up a line.
- Click the Move Down button (or press Alt+Shift+↓) to move a topic down a line.
You can also drag a topic up or down: Point the mouse pointer at the circle to the topic’s left. When the mouse is positioned just right, the mouse pointer changes to a 4-way arrow. I recommend using this trick only when you’re moving topics a short distance; dragging beyond the current screen can prove unwieldy.
If you need to move a topic and all its subtopics, first collapse the topic. When the topic is expanded, only the topic itself is moved.
How to demote and promote topics in Microsoft Word
Outline organization also includes demoting topics that are really subtopics and promoting subtopics to a higher level. Making such adjustments is a natural part of working in Outline view.
- Click the Demote button (or press Alt+Shift+→) to demote a topic into a subtopic.
- Click the Promote button (or press Alt+Shift+←) to promote a topic.
New topics you type are created at the same level as the topic above (where you pressed the Enter key).
- To instantly make any topic a main-level topic, click the Promote to Heading 1 button.
- You can use the mouse to promote or demote topics: Drag the topic’s circle left or right. I admit that this move can be tricky, which is why I use the keyboard shortcuts or buttons on the Ribbon to promote or demote topics.
- You don’t really create subtopics in Word as much as you demote higher-level topics.
- Promoting or demoting a topic changes the paragraph format. For example, demoting a top-level topic changes the style from Heading 1 to Heading 2. The subtopic also appears indented on the screen.
- The Level menu in the Outlining tab’s Outline Tools group changes to reflect the current topic level. You can also use this item’s drop-down list to promote or demote the topic to any specific level in the outline.
Unlike with main topics, you can get wordy with subtopics. After all, the idea here is to expand on the main topic.
According to Those Who Know Such Things, you must have at least two subtopics for them to qualify as subtopics. When you have only one subtopic, either you have a second main topic or you’ve created a text topic.
How to expand and collapse topics in Microsoft Word
A detailed outline is wonderful, the perfect tool to help you write that novel, organize a meeting, or set priorities. To help you pull back from the detail and see the Big Picture, you can collapse all or part of an outline. Even when you’re organizing, sometimes it helps to collapse a topic to help keep it in perspective.
Any topic with subtopics shows a plus sign (+) in its circle. To collapse the topic and temporarily hide its subtopics, you have several choices:
- Click the Collapse button on the Outlining toolbar.
- Press the Alt+Shift+_ (underline) keyboard shortcut.
- Double-click the plus sign to the topic’s left.
When a topic is collapsed, it features a fuzzy underline, in addition to a plus sign in the icon to the topic’s left. To expand a collapsed topic, you have several choices:
- Click the Expand button on the Outlining toolbar.
- Press Alt+Shift++ (plus sign).
- Click the topic’s plus sign.
The fastest way to display an outline at a specific topic level is to choose that level from the Show Level drop-down list. To find that command, look on the Outlining toolbar, in the Outline Tools group.
For example, to show only Level 1 and Level 2 topics, choose Level 2 from the Show Level button’s menu. Topics at Level 3 and higher remain collapsed.
To see the entire outline, choose Show All Levels from the Show Level menu.
When some of the subtopics get wordy, place a check mark by the Show First Line Only option. (Look on the Outlining tab in the Outline Tools group for this setting.) When it’s active, Word displays only the first topic line of text in any topic.
How to add a text topic to a Microsoft Word outline
Creating an outline can potentially be about writing text. When the mood hits you, write! Rather than write prose as a topic, use the Demote to Body Text command. Here’s how:
- Press the Enter key to start a new topic.
- On the Outlining tab, in the Outline Tools group, click the Demote to Body Text button.
The keyboard shortcut is Ctrl+Shift+N, which is also the keyboard shortcut for the Normal style.
These steps change the text style to Body Text. That way, you can write text for a speech, some instructions in a list, or a chunk of dialogue from your novel and not have it appear as a topic or subtopic.
How to print a Microsoft Word outline
Outline 3 21 4 – View Onenote Notebooks For Dummies Pdf
Printing an outline works just like printing any other document in Word but with one big difference: Only visible topics are printed.
Outline 3 21 4 – View Onenote Notebooks For Dummies Mac
To control visible topics, use the Show Level menu. For example, to print the entire outline, choose All Levels from the Show Level menu and then print.
Outline 3 21 4 – View Onenote Notebooks For Dummies Free
To print only the first two levels of an outline, choose Level 2 from the Show Level drop-down list and then print. Word uses the heading styles when it prints the outline, although it does not indent topics.