Microsoft OneNote Cheat Sheet— Quick Hacks to Supporting Your Business With OneNote

Key Points:

  • Microsoft OneNote is an integral note-taking app integrated with Office 365, Windows 10, and Windows 11
  • The software is critical for taking handwritten and typed notes, screen clips, and audio commentaries.
  • OneNote is a better business solution because it allows real-time collaboration with other users on the internet while keeping all your files organized.
  • While the software comes pre-installed in Windows 10, 11, and Microsoft 365, it’s available for download on any device.

OneNote is a digital version of a notebook that many keep close for quick notes. The application allows you to gather the information that it backs up to the Microsoft cloud.

If you have a Microsoft 365 subscription or use Windows 10 or 11, you can use the software to take both typed and handwritten notes, screen clippings, and audio commentaries. You can also share and use notes in real-time collaboration with other users over the internet.

The best part is that the software is free for all users and is compatible with all devices regardless of the operating system.

Why Microsoft OneNote is Among the Best Note-Taking Apps for Businesses

What makes OneNote stand out as a note-taking app for business people is that it allows collaboration among co-workers within the workplace or across locations. You can share ideas, make improvements, or manage projects on the platform.

Such a collaboration platform eliminates the frustration of sending documents back and forth through a cluttered inbox and solves deliverability issues when working on large files.

Getting Started With OneNote For Business

OneNote syncs the notes you create to the cloud using Microsoft OneDrive or OneDrive for Business. The notes you take will be updated across all your devices.

You must sign in with a Microsoft user account to use the app. If your organization has a Microsoft 365 subscription, you’re likely ready to access the powerful collaboration tool. OneNote comes integrated with Microsoft 365 plans, Windows 10, and Windows 11.

If your organization uses Outlook or you already have an Outlook free webmail account, you already have access to the tool. If you don’t have an account, sign up for one for free.

To understand how to work in OneNote, you must first know the following organizational structure of the app:

  • One Microsoft account can have several notebooks
  • Each notebook on OneNote can have multiple sections
  • Each section of a notebook can have multiple pages

OneNote’s organizational structure reflects how the app presents its home layout.

How to Create Notebooks, Sections, and Pages

When you have loads of tasks to remember, lots of things to remember, and sudden ideas pop up, OneNote is an excellent tool to note down and organize them. But first, you first need to understand the basics of OneNote to start on the right foot.

Creating a New Notebook

You can create multiple notebooks for different projects or subjects on OneNote. Here are quick steps to create a new notebook:

  1. Launch the OneNote app
  2. Select the Show Notebooks button
  3. Click the Add notebook at the bottom left of the pane that opens
  4. Key in the name of your notebook in the Notebook Name box
  5. Hit the Create Notebook

Creating a New Section or Page

Creating a new page or section in a notebook is simple.

  1. Open a notebook on OneNote.
  2. Head to the second column below the name of the current notebook and select Add section or Add page option

Switching From One Notebook to Another

You can open several notebooks simultaneously on OneNote. To switch between notebooks:

  1. Select Show Notebooks
  2. The app will list all your notebooks. Then you can choose the specific notebook you wish to switch to

How to Work With Frames on a OneNote Page

When taking typed-in notes, frames will appear anywhere in the body of the OneNote page. The height of the frame will increase as you key in more text.

You can adjust the width of these frames by dragging the right borderline. You can also click, hold, and drag the top borderline of the frame to move the frame to any spot on the page.

Clicking on any other page area removes the frame but leaves the text. If you click on the text again, the frame will reappear.

The frame helps you create text that you can move around on the page. You can move one group of text over another. The top group text will be transparent over the second, giving the app flexibility you can’t find on other note-taking apps.

Adding Images, Media, and Other Elements on OneNote

OneNote allows you to add images, videos, tables, and other elements. Adding elements to your note is simple:

  1. Hover your cursor on the spot on your page you want the element to appear
  2. Click the Insert option at the top left of the OneNote Window
  3. Select the element you want to add

You can add nearly all types of elements, including:

  • Tables
  • Files
  • Printouts
  • Pictures
  • Online videos
  • Links
  • Audios
  • Meeting details.

How Your Business Can Use OneNote at the Workplace

The potential of OneNote for your business depends on how you use it. Three of the great ways you can use the note-taking app include:

  • Multi-location collaboration: One way your business can leverage OneNote is project coordination when you have multiple business locations. The tool allows co-workers to share ideas, get updates on current projects, collaborate instantly, and provide feedback without needing a physical meeting.
  • Organize thoughts and resources: Microsoft OneNote is excellent for organizing ideas and resources on one platform. You can use SharePoint to take your organization one step further. The simplicity of the design makes OneNote easier to organize. Teams within your organization can gather information from different sources and build the data into a comprehensive digital storage file.
  • Project Management: You can solve several project management problems with OneNote. For instance, the platform can solve communication delays and team member misunderstandings. Instead of wondering where each team member stands on a timeline, you can use OneNote to check what everyone has accomplished.

Retrofit Technologies: The Solution to All Your New England Business’ Microsoft Technology Needs

OneNote is only one of the Microsoft technologies your business can deploy to improve its productivity. As a Microsoft partner, Retrofit Technologies can help you with many other solutions from Microsoft to drive productivity rather than sapping time and draining resources. Contact us today for help in supercharging workplace productivity using tools from Microsoft.