OneNote is a digital notebook. When you go to your meetings, you take with you a notebook. It may be ruled, have soft or hard covers, it could have plain paper or graph paper. Notebooks often divide into sections with section dividers so that you can keep different notes about different topics.
OneNote replicates all that and much more.
When attending meetings these days it is quite normal to take your laptop or tablet with you. Why lug around a laptop and a notebook when you can have your notebook ON your laptop.
OneNote is integrated with Microsoft Office meaning that it talks to the other applications in the suite so that you can bring your emails into it, add meetings and notes and even insert tables, spreadsheets and much more.
But I like writing and using a pen!
Now before you tell me that you remember your notes better when you write them with a pen, OneNote is designed for touch devices. Whether that is a tablet, a laptop with a touch screen, an iPad or Android device. It works on them all. If you store you notebooks in the cloud in OneDrive (personal or business ) then you can access them anywhere you have connectivity. For example, I can take written notes on my Surface Pro or SurfaceBook laptops. My writing is even neater than writing with pen and ink, and I can have OneNote turn the written text into typed text (much easier to read than my scrawl)
Is there one version or lots?
Well now you got me. There are several different versions of OneNote.
OneNote 2016 – this is the desktop version for Windows users. It is no longer supplied as part of Office 365 however it is still available as a free download. It is my favourite version and the most powerful.
OneNote for Windows 10 – this is an app. Well they are all apps really but this is known as an App. It is the free version of OneNote that ships with your new Windows 10 laptop. It currently does not have as many features as the desktop 2016 version, however Microsoft are working on updating it and adding the missing functionality to it. The next few blog posts will be about OneNote 2016 however, I will also write about OneNote for Windows 10 in the future. Don’t let the name OneNote for Windows 10 confuse you, this is the same version as you get on Mac and online plus on your tablet or phone.
OneNote for IOS and Android – there is a OneNote app for your phone or tablet on any operating system.
So look out for the next few blog posts, where I will walk through a different part of OneNote each week.
Till next time
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You have a mega spreadsheet. Loads and loads of data. It has taken you ages to compile it for your client. As you finish, panic sets in. Adding the data was easy. What if the client asks you to provide it sorted in a particular way?
What is the fastest way to sort your Excel data?
When I teach this in the classroom, I always ask the question – how do you sort your data? I usually get a few different answers.
Select the whole spreadsheet then click the Data Ribbon and the big Sort Button
Select the column to sort by and click Click A/Z or Z/A sort on the Data Ribbon
Click the Sort and Filter button on the Home Ribbon
Then I get someone say, but it never sorts everything. My data is all over the show.
So let’s debunk some sorting myths.
The absolutely fastest and most accurate way to sort a whole spreadsheet by the values in one column is to:
Click into the column
Click on the A/Z sort icon (it is on the Data Ribbon the right click or the drop down on the Home Ribbon)
Hey Presto! Your whole worksheet is sorted and it keeps everything together.
So to recap:
Click into the column to sort by
Click on the sort icon you like to use.
Did this help? Have you learned something new? How will you use it? Leave a comment below.
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Recently I have been asked about getting back lost documents a few times. It is all to do with AutoSave, OneDrive and Office 365.
Let me set the scene.
You are working on a project and have a series of documents to create. You create the first one, save it and then go on to use that as the starting point for document number 2. All is well until you realise that you have inadvertently over typed everything in document 1 and it seems to be lost for ever. Oh no! All that work!
What is a girl to do?
Let me unpick this for you and show you how you can avoid this happening in the future.
AutoSave is a feature of Office 365 that applies when you save your documents to OneDrive (I will use the term OneDrive, and in this case, I mean both the personal and the business versions).
You will notice a small icon on the top left of the Title Bar. It looks like this:
Autosave Icon is showing here as On.
The save icon now has a refresh circle on it.
The title of the document now says Saving….
What does AutoSave do?
It makes your document behave like a web-based document. Whenever you work online your changes are saved as you type.
So, if you are working in a Word document online you never press the save button and there is no save icon at all. Word simply saves your changes as you go.
With the advent of Office 365 and OneDrive you can now save your documents in the cloud (or online if you prefer) right from inside Word, when you save to a OneDrive or SharePoint location.
As soon as you save your document to a OneDrive location, the Autosave icon switches on. Now as you type Word saves your changes automatically.
So Shelley, if my document is being saved all the time, how do I get back to previous versions?
Good question and of course I have the answer!
As Word saves your documents it also saves a version history and you can get back to any of the save points that Word creates.
How do I see Version History?
On the title bar, click the drop-down arrow next to the document name and choose Version History,
You will see all the versions displayed in a task pane on the right-hand side of the document.
I have chosen to open the version in the middle of the list above and this is what I see:
In the title bar it tells me the version number the date and time and that this version is Read Only. I can Restore this version or I can save as and create a copy of it with another name. I could also Compare which will open the current version and this version in a special window – a subject for another post entirely.
When does Word create these restore points?
As long as you are typing, Word will be saving. When you stop it has time to synchronise your document online and then a version is saved. Notice that as you type it says saving for a few seconds once you stop typing. Then it turns to Saved.
Shelley – does this work on Mac ?
Yes! So long as you are using Office 365 and saving to OneDrive then it works the same way.
I saved this document to my blogging folder in OneDrive for Business and AutoSave is automatically switched on. A tip pops up about Version History too.
I get the same options as Word on the Windows platform.
Version History and the task pane.
What if I don’t want to AutoSave my document?
A few things to note.
Turn AutoSave off for this document only – toggle the AutoSave icon to Off and the current document will stop AutoSaving. Whenever you open THIS document it will not be AutoSaved.
Always save a copy of a document with a new name before you make any changes and close the original just to make sure. Otherwise you run the risk of overwriting the current document. To do this:
Click File then Save a Copy and give the document a new name.
How has this post helped you? What will you do differently? Leave me a comment and let me know.
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So your client has asked you to research a topic. Maybe it is to find out about a particular item or perhaps they need you to research freight or Excel You can use Researcher in Word to get started.
Using Researcher in Word
If you have an Office 365 Subscription, then you will have access to Researcher. Before you ask, it is also available on Mac and although I have not put screenshots in here, it works the same way.
Start to research your topic by going to the References Ribbon and clicking on Researcher. Next type in the term you are looking for. I chose to use desert for this example.
You will see a task pane open on the right of the screen with a list in it. Click on the Plus sign next to a topic to add it as a heading – this can help you build the structure of your document. If you don’t see enough topics click More Topics and you will be offered more.
The topic is added along with a comment. The Comment links to the articles so that you can explore them later once you have built the structure.
When you go and explore an article, you can copy and paste text and add it directly to your document along with a Citation! It even builds a Bibliography for you – magic!
To add text, select text and then choose Add to just add the text or Add and Cite to add a Citation as well.
When you choose to Add and Cite you will see the Bibliography build before your eyes.
I hope that you can see the benefit of this tool. Next time you are asked to research a topic for a client give it a try.
Just don’t end up down too many rabbit holes as you start to investigate the topics
To learn more fun things that you can do with Microsoft Word, hop over and pick up the How to Create eBooks and Lead Magnets with Ease course where you will learn all kinds of cool things about Microsoft Word, that will enable you to create awesome Lead Magnets for you or your clients.
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