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77-853

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This OneNote video training with Chris Ward covers one of Microsoft Office’s more underrated applications, including its new features, how to create and use notebooks, and more....
This OneNote video training with Chris Ward covers one of Microsoft Office’s more underrated applications, including its new features, how to create and use notebooks, and more.

Related area of expertise:
  • Office productivity

Recommended skills:
  • Familiarity with Microsoft Office 2010

Recommended equipment:
  • Microsoft Windows XP or newer
  • Microsoft Office 2010

Related certifications:
  • Microsoft Office Specialist (MOS): One Note 2010

Related job functions:
  • Business professionals
  • Office workers
  • Students


One of the more under-utilized applications in the Microsoft Office Suite is OneNote. This powerful tool allows you to organize your work and personal life on another level. It's like a filing cabinet for your brain. Create Notebooks full of brainstorming sessions, collaboration, documents, spreadsheets, and more. Also in this course, trainer Chris Ward prepares you for the 77-853 exam and gets you on the road to organizational success!
 show less
1. First Look at OneNote 2010 (19 min)
2. Creating Notebooks (19 min)
3. Basic Content (17 min)
4. Managing Content (18 min)
5. Options and Settings (29 min)
6. Sharing Notebooks (22 min)
7. Collaboration (15 min)
8. Organization and Backups (25 min)
9. Searching and Organizing (18 min)
10. Linking Content (20 min)

First Look at OneNote 2010

00:00:00

Welcome to the CBT Nugget Series on OneNote 2010. I'm Chris Ward, and in our first CBT Nugget, we're going to take a first look at OneNote 2010 to get you guys started. Right up front, I want to be honest with you. As we take a look at Microsoft OneNote 2010, in the past, as an Office expert and utilizing Excel and PowerPoint, you've taken probably my CBT Nugget Series on those everywhere from 2003 now up to 2010.

00:00:31

You'll notice that we never really talked about OneNote. And I'm not surprise that many of you have now started to notice this. Because it's now being made available as part of the Office 365 software. And a lot of people said, hey, what is this? What is this app?

00:00:45

It's just this one thing that was kind of, hey, there's another application there in my Microsoft Office folder. What exactly does it do? Well, there's two things that we're going to try to do in this series. Number one, we are going to get you ready for the Microsoft Office specialist exam, the 77-853.

00:01:03

And we're also going to show you the simplest ways to get things done with Microsoft OneNote 2010. And that means, we are going to first off, in this overview, this 30,000 foot view CBT Nugget we're starting off with, we're going to show you what's new in 2010.

00:01:18

I know, some of you out there are going, Chris, what are you talking about? I've been using OneNote for years. I love it. OK, great-- we're going to show you what's new. So that'll be new to those of you who are first starting off with OneNote as well.

00:01:29

We're going to check out the interface. Yes ladies and gentlemen, boys and girls of all ages, the Microsoft Ribbon and the QAT, the Quick Access Toolbar, is now available for OneNote. So you're going to see some of that. And then, we're going to take a look at what is on the exam.

00:01:45

What are you expected to know? Believe it or not, I think the OneNote 2010 exam, the 77-853, is one of the easiest, most simplest ways for you to get a Microsoft Office specialist. Now, for some of you that have been using OneNote before the 2010 version, this is going to be probably a little bit more interesting to you.

00:02:07

Now, for those of you who've never even used OneNote, you might be going, well, yeah, all of it's new to us. But that's OK. I think you're going to enjoy this as well. The first thing that is the most obvious, the thing that screams at you that's what's new in OneNote 2010 is, they now have the Office Ribbon and what is known as the QAT, or the Quick Access Toolbar That is cool stuff.

00:02:41

We're going to show you some of this stuff as well when we take a look at the actual interface. But the Office Ribbon-- remember, this is something that's been around since Office 2007. And it was funny, because Word got it, and Excel got it, and PowerPoint got it.

00:02:56

But poor Outlook didn't get it, OneNote didn't get it. And so you're like, come on, it's a cool feature. Why didn't you have it? The other thing is is that there is no longer the Office button-- has now disappeared. And now, instead, they use the File button, which takes you to Backstage View.

00:03:14

We'll take a look at that a little bit later. OK, what's the other one that we got? Well, the other thing is is that you now have better formatting. And the reason why you have better formatting is because you now have styles. You've got styles, baby.

00:03:31

You can actually take and create some really cool stuff with the Styles Gallery, which quickly formats the text and gives you some really cool features that we're going to take a look at in one of the subsequent Nuggets. All right, the other thing that we got that's something kind of new is now the ability to review and restore older versions.

00:03:54

I like to call this "flashback." Now, this is my term. So ready, this is CW's term. I call it flashback. You actually have the ability to retrieve an older version of a page. And the way you do this is use a Page Versions command. And it's really cool.

00:04:19

So that way, if you're like, oh, wait a minute, I probably didn't want to add all that stuff. I want to get it back. Hey, guess what? Now you can do it. Another neat feature-- and of course part of that is because Outlook has gotten so much better-- is now you can literally send Outlook data directly to OneNote.

00:04:44

And we'll show you that in one of the subsequent CBT Nuggets. I'll show you the interaction between Outlook and OneNote and how you can literally-- hey, want to take an email and send it out there? It's just clicking the OneNote button in Outlook. In fact, if you take my Outlook 2010 series, you'll see that I kind of mention.

00:05:01

And I click on the button and I say, if you have OneNote, you can use that. And there's also two really cool features that I think you're going to love. One is Mini Translator and Equation Editor. Mini Translator is awesome, because you can literally go in and put in some-- let's say you want to put in a phrase.

00:05:36

And then, you want to translate it into Spanish. Well, not a problem, you can use the Mini Translator, and it'll do it right for you. And it does a really, really good job. Now, the Equation Editor-- a lot of you, if you've heard my CBT Nugget Series, I always refer to my friend Clark Vangilder, who is a professor of physics and math at Central Arizona College here near where I live.

00:05:58

And I got to tell you, when I showed him in the 2010 series the Equation Editor where you can actually do and draw sum equals plus or minus the square root of 5 over 2ab, and you can create this kind of stuff, and it shows up, and it looks great, instead of having to kind of fudge it or creating a drawing.

00:06:23

This literally creates the equations for you. It is a very nifty little feature that you have. So a lot of nifty things that we have in, as we like to say, the what's new in 2010. And oh, I almost forgot another one. And I'll add it up here. And this is the ability-- now, you can dock to the side.

00:06:46

And it stays open. So literally, I can put it over here to the side of the screen, and that will now stay there. So you just click the Dock to the Desktop button. You can hit Control Alt Delete, and it moves the OneNote window to the side of your computer screen.

00:07:02

And now, you can bring up all your Word documents or the web pages. And then, you can just drag the stuff right on over there and not have to Alt Tab and get from one place to another-- pretty cool feature, and one of the new things that you can now do with OneNote 2010.

00:07:19

So here, we are taking a look at the interface actually opened up-- OneNote 2010 here on my desktop-- to kind of give you that 30,000 foot view and kind of see where everything is located. Now, the very first time that you open up OneNote 2010, it's going to ask you a few questions.

00:07:40

Number one is whether you want to save your personal out on the web. Like in my case, since I'm using an Office 365 version of this work where I'm using the Office 2010, but it's integrated with our Office Online, so I have it set up for the web. And so that is now up out on my website.

00:08:00

And you can kind of see down below here where it says it's out there. And I'm hiding some of it. But you have your documents. And it's a personal web. And the notebook is now up to date. You can also, of course, save them locally to your hard drive if you want to.

00:08:15

That's also possible. And in fact, you can see a little bit later we'll show you exactly how they save these into-- or how they organize it, I should say, on your hard drive. Each section actually gets its own page or file that you have. Speaking of how this is organized, if you're new to OneNote, one of the things you need to know is is that it is like a large collection of notebooks.

00:08:41

I almost think of it as almost like a filing cabinet that contains notebooks. And within these notebooks-- so here, you've got two notebooks. You've got your personal one that you automatically get. And they usually give you one that says Work. And I just changed mine over to Office 365.

00:08:56

This one, if you notice, is not on the web. This is actually on my hard drive, which is kind of cool. Now, each one of these notebooks are then broken down into sections. And so from there, you'll have a section, like this is the General section, this is the Unfiled Notes section.

00:09:15

If I want a new section, I simply click on this, and now I have a new section. So I can call this New Stuff-- there you go, New Stuff. I now have a New Stuff section. I've got my Unfiled Notes and I have my General. These are along the top. These tabs are able to-- basically, they're a subcategory of your notebook that you can organize all of your stuff.

00:09:42

And then, the next part over here on the right-hand side are your pages. Now, your pages are where all your notes are actually recorded on. This is a page right here. This is your window right here that you can see your page. So right now-- Microsoft, by the way, always helpful.

00:09:58

They give you this first general-- how do you use it, what can you use it for-- and give you some pictures, which is kind of cool. And feel free to take a look at it when you open up yours. But notice, I've got a couple of pages here-- OneNote Basics, which is a separate page in the General section under my personal notebook.

00:10:16

And you've got the top uses. Why would I use this? Why would you want to use OneNote? And even something we've already kind of talked about-- what's new? New features in 2010-- some of the things here, in fact, a few extra things that we'll kind of talk about when we get there, like sub pages.

00:10:31

You can collapse the sub pages. So you have a page, and can actually create sub pages and, as I like to say, dive down even to more organizational levels that you want to do. And so that's all there. Another thing about the navigation is, if you notice, right now, it just shows your notebooks.

00:10:48

You can also expand the navigation bar, and it shows you more of a tree-like structure where you can actually see not only the notebook, you can see each individual section. Now, the sections are-- it's kind of interesting. Sections, like I said, are saved as separate files.

00:11:06

Now, if I roll over General, down below this, so you'll see it show up down here, on General, you'll notice that it says it's under document/personalwebgeneral.one .one is the file format for your OneNote sections. You'll have a file folder, which is going to be the name of the notebooks.

00:11:25

So the notebooks are basically file folder structure. And then, the files within that are the sections that you're going to have, OK? So that's exactly how they break things down. Now, I know what you're saying. Chris, I do not see the infamous Microsoft Ribbon.

00:11:41

What are you talking about? I don't see it. Yep, it's here. It's actually hiding up here. By default, it will start off with-- you have to actually click on the tab to bring up the Ribbon. Now, those of you who have used any of 2007 Office products, or now Office 2010, you know that the Ribbon is where you have a tab.

00:11:58

And underneath each tab is a grouping of commands-- Format Painter, and here are those styles we talked about, different tags that we can have, text formatting that we can do. You can insert space tables, pictures. And then, here's the fun thing. You've got you're equation.

00:12:18

You can use your Equation Editor here, and you can use symbols and all kinds of fun things, symbols that are not on your keyboard that are all set up right here. So these are just some things, like scan or print. I want to scan something and put them in OneNote-- all right, cool.

00:12:32

You want to record audio notes, you want to record video, you can do all those kind of things. And we'll show you all these kind of fun things later on. Sharing, drawing, reviewing, and even viewing-- these are all the default tabs. Now, the cool thing is, and we'll show you in a subsequent CBT Nugget, you can customize your Ribbon.

00:12:50

But notice what happens when I come over here and click off of it. It disappears. It goes away. Now, that is a setting. You can actually go in and change that if you want and make it stay up on top. That's up to you. The other part, of course, is what is known as the QAT.

00:13:04

We very endearingly call it that. It's the Quick Access Toolbar. And you'll notice that here, you've got a few of your Quick Access Toolbar. These are your commands you use all the time-- Full Page View. Here's that Dock to Desktop we talked about where it will click on this, and it will move it over here to the side of my desktop.

00:13:26

There is the Undo, and then of course, Back. Now, if you want to add any more commands, you just simply click on this, and you can customize. it. Here are the more popular ones that people usually use. But you can click on more commands, and we'll show you in another CBT Nugget how you can customize this even more.

00:13:44

Or do you want to show it below the Ribbon? Not a problem, you can do that as well. So there you go, that is a quick overview of what the interface looks like. And we'll dive in obviously into the nitty gritty of this later on. But now, it's time for us to take a look at what can you expect in the exam.

00:14:01

All right, I'm going to come down here, and I'm going to open up my web browser here. And we're going to take a look at the OneNote 2010 exam. Now, this is up on Microsoft's website. So if you want to take a second, it's just microsoft.com/learning. And then, what you can literally do is click in the Learning, go to Certifications and Exam, drill down to the MOS, the Microsoft Office Specialist.

00:14:24

And then, they'll select the 853 exam, which is OneNote. Now, as you can see, this has been out for just a little bit. It's a proctored exams. How you can do it, you can go through City Port, which is what they use to schedule your exam right here. And this is what I love.

00:14:41

It shows you the overview of what the exam can expect, skills measured, and gives you some extra preparation materials. You don't need those. You've got our CBT Nuggets. And even the community-- you can go out and chat with other people that are learning and getting their certifications and get some help and tricks and tips and all kinds of fun stuff with there.

00:14:59

But the things that I want to show to you is, of course, the skills measured. So I click on the plus, and it's going to show you exactly what it is that you need to be able to accomplish. Now, remember that-- I love this. This objective may include but is not limited to, which means that it's not everything that might show up on the exam.

00:15:18

But I got to tell you, honestly, this does a really good job of showcasing to you exactly what you're going to need. So we're going to actually pretty much march through these through the rest of our CBT Nuggets. We're going to see how to manage our page layout, which-- combine containers, collapse paragraphs, do all kinds of fun stuff, configure the Backstage, which is that File button you click.

00:15:40

That's your settings, all those kind of fun things, create new notebooks, personalize OneNote so that way, it looks the way you like to do, including things like language settings, translation options. Personalize the page set up-- you like certain kinds of colors?

00:15:55

Hey, it's your notebook, why not pick them? And then, of course the powerful features are right here-- sharing and collaborating, how you share OneNote notebooks, how you share it via email. You can literally email other people about it. And then, they can come in and view the notebook, which is kind of fun.

00:16:11

That's neat. Collaboration-- you can actually allow coauthors. And as they edit and add to your notes, you'll see them show up. In fact, in one of our CBT Nuggets, you'll see maybe we'll bring our infamous Rachel Beck back, or Ryan Lee, and some of our CBT Nugget folks that are using-- get this-- they're using Office 365.

00:16:35

They know how to use OneNote. So we'll maybe plan some special party again, you never know. Organizing and finding notes, the tools that you have, how you merge sections-- you can create section groups and things like that. You can color code, protect with password.

00:16:53

How you can search OneNote-- fairly simple and easy to do. But they're going to expect you to know how to do it. History and backups, page versions-- remember, we talked about that. When you send a notebook to the Recycle Bin-- I'm done with this. I'm going to delete it.

00:17:08

Well, it sends it to the Recycle Bin on your desktop. So that way, in case you need it back, you can bring it back, OK? How you save it, you can quick filing, manage tags-- tags are huge. They really help you to track things when you start searching.

00:17:25

And then linking content-- you want to be able to link to other pages, link to documents, link to presentations, Internet Explorer web pages. You can do all those. You can insert files, embed files. Print file-- file print to OneNote is fun. In Word, you can literally go Send to OneNote, and it prints to there, edit the text, and then do a few other things.

00:17:46

So again, nothing I would say that is earth-shattering, nothing that is too difficult-- you're going to find out as we go through the CBT Nuggets on OneNote 2010 that by the end of it, you are going to be well-set. This is not going to be a hard exam at all.

00:18:03

In fact, in my personal opinion, it's one of the easier of the Microsoft Office Specialist exams. So there you go, that's what we are going to learn and what is on the exam. I think that was a great first look at OneNote 2010. First off, we took a look at what is new these days in 2010.

00:18:25

And remember, we saw some of the really cool features that we now have access to-- the ability to take data straight out of Outlook, send it there. You can send information like you have from Word. But now, it's like, hey, I want to put an email in there.

00:18:38

I want to put a task in there. No problem, you can just pretty much send it right there. We took a look at the Ribbon and the Quick Access Toolbar, which is now part of the interface. We saw how the navigation shows us where we have our pages, our sections, and where that is all located.

00:18:54

And it's really great, cool stuff. And then, we finally took a real quick look at what is expected on the exam, took you straight to Microsoft's website and showed you exactly what you need to know. And then, we're going to show you how to do here in these CBT Nuggets so you can pass that 77-853 exam.

00:19:16

I hope this has been informative for you, and I'd like to thank you for joining me.

Creating Notebooks

Basic Content

Managing Content

Options and Settings

Sharing Notebooks

Collaboration

Organization and Backups

Searching and Organizing

Linking Content

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