Becoming better acquainted with Microsoft Office OneNote 2010


Woody Walton

If you have looked at the new SKU matrix for Microsoft Office 2010 you will notice a couple of things.  First, there are less SKUs.  We have moved from eight SKUs in Microsoft Office 2007 to five across OEM, retail, and volume licensing in Microsoft Office 2010 (three cheers!). Second,We have added the Office web Apps to the Volume License SKUs (free for consumers on Windows Live).  Third, OneNote is pervasive across ALL SKUs!  Hmmm?


Interestingly, OneNote is also one of the four Office Web Apps (Word, Excel, PowerPoint, and OneNote).  To me this seems to be a statement.  OneNote is now a core productivity application and can be moved away from its former single purpose of a mechanism to make Christmas or birthday lists from web merchants, to one of profundity.  Consequently, I should state that my first real use of OneNote was to actually compile shopping/ wish lists because it pasted the URL below the screens clippings I inserted from the browser!  Cool capability one! 😉

Now that OneNote 2010 is included in every possible SKU your customer could purchase, regardless of channel, it becomes your responsibility to answer those “So what is OneNote?” questions with a solid answer that speaks to the productivity benefits that OneNote really brings to the table.

I was recently at a LAR (large account reseller) launching Office 2010.  I spoke to around 400 sales reps and only a few could state any more than one capability of the Microsoft Office OneNote product! That MIGHT have been fine when Microsoft Office 2007 was around and you could avoid the OneNote conversation, but now that it is primetime you cannot avoid it.  Seriously, I know it is not as important as Word, Outlook, or Excel to your business customers, but it can help you sell Microsoft Office and it can increase user productivity.

Lets list and then highlight just a few of OneNote 2010’s many enhancements.

Improved access to information

OneNote 2010 provides virtually uninterrupted access to notes by allowing you to view and use your notebook files anywhere — at work, home, or in transit.

  • Sync to Windows Live   You can access notebooks from any computer. You can also synchronize notebooks by using shared folders, Microsoft SharePoint Server 2010, and USB drives.
  • Microsoft OneNote Web App   You can access and edit notebooks from a Web browser, even on computers on which the full version of OneNote is not installed.
  • Microsoft OneNote Mobile 2010   By using a compact version of OneNote on a Windows Mobile-based smartphone, you can access and edit your notebooks stored on Windows Live and SharePoint.

Search, Outlook integration, organization, and editing improvements

The changes in these areas include the following:

  • Improved search, which can find information on either the current page, within selected sections or notebooks, or within notebooks.
  • Outlook integration improvements:
    • Create Outlook tasks from OneNote.
  • Improved organization and search features:
    • Section and page tab improvements.
    • Search improvements allow for rapid search and navigation within the search results. For example, by typing the first few letters of a title, users can quickly jump to recently visited pages, or repeat a previous search.
    • The ability to easily add links to content within other content — for example, pages, sections, or section groups — and to quickly navigate through these links. This enables you to create Wiki-like notebooks.
    • Quick Filing feature, which lets you choose where in your notebook you want to send information (such as mails from Outlook, pages from Internet Explorer, and so on).
  • Editing improvements:
    • Quick Styles for creating and applying headings.
    • Support for mathematical equations.
    • Formatting improvements for bulleted lists.
    • Mini Translator, which lets you use your mouse to point to a foreign word or phrase and see a translation into your native language in a small window (you can also use the Play button to hear the pronunciation of the word or phrase, and use a Copy button to paste the translation elsewhere in your notebook).
  • Research and note-taking improvements:
    • Linked note-taking to Web page URLs, Microsoft Word 2010, and Microsoft PowerPoint 2010.
    • Automatic text wrapping.
    • Docked OneNote.
    • Information Rights Management (IRM) protected printouts.
    • Print driver for 64-bit operating systems.

Sharing and collaboration features

OneNote 2010 supports simultaneous editing of notebooks by multiple users. For example, a group of users can work on a notebook at the same time, or a single user can work on the same notebook from different computers simultaneously, all without locking the file.

The changes are as follows:

  • New content is automatically highlighted.
  • Author information for any added or shared content is identified by a color-coded bar and the author’s initials.
  • Version support lets users see when and by whom changes were made to a notebook. Changes relative to earlier versions of the notebook are automatically highlighted.
  • Faster synchronization of pages so that changes are displayed to all authors in near real time.
  • Display recently added content (by last day, week, month, and so on). You can also get an overview of what specific users changed on specific days.
  • Merge feature allows merging two sections of a shared notebook.

Support for touch-enabled computers

OneNote 2010 provides support for computers that run touch-enabled operating systems such as Windows 7. The features include the following:

  • Panning and auto-switching   On compatible computers that run Windows 7, the user can scroll and pan around any page in OneNote 2010 by using a finger and, depending on the input device, OneNote automatically switches between pen, pan, and selection.
  • Zooming   On multitouch devices, such as a computer that runs a touch-compatible or multitouch-compatible operating system such as Windows 7, using a pinch gesture with the fingers allows a user to zoom in or out of a notebook page in OneNote to customize the page view.
  • Improved navigation   Several navigational enhancements have been added to OneNote 2010 for users who have computers that run touch-enabled operating systems.

This list was copied from the TechNet Article

AN IMPRESSIVE LIST of Capabilities.  Notice the one I called out in Green Italics…

OneNote 2010 supports simultaneous editing of notebooks by multiple users. For example, a group of users can work on a notebook at the same time, or a single user can work on the same notebook from different computers simultaneously, all without locking the file.

This is HUGE!  Two people at once without locking the file, shared on the network or the web, wow!

Here is snip showing choices:


At release Windows Love (SkyDrive) will support this sharing.

What about Outlook integration?  These products work side by side.  See how easy it is to drop Outlook info into OneNote and vice versa.






Comments (1)

  1. Madden Works says:


    Communicated Damn Well

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