It’s reading, writing, and arithmetic with OneNote. It is as clear as day how Office 365 for business changed the way business operations work all around the world. For instance, if business owners want to relay important tasks and notes to their employees, they can now easily do it via email with Outlook—and that’s just one of the many things that Office 365 can do for your business.
Although Office 365 offers numerous applications that can help optimise daily operations, there are still many of them that are overlooked by end-users— and one is Microsoft OneNote. In this blog, you’ll learn about the different ways that you can integrate OneNote with Outlook for your own benefit.
What Is Microsoft OneNote?
This application is intended to aid end-users in their notetakings and to do lists. It enables you to organise and store data as you keep track of your meetings and tasks in the office. Microsoft OneNote is integrated into your Outlook’s Calendar and To-do list, and depending on your business needs, you can integrate it with the other Office 365 productivity tools as well.
How to Activate Microsoft OneNote in Outlook
If you want to make use of OneNote in your Outlook, you have to see to it that the app is enabled in the settings. Once it’s activated, you’ll be able to see a OneNote icon on the Home tab ribbon.
Here’s what you need to do to activate OneNote:
Step 1: Open the Outlook application.
Step 2: Make sure that your email inbox is open and then click the File tab on the upper left corner of the application. After doing that, you will see the Account Information window.
Step 3: On the left side, click Options. When you do that, the Outlook options window will appear.
Step 4: In there, you will see the Add-ins option on the left side. Select this and you’ll be able to view and manage your Microsoft Office Add-ins. This is also where you find the information whether the add-ins on your app are active, inactive or disabled.
Step 5: If OneNote is inactive, click COM Add-ins that you can see next to the Manage option at the bottom of the user interface.
Step 6: Press the Go button to see the Com Add-Ins dialogue box.
Step 7: Activate it by ticking the checkbox next to OneNote Notes.
Step 8: Click OK.
Now that you’ve activated the add-in, it’s time for you to learn how to make the most of OneNote. With this application, you can create a task in Outlook while using OneNote, add an Outlook task to OneNote, save an email to OneNote, and many more.
1. Create a Smart To-Do List
Sometimes when you’re writing down notes during your meeting, you take note about the tasks that need to be completed. And with OneNote, you can create Outlook tasks with the notes you just jot down. This can be done easily with your Outlook’s To-Do list.
Here’s a step-by-step guide you can follow to do that:
Step 1: Open your Outlook.
Step 2: Select the appropriate Notebook Section in your Outlook and add a task.
Step 3: Tick the box next to the To Do tag icon that you will find in the ribbon. After doing that you will see another checkbox on a blank page to represent new tasks.
Step 4: Type in the task description in the blank space you see next to the checkbox.
Step 5: Schedule the tasks you made and add details.
Step 6: Define the task’s importance by using the Priority field.
Step 7: After making sure you saved the changes you did to your Outlook, close the New Task window.
And with these easy steps, you’ll be able to create Outlook tasks using your OneNote application. If you want to view the tasks you made, you can open your Outlook’s task list located in the right pane of the application.
2. Add an Outlook Task to OneNote
Aside from creating Outlook tasks by using the OneNote, you can also use Outlook to add tasks to OneNote. And this can help certainly help any employee in managing their tasks better.
Here’s how you can do it:
Step 1: In your Outlook, open the To-Do-List.
Step 2: Select the task in Outlook that you want to add in OneNote
Step 3: Double-click on the task to open it.
Step 4: After that, click the OneNote icon you find in the ribbon to send the task.
Step 5: Select location and then click OK.
Right after doing that, you’ll be able to view your Outlook task in OneNote in the page where you created the task.
3. Save an Outlook Email to OneNote
If you find yourself in a situation where you want to write notes on the email you received, there’s a OneNote function you’ll definitely find useful—this is the OneNote feature that allows you to save Outlook emails. Aside from making notes on it, you can also create scheduled tasks based on the email.
Here’s how you can save your email to OneNote:
Step 1: Open your Outlook application and open your email’s inbox.
Step 2: Click on the messages you intend to save to OneNote.
Step 3: Select the OneNote icon you can find in the ribbon to send your messages to the OneNote app.
Step 4: Choose the location where you want to store your email.
Step 5: Click OK.
When you’re done doing these 5 steps, you will find your email on a new page in OneNote.
4. Perform a Quick and Easy Find on Tasks or Messages
The moment you get accustomed to using OneNote to store your information, you’ll be able to see how dependable it is. Apart from making notes and to-do lists easy to create, it also has a helpful search tool that can help you look for the tasks or messages in your notebooks.
Here’s how you can do it:
Step 1: Open your OneNote application.
Step 2: Go to the search tool and type in a phrase that you can find on the task or message you’re looking for.
Step 3: Click enter.
By doing this, you will be able to go to the OneNote page where you saved the email directly. Hence, making your search faster and easier.
5. Automate the Meeting Minute Process
Most often than not, the things you have to do after your meetings is more time-consuming than the meeting itself. And with the help of OneNote, you’ll be able to automate the meeting minute process and spend more time on other important matters. All you have to do is to connect your meeting to your Outlook calendar and take down notes during the meeting, then you’ll be able to manage the tasks of the people who attended easily.
Here’s a guide on how to do this:
Step 1: See to it that your Outlook’s calendar is open.
Step 2: Select the meeting you want to add in OneNote and double click it. By doing that, an Invited Event window will appear.
Step 3: Connect the meeting to OneNote by clicking the OneNote icon that you find in the ribbon. After doing that, you will see a dialogue box asking if you want to take notes on your own or share notes with the meeting.
Step 4: Select the Share notes with the meeting option to write your notes in a shared notebook.
Or you can also choose the Take notes on your own option and share them through email. If you pick this option, you will have to click the Email Page icon on the ribbon and it will automatically set the attendees as your recipients.
6.Create Linked Appointment Tasks Using OneNote
In some instances, there are tasks that you need to complete before a set meeting or appointment takes place. And with the aid of OneNote, you’ll have the ability to link these tasks to your Calendar appointments.
Here are the easy steps you can apply to create linked appointment tasks in OneNote:
Step 1: Open your Outlook Calendar.
Step 2: Create an appointment or meeting and save the event item.
Step 3: Click on the OneNote icon on the toolbar. After doing this, the OneNote application will open.
Step 4: Select the location where you want to create the notes for the meeting or appointment in OneNote.
Step 4: Type in the notes that you want to turn into tasks later on. You can write them down in bullet or numbered form, but it’s not required. Moreover, you can also create a short heading for the task so that it will be easier to spot in your Outlook tasks.
Step 5: Hover your cursor on the paragraph or list item that you want to convert into a task.
Step 6: Click on the Outlook tasks button you can see on your app’s Home tab and then set a due date for the tasks.
Step 7: You can repeat steps 5 and 6 multiple times to create additional tasks.
As you can see, it’s easy. So follow these steps to help you manage your tasks better before your meeting or appointment.