Tuesday, May 28, 2013

Every SharePoint Team Site should have a OneNote notebook

Update:  Office 365 and SharePoint now include a OneNote notebook in the default teamsite.  Thank you Microsoft!

In my experience, any "team site" should have a document library containing a OneNote team notebook.  My theory behind this is that a team site is typically created for collaboration and a team notebook is likely the best tool for many collaboration needs.  These features are listed herein.  Note that team sites gutted and used as the base for a custom solution would not be considered a "team site" for this argument.  I would consider the use of Evernote or similar notebook solution as a decent alternative, albeit not as fully featured/integrated.

Windows 8/10 tip:  Make the desktop version your default to get the most features.

OneNote 2016 and Office 365 new features

  • YouTube video embedding
  • Microsoft Edge browser note taking integration
  • me@onenote.com universal send to address - Office 365, OneDrive, OneNote Online
  • Office Lens mobile app integration
  • Evernote migration

OneNote Notebook features
  • Continuous Save (No Save Button)
  • Automatic track changes / version history
  • Automatic synchronization and offline editing
  • Simultaneous editing (changes highlighted)
  • Windows-Shift-N desktop shortcut or right click via the control panel
    • Also the Windows-N new side note and Windows-S screen clipping shortcuts
  • 1-4 click left/top/right navigation (can go deeper at the section level)
  • Recent notebooks are easily accessible
    • These are available on the left Nav
  • Audio recording with note taking time stamps
    • Notes taken at any time during the recording can replay the recording at the appropriate time
  • Mobile device support
  • Embedded documents
  • Screen clip tool (Windows-S or Insert screen clip from note page)
  • Embedded links (Linked Notes)
    • If researching on the web, notes taken in OneNote will automatically embed the related URL
    • Also works when viewing other OneNote notebooks, PowerPoint, or Word documents
  • Drawing/tablet support (Ink to Text, Ink to Math)
  • Linked meeting notes from Outlook invitation for quickly accessing meeting notes for scheduled meetings
  • Freeform layout
    • Text, drawings, images, etc. can be inserted anywhere on the note page
    • Can markup a screenshot or document
  • Dock to desktop and full screen features
    • Docks to side of screen displacing the desktop so that you can take notes while demoing or working
    • Full screen mode removes the notebook navigation and menu items
  • Save to SharePoint or SkyDrive
    • Notebook sections are saved as folders within the document library, so don't be surprised if you see this in explorer view
  • Print to OneNote
    • Quickly markup or take notes on any document source
  • Math (Trig/Calculus support )
    • Higher math and graphs may require this add-in: not available for 2016
  • Web based version of OneNote
    • Included with SkyDrive, Office 365, or with on-premises Office Web Apps
  • Share pages and notebooks via Email (to facilitate notebook adoption)
    • Link to web viewer (if saved to a OWA enabled server) and client (if installed)
  • MindMapping (aka Bulleted Lists)
    • MindMaps are just graphical bulleted lists.  Make the bulleted list in OneNote and then copy the list to your favorite MindMapping tool.  This way you can collaborate with others who don't know or own the MM tool and you can look cool demoing the info.  Note that my whole blog could be converted into a giant mind map. :)

Additional Features with OneTastic
  • Macros
    • Macroland: prebuilt macros
  • OneCalendar
    • See your notes by date in a calendar
  • Image utilities
    • Crop/rotate images and select OCR'd text
  • Custom styles
    • Like MS Word styles
  • Favorites and pin desktop shortcuts
When not to use OneNote
  • Final published or printable document
  • Blogging
    • Use Windows Live Writer instead (send to blog is supported but not as good)
    • Drafts in OneNote are ok
  • Heavily formatted content or page oriented layout
    • This is better done in Publisher or Word
    • When copy/pasting or sending to MS Word, bullets may need to be reset and other formatting corrected
      • Highlight the bulleted list and then double click the bullet icon to fix the lists in MS Word
  • Diagramming or presentations
    • Use Visio or PowerPoint
    • Quick hand drawings or draft object drawings are ok
  • Spreadsheets
    • Use SharePoint lists or Excel and embed a link in OneNote
  • Dynamic/sortable/filterable lists, data, or documents
    • Use SharePoint

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