Hello, everyone.
Welcome to part four of our productivity demo,
Microsoft OneNote: Basics and beyond.
This is a six part demo, so please come back and
check out our other videos on this topic, or find other events and
videos at microsoft.com/itshowcase.
And now, on to part four.
>> One of the really neat features of
OneNote is the ability to integrate with the Microsoft suite.
So not only do we have the ability to just use it as a word processor,
to type in and tag items to do.
But it also integrates really well with PowerPoint, Excel, so
it's really neat features that are available for us.
So let's go into that and
take a look at what that's available for us.
So in this case, let's talk about that shopping list again.
A very common scenario with shopping is budget.
So we need to make a quick budget.
How can we do that?
Within OneNote we have the ability.
So I'm gonna go down to this page right here, this untitled page, and
type in Budget.
Now, what I'm gonna do, within Budget,
is I'm just gonna add a table, initially.
I'm going to go into the Insert tab and insert a brand new table.
So I'm going to go in and add in a pretty decent size table,
maybe a five by three.
So within this page, within my OneNote notebook, I've got Budget.
In this case I wanna talk about cake.
So what is the budget for the cake?
Well, we want to spend maybe $50 for a cake.
I don't know how much cakes cost.
Is that a lot?
That might be.
But that was our budget for the cake and
maybe we ended up only spending $35.
So let's talk about maybe organizing this in some sort of table.
So now we have our cake budget.
Maybe we have our food budget as well.
Maybe that's $100 and we ended up spending $125.
And maybe for activities we budgeted $200.
This is gonna be a fun party.
I don't know what activities cost $200, but maybe they do.
And we ended up spending $250,
because we just went all out with activities.
So we have a budget, we've created a table.
Well, the integration with the Office Suite,
with OneNote, is pretty amazing in that I've created a table
just like we do normally within Word or PowerPoint.
But what's really neat, is now that we have this table created
right up here at the top under Table Tools.
So Table Tools appears once you create a brand new table.
You have the ability to convert this table to an Excel spreadsheet.
So we've typed in all these details,
maybe I wanna run some diagnostics on my budget for my party.
I can easily convert this to an Excel spreadsheet just by clicking
on Convert to Excel Spreadsheet.
So in just a second that will convert to an Excel spreadsheet.
So it's converting right now.
And we can see, back on the OneNote page,
that it has taken all those details that I inserted into the table and
put it into an Excel spreadsheet.
What's really neat as well,
is that we can go in and edit this Excel spreadsheet as well.
So if I just click on Edit it will actually open up
a brand new Excel spreadsheet with all those details in there.
Now, I wanna show you something that's really neat as well,
is the fact that, let's create a pivot chart based on these details.
We can do that simply by highlighting all those details and
clicking on Insert.
And then clicking on Recommended Charts.
I'm just gonna create a very simple pivot chart just to show
examples on what we budgeted for each of these items and
then what was actually spent.
So that first one is just fine for me in this case.
And I'm gonna click OK.
You'll see you'll add a chart right next to our table, and then
if I click Save, it will save that item back to our OneNote Notebook.
Now, the real power comes from,
as soon as this updates and includes the chart right next to it,
the real power comes from your ability to select, sorry about that.
Your ability to select what is actually shown.
So, in this case it's throwing up some errors, but
it'll actually show.
So there it is, it finally came in.
So we have our Budget here, on the left hand side, so
we can see actual numbers, but we also have a chart to the right.
Well the real benefit from this is we can actually select what is shown
within our OneNote Notebook.
So in this case, we want to see just that chart.
We don't wanna see the details behind it.
We just wanna see the really colorful chart that's
available for us.
In that case, what you can do is, you can right click on that Excel
spreadsheet, and then click on Select What to Display.
So if I click on Select What To Display,
right now the default is Display Everything.
I'm gonna deselect that and then select only the Chart 1, so
that item within that Excel spreadsheet.
Click on Chart 1 and then click OK.
The view will update and
then all you will see down here will be that chart.
So now, you don't see all the details behind there,
all you see is the really nice chart.
So as we're going along later on,
maybe next year when we're planning the next birthday party,
we can look back at what we budgeted and what we spent actually.
And so then we can make adjustments needed for our family.
So, that's just one of the great integrations of the Office Suite
with OneNote.
But the other great one is PowerPoint.
So, when you insert a PowerPoint into OneNote,
you have the great ability to annotate directly onto slides.
So, in this example, I'm going to go down and
let's talk about inserting any PowerPoint that you would show.
Maybe we're gonna show a slideshow from the years growing up.
So we're gonna have pictures of the person whose birthday it is.
And they're gonna be shown throughout the party,
we're gonna have a slide show going at all times.
In that case, we want to create a brand new PowerPoint and
have it living within this OneNote,
because this is our single location for all of our storage.
In that case, what I'm gonna do is I'm gonna click on Insert and
then I'm gonna click on File Attachment.
So again, one of the main great things about OneNote is the fact
that I'm just gonna insert a OneNote basics PowerPoint that we've created
just to show you as an example, on the amazing functionality
that's available to you with PowerPoint within OneNote.
So I'm just gonna select that PowerPoint and click on Insert.
And initially, I am just going to attach the file and show you how you
can actually display, just like we did with Excel, as well.
So, I'm gonna click on Attach file.
It's gonna include that PowerPoint.
So, you can see it right there, it's available.
Now, if I want to see that entire PowerPoint printed out,
each page, I can right click on that PowerPoint file and
then select Insert as Printout.
So if I were to click on Insert as Printout, I will click OK,
because I know this item is safe because I've added it previously.
And what it's going to do is it's going to insert each of those items
as a printout.
So, if I scroll up, there we go,
we now have that PowerPoint embedded within our OneNote Notebook.
Now, what's really nice and
really neat about OneNote is the search functionality.
So, we've got our PowerPoint presentation in here.
We can actually search each of those images within that PowerPoint.
So in this case, let's say we search for OneNote.
Up in the upper right hand corner, we have the ability to search.
Not only do we have the ability to search this notebook,
we can search all notebooks at one time.
So, in this case I've set my search default to be this notebook.
You can change that at any time by selecting on This Notebook.
You can change it and then you can select All Notebooks.
And if you wanted to set that as your default,
you can then go down and Set This Scope as your Default.
But right now, I just wanna search this notebook.
And what I'm gonna search for is OneNote.
You can see, as I start to type out OneNote, it highlights that image.
So every item that is included within my OneNote Notebook,
it will not only search text it will search within images as well.
So if I were to take a picture of a poster that had OneNote in it,
it would actually highlight that word, OneNote, within that image.
So again, the search functionality within OneNote is amazing and
definitely take full use of it as well.
Not only do we have the ability to search, though,
by including our PowerPoint, this is a great way to go through and
edit a PowerPoint as well.
So we're going from a personal aspect to maybe using this for
business purposes.
But we've included a PowerPoint into our OneNote.
We can over to the Draw tab within OneNote, we can select a pen,
so I'm gonna select the red pen because,
of course, red means bad and needs to be changed.
So I'm gonna select the red, and
we can draw with touch directly onto our OneNote Notebook.
So in this case, maybe OneNote Basics needs to be a larger size.
We need to move this WorkSmart@Microsoft item down to
the bottom right hand corner.
So we can go through and annotate directly onto this OneNote notebook
and identify items that need to be changed.
So this is a great collaborative tool, and in just a second we'll
talk about how we can share, how with others to collaborate.
But this is a great way for me to go through and
check out this PowerPoint, make my changes, and then submit this to
somebody else later on for them to go through and make those changes.
So again, really neat ability to be able to draw directly onto your
OneNote Notebook.
Now, just like having a notebook, think about when we were back in
school, having all those sections and stuff like that,
we had the ability again, to draw anywhere within our notebook.
Same thing goes with the ability to add text and
draw ourselves within this notebook, within OneNote.
Think of OneNote as a virtual notebook.
So the old notebooks that we had, the spiral bound notebooks we had,
this is the same thing except for it's in digital form.
In that case, we had the ability.
So if I were to just select Type, I can type anywhere on the page.
I can type here, over here, and down here.
So you can see, I can type anywhere on the screen.
Well that's because it creates brand new text boxes
everywhere I select and create brand new ones.
With those text boxes I can actually move those around as well.
So I can click each one of these text boxes,
I can pull them up and around.
Now, as you start adding content into your OneNote Notebook,
the real issue you'll run into is, lack of space.
So let's say at any one point, let's say I start drawing a little bit,
too, maybe I draw in Hello.
So we start drawing in some additional items.
Well, now if I wanted to add something in between,
I can type here and over here, maybe something right in between.
Well there's not a lot of real estate there for
me, and I could move each thing individually, but
then they would lose their aspect with each other.
And I don't want to do that,
maybe I've set this up to be exactly the way I want it to look.
In that case,
you always have the ability to insert some additional space.
So, on the Insert tab within OneNote,
make full use of Insert Space.
You can add space anywhere within your OneNote Notebook, and what it
will do is, it will maintain that aspect ratio with everything else.
So if I click on Insert Space, I can hover in between,
I can type here and over here, click and then drag down.
You can see, everything has maintained its distance with each
other down below, but I've added in some additional space up above.
So this is perfect for us to add items in later on.
You also saw how I was able to draw.
What's really neat about the ability to draw into our OneNote Notebook
is the ability to convert ink to text.
So you can see I've drawn in there, Hello.
If I were to, on the Draw tab, click on Ink to Text,
it will actually convert what I wrote into text.
So there you go, it's now into Hello and now its able to search.
But let me undo real quick and
let me again show you the amazing search functionality of OneNote.
I drew that in there, that does not look very good, right?
[LAUGH] But, if I search within my OneNote notebook for
hello, you can see it highlights my inking.
So everything that I write, if it recognizes it as a word,
it will highlight it for you and will make sure you search for it.
So I can search for hello even with my really horrible handwriting,
it will actually highlight that item for me.
So again, amazing search functionality with OneNote.
It can even read my horrible handwriting.
So great abilities available for you there.
>> We're at the end of part four.
We hope you enjoyed it.
Check out part five where Brian walks us through how to store
securely to OneDrive and access OneNote from any device.
IT Showcase has events scheduled every month where you can get your
questions answered live.
We hope you'll join us again and bring your colleagues.
You can find our schedule of upcoming events as well as on demand
videos and other content at microsoft.com/ITShowcase.
Thanks again.