Take and format notes

Note-taking in Microsoft Office OneNote 2007 is as easy as writing in a paper notebook, but by using OneNote, you can also move text anywhere on the page or to other pages, create space and add pages when and where you need to, and tag important notes for follow-up.

Your notes can include any combination of typed text, pictures, and graphics — including text and images you collect from the Web pages — as well as digital handwriting, audio and video clips, and more.

What do you want to do?


Type or write notes on a page

  • To make typewritten notes, click wherever on the page you want the notes to appear, and then type. OneNote creates a note container for each block of text that you type or write.
  • If you're using a pen-input device, click Pen Button image on the Writing Tools toolbar, and then handwrite your notes anywhere on the page. To switch back to typing at any time, on the Writing Tools toolbar, click Type/Selection Tool. Button image.

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Move text on a page

Do any of the following:

  • To move text within the same page, move the pointer over the text. When the note container appears, click the top edge of the note container, and then drag the container to a new location on the page.
  • To copy or move text from one page to another page, right-click the top edge of the note container, click Copy or Cut on the shortcut menu, and then paste the notes to the page you want.

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Add space to a page

  1. Click Insert Extra Writing Space Button image on the Writing Tools toolbar.
  2. On the page, click where you want to insert more space, and then drag the pointer in the direction indicated by the arrow to add as much space as you want.

Click and drag to add more space on the page

Callout 1 Drag to add space at the edges of the page or between lines of text.

 Tip   To quickly add more space to the bottom of a page, click Scroll Down by Half Page Button image on the vertical scroll bar.

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Create a new page

  1. Click the New Page button above the page tabs to quickly create a new page. (Click the arrow next to the New Page button to choose a blank page, to create a subpage in a page group, or to create a page from a template.)
  2. In the Title box at the top of the page, type a title for the page. The title you type appears in the page tab along the side of the OneNote window.

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Change the order of pages

  • To move a page within a section, click and drag the page tab slightly to the right until a small arrow appears, and then drag the page tab up or down to a new location in the current section.

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Save notes

OneNote automatically and continuously saves your work while you take notes, whenever you switch to another page or section, and whenever you close sections and notebooks. There is no need to save your notes manually, even when you finish them.

 Tip   To save a copy of a section of your notes to a different location, use the Save As command on the File menu. OneNote will automatically save any further changes to that section of notes to that new location..

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Insert the time and date

Depending on how you use OneNote, you can use your computer's current date and time in your notes to mark or track chronological events. For example, you can keep a log of phone calls received at specific times during the day, or mark entries in your OneNote weblog or diary with the current date.

  1. Place the pointer where you want to add a date and time stamp.
  2. Do one of the following:
    • On the Insert menu, click Date and Time.
    • To insert the current date and time, press ALT+SHIFT+F.
    • To insert only the date, press ALT+SHIFT+D.
    • To insert only the time, press ALT+SHIFT+T.

 Tip   OneNote automatically adds a date and time stamp under the page title whenever a new page is created. To change the date or time stamp of a page, click the date or time, and then click the calendar or clock icon that appears. OneNote will use the new date and time stamp when searching the page for notes.

 Note   By default, OneNote uses the date and time format specified in the Control Panel in Microsoft Windows. To change the way dates and times are displayed in OneNote, double-click the Regional and Language Options icon in Control Panel in Windows, click Customize for the locale you have selected, and then choose the Time and Date format you want. The changes apply to new note pages, but not to note pages that you have already created.

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Create a bulleted or numbered list

Create a bulleted list

  1. On the Formatting toolbar, click Bullets Button image.
  2. Type the text you want for the first item in the list, and then press ENTER.

A new bullet for the next list item is created automatically.

  1. To end the bulleted list and continue typing a regular paragraph, press ENTER twice, or press BACKSPACE to delete the last bullet in the list.

 Tip   To automatically begin a bulleted list, type * (asterisk), and then press SPACEBAR or TAB.

Create a numbered list

  1. On the Formatting toolbar, click Numbering Button image.
  2. Type the text you want for the first item in the list, and then press ENTER.

A new number for the next list item is created automatically.

  1. To end the numbered list and continue typing a regular paragraph, press ENTER twice, or press BACKSPACE to delete the last number in the list.

 Tip   To automatically begin a numbered list, type 1. and then press SPACEBAR or TAB.

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Add or edit a hyperlink

OneNote automatically creates a hyperlink whenever you type or paste an Internet or World Wide Web URL into your notes.

Add a hyperlink

Do one of the following:

  • In your notes, type or paste the Internet address that the hyperlink should point to. For example, to add a hyperlink to the Microsoft Web site, type http://www.microsoft.com.
  • On the Insert menu, click Hyperlink, and in the Insert Hyperlink dialog box, specify the Internet address that the hyperlink should point to, and then specifiy the Text to Display where the hyperlink appears in your notes.

 Tip   To create hyperlinks to other locations in your notebook so you can navigate more quickly, click the notebook section containing the page you want to link to, right-click its page tab in the margin, click Copy Hyperlink to this Page, and then paste the hyperlink wherever you want it to appear.

Edit a hyperlink

  • Right-click the hyperlink, and then click Edit Hyperlink on the shortcut menu.

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Create a table

  1. Click the location where you want to insert a table.
  2. On the Table menu, click Insert Table.
  3. In the Insert Table dialog box, enter the number of columns and rows you want.

 Tip   You can create a table more quickly by drawing it. On the Standard toolbar, click the Insert Table button, and then drag the pointer down and to the right to specify the number of rows and columns you want. You can also use the TAB key to create a table and to add new columns to a table, and you can use the ENTER key to add new rows to a table.

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Insert a picture

You can insert pictures, graphics, and clipart into your notes.

To insert a picture from a file on your computer, do the following:

  1. On the Insert menu, point to Picture, and then click From File
  2. In the Insert Picture dialog box, navigate to the location where the file is located, click to select the file, and then click Insert.

To insert a picture from the World Wide Web, do the following:

  1. On the Insert menu, point to Picture, and then click From File
  2. In the Insert Picture dialog box, in the File name box, type or paste the complete URL of the image file, and then click Insert.

 Note   You can annotate pictures that you have inserted into your notes by typing text over them. Therefore, unlike most other Microsoft Office programs, clicking an inserted picture in OneNote does not select the picture. Instead, it places an insertion point for typing text. If you want to select a picture that you have inserted, move the pointer over it. A dashed blue border appears around the picture, and a blue cross-hair handle appears next to the picture. Click the border or the handle to select the picture. Once the picture is selected, click and drag it to a new location on the page.

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Insert a screen clipping

You can use OneNote to take a picture of all or part of your computer screen, and then insert it into your notes. These pictures, which are called screen clippings, let you quickly capture information that you do not need to edit. For example, you might take a picture of your business trip itinerary on your travel agency's Web site, and then paste it into your notes so you can view it when you don't have access to the Web.

You create screen clippings by dragging the pointer to select a rectangular area, which can range from a 25-pixel square to the entire height and width of your screen. Anything within the rectangular area is included in the image and is automatically added both to your notes and to the Clipboard. You can easily paste additional copies of the image onto other pages in your OneNote notebook or into another program.

  1. In OneNote, on the Insert menu, click Screen Clipping.

OneNote is minimized, and the last active window becomes visible.

  1. If necessary, switch to the program that displays the information that you want to capture as a picture (for example, a Web page in Internet Explorer).
  2. Click and hold the mouse button, and then drag the pointer in any direction to make a selection. For example, you can start from the upper left corner of the area that you want to capture, and then drag the pointer to the lower right.
  3. Release the mouse button to create the screen clipping and insert it into your notes.

 Tip   Whenever you create a screen clipping, it is automatically copied to the Clipboard. To insert the picture into any other program, click Paste or press CTRL+V wherever you want to insert the picture.

 Note   Screen clippings are static images. When you take a screen clipping of something (for example, a Web page), and the information changes at the source, the screen clipping is not updated.

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Add note tags to important notes

OneNote provides several predefined note tags, such as Important and To Do, that you can associate with your notes. You can also create your own custom note tags and search for tagged items.

Add a note tag

  1. Place the pointer in the paragraph that you want to tag.
  2. On the Standard toolbar, click the arrow next to the Tags button, and then click the note tag you want. For example, to attach a check box to something that you want to follow up on, click To Do Button image.

After you add tags to your notes, you can search your notes for tagged items and you can group tagged items together according to tag name.

Search for tagged notes

  1. On the Standard toolbar, click the arrow next to the Tags button, and then click Show all Tagged Notes.
  2. In the Note Tags Summary pane, narrow the Search scope if needed, and then click Refresh Results.

 Note   You can use the To Do note tag as a check box to indicate whether you have followed up on an action item. Select or clear the box in the Note Tags Summary task pane or on the page containing the note tag.

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Applies to:
OneNote 2007