Make the switch to OneNote 2010

See also

Minimize or maximize the ribbon

In the upper-right corner of the OneNote window, next to the Help button, click the Minimize/Maximize button. (You can also press CTRL+F1 to minimize or maximize.)

Button image

Use the Mini toolbar to work with text

Select and right-click the text that you want to format — or flag, or create a task for — and then make your choices on the Mini toolbar.

Open or close the Microsoft Office Backstage view

At the left end of the ribbon, click the File tab.

File tab

To return to the normal view, either click the File tab again or click any of the other ribbon tabs. (Just don’t click the Exit button, unless you’re ready to close the whole program.)

Copy formatting by using Format Painter

  1. Select the text that has the formatting that you want to copy, and then click Format Painter Button image , either on the Mini Toolbar or in the Clipboard group on the Home tab of the ribbon.
    Notice that the mouse pointer changes to a paintbrush.
  2. Drag to select the text that you want to apply the formatting to.

Note    To apply the formatting in more than one location, select the text that has the formatting that you want to copy, and then double-click Format Painter Button image . One after the other, drag to select each of other locations where you want to apply the formatting. When you are finished formatting all locations, press ESC to turn off Format Painter.

Create a new pen or highlighter

  1. On the Draw tab, in the Tools group, in the lower-right corner of the gallery of pens, click the More button.
    More button in Pen Gallery
  2. Near the bottom of the gallery, click Color and Thickness Options.
  1. In the Pen Properties dialog box, under Stroke type and thickness, click either Pen or Highlighter, and then click the thickness that you want.
  2. Click a Line color for your pen or highlighter, and then click OK.

Add or remove pens and highlighters on the Quick Access Toolbar

  • To add the whole gallery of pens   
    On the Draw tab of the ribbon, right-click the gallery of pens and then, on the shortcut menu, click Add Gallery to Quick Access Toolbar   .
  • To add a single pen or highlighter   
    Click the More button at the right end of the Quick Access Toolbar.
    Button image
    On the shortcut menu, click one of the listed favorite pens and highlighters.
    For a larger selection of favorite pens and highlighters that you can add, click the More button on the Quick Access Toolbar again. Near the bottom of the shortcut menu, click More Commands, and then add pens or highlighters by using the controls in the OneNote Options dialog box.
  • To remove any tool or command from the Quick Access Toolbar   
    Right-click the icon and then, on the shortcut menu, click Remove from Quick Access Toolbar.

Move the Quick Access Toolbar closer to your notes page

At the right end of the Quick Access Toolbar, click the More button.

Button image

On the drop-down menu, click Show Below the Ribbon. (To move the Quick Access Toolbar back to its original location, click the More button again — but this time, click Show Above the Ribbon.)

Create a new notebook

  1. Click the File tab to enter the Backstage view and then, to the left, click the New tab.
  2. Specify a storage location and a name for the new notebook, and then click the big Create Notebook button.
    You can also begin this process by right-clicking any notebook in the list on the Navigation Bar and then clicking New Notebook.

Change notebook properties (display name, color, location, and file format)

Right-click the notebook in the list on the Navigation Bar and then, on the shortcut menu, click Properties. Make your changes in the Notebook Properties dialog box.

Close a notebook

Right-click the notebook in the list on the Navigation Bar and then, on the shortcut menu, click Close This Notebook. (Remember that we recommend closing a notebook only if you no longer actively use it and do not want it included when you perform a search.) Note that closing a notebook does not delete it; it merely removes it from the Navigation Bar.

Add pages

  • At the top of the page-tab list   
    Click the New Page button.
  • At another location in the page tab list   
    Point to the page tabs until the little New Page icon with an arrow appears just to the left.
    Icon image
    Point to the icon (but do not click it), and then move it up and down the page tabs by moving your mouse pointer. Notice that there is a thick black line at the current location. At the location where you want the new page, click the icon.
  • Based on a template   
    Just above the page tabs, click the triangle at the right end of the New Page button and then click Page Templates.
    Button image
    In the Templates task pane, click the page template that you want to use.

Promote or demote a page or pages

  • By dragging   
    On the page tab, drag the name of the page to the right (to demote the page) or to the left (to promote the page). Remember that there are three positions: far-left, middle, and far-right.
  • Using a shortcut menu   
    Right-click the page tab and then click either Make Subpage (to demote the page by one position) or Promote Subpage (to promote the page by one position).

Select, collapse, and expand page groups

  • Select an expanded group   
    Click any page in the group to select it, and then double-click it to select the whole group.
  • Collapse an expanded group   
    Point to the page tab of the primary (top) page to display the Expand/Collapse button, and then click the button.
    Page Group showing expand contract button
    Notice that the PageSecs page tab now displays the Expand/Collapse button whether or not the page is selected, and that you can see the edges of other pages peeking out from below the page tab — two reminders that this is a collapsed page group.
  • Expand a collapsed group   
    Click the Expand/Collapse button on the collapsed group.

Move or copy pages by dragging

  • To a location in the same section   
    Select the page tabs of the pages that you want to move or copy, drag up or down the list of page tabs until the thick black locater bar is located where you want the pages, and then release the mouse button to drop the pages.
  • To a different section in the current or any other open notebook   
    Select the page tabs of the pages that you want to move or copy, and then drag to the target section on the Navigation Bar. Make sure that the correct section is highlighted before you release the mouse button to drop the pages.

If you want copies in both locations, remember to hold down the CTRL key while you drag.

And again, you may find dragging more secure if you collapse page groups first.

Move or copy pages by using a dialog box

Select the page tabs of the pages that you want to move or copy, right-click the selected pages and then click Move or Copy. Make your choices in the dialog box, remembering to use the Copy button if you want copies in both locations.

Move or copy sections by dragging

Either in the row of section tabs above the notes page or in the list of notebooks on the Navigation Bar, drag the section tab to the location where you want the section. Make sure that the small locater triangle (in the row of tabs) or the black locater line (in the notebook list) is located correctly before you release the mouse button to drop the section. (If you want copies in both locations, hold down the CTRL key while you drag.)
Icon image
Section Locater Line in Notebooks pane

Send notebook pages in the body of an e-mail message

Select the pages that you want to send and then, on the Share tab on the ribbon, in the E-mail group, click the E-mail Page button.

Remember that you can find more options for sharing on the Share tab in the Backstage view.

View overflow lists for sections and notebooks

  • Sections   
    At the right end of the row of section tabs (just above your notes page), click the little triangle on the tab with the three periods.
    Section Overflow tab
  • Notebooks   
    On the minimized Navigation Bar, click the little triangle on the button at the bottom, the one with the three periods.
    Notebook Overflow tab

Search for content in all open notebooks

  1. Press CTRL+E, and then type your search text.
  2. Move through your results by using either the scroll wheel of your mouse or your keyboard ARROW KEYS.
    Notice the Recent Picks that are identified at the top of the list.
    Also notice that OneNote provides a preview of the page on which each instance is located when the page is selected.
  3. To open the currently previewed page, press ENTER.

Search for content on the current page only

  1. Press CTRL+F, and then type your search text.
  2. To move among the highlighted instances, use the little arrows next to the Search box (just above the New Page button).
    Button image
  3. To cancel the search, click the little x at the end of the Search box.
    Button image

Create a link to another location

Select the text or other item that will be clicked to activate the link, right-click the selection and then click Link. Make your selections in the Link dialog box. (Note that in previous versions this command was named Hyperlink.)

To follow the link that you just created, hold down the CTRL key and then click the linked text or item.

Choose the right way to paste copied material

  • Keep Source Formatting    Icon image
    Pasted text retains its original formatting.
  • Merge Formatting    Icon image
    Pasted text takes on the formatting of surrounding text in the location where it is pasted.
  • Keep Text Only    Icon image
    Only text is pasted — and no graphical elements. When pasted outside of other text, the pasted text appears in your default OneNote formatting.
  • Picture    Icon image
    All copied material is pasted as a single picture, and it is not possible to edit any text that appears in the picture.
    Note    It may be possible to extract the text pasted as part of a picture in an editable format. Right-click the picture that includes the text and then click Copy Text from Picture.

Version compatibility in OneNote 2010

  • With OneNote 2007   
    OneNote 2010 can open and edit notebooks in the OneNote 2007 format.
    If you want to share a notebook that was created in OneNote 2010 with people who are still using OneNote 2007, you must first convert the notebook from the 2010 format to the 2007 format: In OneNote 2010, right-click the notebook in the list on the Navigation Bar, click Properties, and then, in the Notebook Properties dialog box, click Convert to 2007. (Note that some new 2010 features are not available in 2007 notebooks.)
  • With OneNote 2003   
    OneNote 2010 can open notebooks in the 2003 format for reading, but cannot edit them until they are converted to either the OneNote 2010 format or the OneNote 2007 format. To convert a notebook, open it in OneNote 2010, right-click it in the list of notebooks on the Navigation Bar, click Properties, and then, in the Notebook Properties dialog box, click either Convert to 2010 or Convert to 2007. (Note that some new 2010 features are not available in 2007 notebooks.)