OneNote is great for organizing information related to a project, so why not store a copy of key emails in OneNote alongside other data about the project? When you view an email in Outlook you will see a OneNote button on the menu bar at the top of the window. When you click on that button a new window will appear that allows you to select what part of OneNote you want to send a copy of the email to. The new window will look something like this one:
You can select the destination and then click on OK to send the note to the OneNote notebook. At the bottom of that Window is a box where you can select to Always send email notes to the selected location, which will speed up future copying of emails to OneNote.
If you create a meeting on your own Outlook calendar you will see a button on the Meeting tab of the menu bar labeled Meeting Notes. Clicking on that button will give you the option to Take notes on your own or to Share notes with the meeting. Either choice will take you to a new window where you can choose where in OneNote you wish to store the notes for the meeting. Below is an example of the type of window you will see if you choose to share the notes with the other attendees.
The note near the bottom of the window highlights the fact that Only people who have access to the notebook will be able to use the notes. For example, if the meeting is a weekly meeting of your team, then you might place the shared meeting notes in a OneNote notebook that is shared out from your team’s SharePoint site.
Once you have chosen the location, a page will open in OneNote that displays the arrangements for the meeting, as illustrated below:
If you always wish to direct certain types of Outlook data to be sent to specific locations, then there is an easy way to achieve that using the options for OneNote. To get to the options, select the File menu and then choose Options on the left hand menu. In the new window that appears choose Send to OneNote on the left. You should now see options similar to those shown below, except that you will be able to choose your own locations for each type of object:
Using the image above as an example, the next time I click the OneNote button in an email it will be automatically sent to a new page in the section called “Emails” within the notebook called “My Notebook.” I will not be prompted to select a location, thus speeding up the process. Likewise, any contacts I send from Outlook will go straight to the “Contacts” section in the “Team Shared” notebook.
To conclude, we have seen that it is easy to move data from Outlook to OneNote so you can store it along with other associated data and share it with others when needed. In a future blog post, we will take a look at ways to protect, and if necessary recover, data that you have stored in OneNote.