How to Use OneNote: A Beginner’s Guide to OneNote
Microsoft OneNote is one of the most versatile and powerful note-taking apps available today. (It’s one of my absolute favorite apps for digital planning, too.) Whether you’re taking notes in class, brainstorming ideas at work, or organizing your personal projects, OneNote has the tools to make your life easier. Plus, it’s completely free and works seamlessly across all your devices.
This guide will walk you through everything you need to know to get started with OneNote, from setting up your first notebook to mastering its most useful features.
What Is OneNote?
At its core, OneNote is a digital notebook that allows you to capture, organize, and share notes, ideas, and information. What makes OneNote stand out is its flexibility. You can type, handwrite, draw, insert images, record audio, and even clip web pages — everything you need to gather and organize your thoughts in one place.
Getting Started with OneNote
OneNote is available across multiple platforms, including Windows, macOS, iOS, and Android. No matter which device you use, the basic structure and features are the same.
Step 1: Download and Install OneNote
- Windows & macOS: Download from the Microsoft website or through the Microsoft Store.
- iOS & Android: Download from the App Store or Google Play Store.
Once installed, sign in with your Microsoft account to sync your notes across devices.
Step 2: Create Your First Notebook
In OneNote, everything starts with a notebook. Think of a notebook as a binder where you store all your notes.
- To create a new notebook:
- On Windows or macOS, go to File > New and choose where to save your notebook (OneDrive for syncing, or locally).
- On mobile, tap the + icon to add a new notebook.
Once you’ve named your notebook, you can start adding sections and pages to organize your notes.
Understanding OneNote’s Structure
OneNote is designed to be as flexible as possible, with a structure that mimics a traditional notebook or binder.
- Notebooks: These are your main files, and you can create multiple notebooks for different areas of your life (e.g., work, school, or hobbies).
- Sections: Each notebook is divided into sections, like dividers in a binder. You might create sections for specific projects, subjects, or topics.
- Pages: Within each section, you have pages where you can take notes. You can add as many pages as you need, making it easy to organize your information.
Taking Notes in OneNote
Now that you’ve set up your first notebook, let’s dive into note-taking.
1. Typing Notes
OneNote makes typing notes incredibly simple. Click anywhere on the page and start typing — OneNote allows for free-form note-taking, so you can type in multiple places on the same page without being restricted by a grid.
You can also format your text, using options like:
- Bold, Italics, and Underlining
- Bulleted and Numbered Lists
- Headings and Subheadings to organize large blocks of text
2. Handwriting and Drawing
If you’re using a tablet or a device with a stylus, OneNote lets you handwrite or draw directly on the page. Simply switch to the Draw tab, and you’ll have options for pens, highlighters, and shapes. This feature is especially useful for sketching out ideas or taking handwritten notes.
OneNote also has an Ink to Text feature, which converts your handwritten notes into typed text, making it easier to search and edit later.
3. Inserting Images, Files, and More
OneNote allows you to enhance your notes by inserting:
- Images: Copy and paste or drag images directly into your notes.
- Files: Attach files, such as PDFs or Word documents, to your notes.
- Web Clippings: Use the OneNote Web Clipper (a browser extension) to save web pages directly into OneNote.
- Audio & Video Recordings: Record audio notes or even video directly within OneNote. This is perfect for lectures, meetings, or interviews where you need to capture more than just text.
Organizing Your Notes
OneNote shines when it comes to organizing large amounts of information. Here are some tools to help keep your notes neat and easy to navigate.
1. Tags
Tags are a simple but powerful way to organize your notes. You can tag important information with labels like “Important,” “To-Do,” or “Question.” These tags make it easy to find key information later.
- To tag a note, simply highlight the text and choose a tag from the Home tab, or right-click and select a tag.
2. Using Search
With OneNote, you can search across your entire notebook — even if your notes are handwritten! The search bar lets you look for keywords, tags, or phrases in any section or page. This makes finding information quick and easy, especially if your notebooks grow large.
3. Creating Sections and Subsections
Organize your notebooks by creating sections for different topics, and within each section, add pages or even subsections. This is helpful for breaking down larger subjects into manageable pieces.
Collaborating and Sharing Notes
OneNote is also a fantastic tool for collaboration. You can share your notes with others and work together in real-time.
1. Sharing Notebooks
You can share an entire notebook or just specific pages with others. This is great for group projects, class notes, or team collaboration.
- To share a notebook, click File > Share, and choose whether you want others to View or Edit the notebook.
2. Real-Time Collaboration
When sharing notebooks, you and your collaborators can edit notes at the same time, and changes are saved in real-time. This feature is perfect for brainstorming sessions or meeting notes.
Using OneNote Across Devices
One of the greatest advantages of OneNote is its ability to sync across devices. Whether you’re on your computer at work or using your phone on the go, your notes will always be up to date.
- Windows & macOS: Full-featured versions with all the tools available.
- iOS & Android: Mobile versions are slightly pared down but still offer essential note-taking features like typing, drawing, and inserting media.
All changes are synced through your Microsoft account, so no matter which device you use, you’ll have the latest version of your notes.
Tips and Tricks for OneNote Power Users
Want to get even more out of OneNote? Here are some additional tips:
1. Keyboard Shortcuts
Speed up your workflow by using keyboard shortcuts. For example:
- Ctrl + N: Create a new page
- Ctrl + T: Create a new section
- Ctrl + 1, 2, 3: Apply tags like To-Do, Important, and Question
2. Pin Pages to the Side
If you’re working on multiple pages at once, you can pin your most frequently used pages to the side panel for easy access.
3. Version History
Accidentally deleted something important? No problem — OneNote saves versions of your pages. You can easily recover old versions by right-clicking a page and selecting Page Versions.
Why Use OneNote for Digital Planning?
OneNote is more than just a note-taking app — it’s an all-in-one planning system. You can create notebooks for different areas of your life, add sections and pages to organize tasks, and sync everything across devices.
Using OneNote with the Key2Success Digital Planner takes your planning game to the next level. It’s flexible, intuitive, and accessible from anywhere. Whether you’re managing work, personal goals, or projects, this system helps you stay on track and achieve more.