how to Microsoft 365

How to Get Started with Microsoft OneNote in MS Teams

David Francoeur July 14, 2021


The unexpected business changes introduced by COVID-19 have compelled businesses to reinvent their business models and modify their processes to stay relevant in the current environment.  Without setting up a secured digital infrastructure for their remote workplace, it would be challenging to connect with employees, partners, vendors and customers to continue to operate in this changing and challenging reality today.

Essential applications such as Microsoft Teams come in handy as it offers extensive capabilities to cater to the growing needs of a business. Let us explore how you too can keep up with an evolving digital workplace with the capabilities of applications like OneNote in your Microsoft Teams environment.

Benefits of Using Microsoft 365 Apps with Microsoft Teams

A helpful communication platform like Microsoft Teams can be easily integrated with various Microsoft 365 apps such as OneDrive, SharePoint, OneNote, and more.

These Microsoft 365 apps provide structure to your data and allow you to eliminate the struggle of juggling between third-party software. Furthermore, by adopting and syncing the right apps, you reduce the risk of miscommunication and delays as all the relevant information gets stored in a central location.

Also, the communication remains consistent across all Microsoft Teams channels, allowing the team members to focus and prioritize tasks to complete them on time.

10 Things You Should Know About Microsoft OneNote

To take this experience to the next level, Microsoft OneNote has developed features that will allow you to efficiently collaborate with your team remotely by creating and sharing notes, project reports, guidelines, and more in real-time.

If you were curious to know more about how OneNote functions and how it can be used with Microsoft Teams and SharePoint, here are some answers to your questions to get you started:

1. How to Access Microsoft OneNote

Microsoft has got you covered. You can access Microsoft OneNote through Windows, Mac, iOS, Android, and web.

ms onenote app across devices
Image: Microsoft OneNote Application on different devices

2. How to Add Microsoft OneNote to MS Teams Channels

To add Microsoft OneNote, click on the plus icon on your Microsoft Teams channel. That will open a pop-up window that will allow you to view all your apps. Now click on the Website app. Through this app, you will be able to pin any secure website on your channel.

This app will show you two fields: Tab name and URL. In the Tab name field, type OneNote and in the URL field, enter the URL of your OneNote page from your browser. Once you have saved this, it will allow you to access the OneNote webpage through the Microsoft Teams app.

3. How to Organize Content in Microsoft OneNote

In Microsoft OneNote, there is a hierarchy for organizing your data or managing projects. It will allow you to view the number of projects you are working on and neatly segregate any notes and relevant documentation for each project.

The hierarchy is as follows:

  • Notebook
    • Section
      • Page
        • Subpage

A Microsoft OneNote Notebook is at the top of the hierarchy. You can create a MS OneNote Notebook for each project and name it accordingly. Within this MS OneNote Notebook, you would have to build sections to define various tasks associated with the project and save the notes for each task on its respective page.

Explore the interface of microsoft onenote
Image: Exploring the Microsoft OneNote Interface

4. How to Create and Manage Multiple MS OneNote Notebooks

A Microsoft OneNote Notebook can be created by clicking on the ‘+Notebook‘ option at the bottom left corner of the screen or you could also right-click and click on the ‘New Notebook‘ option. You can create multiple MS OneNote Notebooks at a time for every new project and share them with your team members to begin your collaboration.

managing notebooks in microsoft onenote
Image: Managing Multiple Microsoft OneNote Notebooks

5. How to Create MS OneNote Sections

A section is a part of a MS OneNote Notebook. To create a section, click on the respective Microsoft OneNote Notebook of the project.

At the bottom left corner of the screen, you will see an ‘Add section’ option; click on that. That’s how you can create multiple sections for your MS ONeNote Notebook to define the tasks associated with your project. You can also create subsections by dragging one section over another.

6. How to Create MS OneNote Pages & Subpages

A page is where you make notes for a specific task (section). For each page, you will have to enter the title to identify the topics of notes for every task.

To create a Microsoft OneNote Page, you need to click on a specific section and click on the ‘Add Page‘ option. You could also create a subpage by dragging a page over another.

7. How to Efficiently Organize MS OneNote Notes

Microsoft OneNote comes with various features that can help you save time and organize your information efficiently while taking notes. One such feature is ‘Optical Character Recognition’. With the help of this feature, you can paste screenshots or pictures in your notes (pages) and then use the Copy Text from Picture option to paste the text in your notes rather than typing it.

Another great feature to add to your MS OneNote notes is ‘Ink To Shape‘ or ‘Ink To Text‘ options along with the Lasso tool for formatting and styling your handwritten diagrams and notes. This app is also automatically synced with the ‘Stick Notes‘ app, so you can quickly make notes or jot down ideas on the go instead of scribbling them on a rogue paper or your diary.

taking notes in ms onenote
Image: Taking notes in Microsoft OneNote

8. How to Store Microsoft OneNote Files

On Microsoft OneNote, all the files are automatically saved on the respective notebooks in the Documents folder on your OneDrive account.

In Microsoft Teams, you could save the files or documents on SharePoint  if you want to share them with the corresponding Microsoft Teams team and provide them the access to review or edit them.

9. How to Find My OneNote Files

The easiest way to find your Microsoft OneNote Notes is by using the search bar in Microsoft 365 and/or Microsoft Teams to enter relevant keywords or searching by using Tags. Tags are similar to bookmarks as they allow you to categorize and group your content. You can use these tags to define action points such as Important, Remember for later, Follow Up With Team, or create a custom tag by clicking on Create New Tag option.

When you search something by a tag, you get to see all the notes under the same tag across all projects (MS OneNote Notebooks and Sections). Microsoft OneNote also has the ‘Optical Character Recognition‘ feature that allows you to scan or find text or words in an image, so you don’t have to spend extra time to transfer the information from an image into your notes.

10. How to Secure Data or Manage Accessibility on OneNote

While working on a project, you can also restrict the access of certain sections in a Microsoft OneNote Notebook by setting a password. Only authorized users will be able to access those MS OneNote Sections and the Pages within them.

To set the password, right-click on the MS OneNote Section that contains sensitive information and select the ‘Password Protection‘ option. Note that while searching, the information in these sections will only be visible to users that have access to them.

Get Microsoft OneNote Pre-Configured with Orchestry

customize features with Orchestry workspace Templates
Image: Customize Features and Documents with Orchestry Workspace Templates

You could also choose to set up the Orchestry’s Pre-Built Workspace Template for Microsoft Teams and SharePoint Online with a Microsoft OneNote tab pre-configured into one or more channels.

Just select with document templates you would like included in your workspace! This will allow you to get a professional set up and track your data efficiently without spending too much time on the initial discovery and planning stage.

Especially if you are new to Microsoft Teams and SharePoint Online. Let Orchestry help you transition smoothly, minimizing the chaos and sprawl. Get in touch with Orchestry to start your free trial!

About the Author

David Francoeur Image

David Francoeur

Orchestry Director of Product Delivery

As a speaker, author, and consultant operating across industries, David brings to Orchestry a diversified perspective on solving problems in the Digital Workplace. Working cross-functionally to guide products from conception to launch, he carefully connects the technical and business worlds. Passionate about user experience and design, David thrives on outcomes that are not only successful from a technological perspective but more critically; adopted, championed, and valued by the business.

Beyond his passion for the digital workplace, David enjoys spending time with his spouse and daughter, playing soccer, or reading a good book.


This Privacy Policy explains what information Orchestry Software Inc. and its associated entities (collectively “Orchestry”) collect about you, why, what we do with that information, how we share it and how we handle the content you place in our products and services. It also explains the choices available to you regarding our use of your personal information and how you can access and update this information.

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Our Privacy Policy applies to the information we collect when you use one of our services, or when you otherwise engage with Orchestry Software, including, but not limited to:
when you visit our websites (“Websites“);
when you contact us for assistance;
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Orchestry is committed to protecting your privacy. This Privacy Policy applies to our websites (Websites), including, and, owned and controlled by Orchestry.

This Privacy Policy governs our data collection, processing and usage practices. It also describes your choices regarding use, access and correction of your personal information. By using the Websites, you consent to the data practices described in this Privacy Policy. If you do not agree with the data practices described in this Privacy Policy, you should not use the Websites.

Information We Collect

We collect personal data that you submit to us via our website or third-party tools including, for example, when applying for a job via our website or requesting support in relation to one of our services.
You are free to explore the Websites without providing any Personal Information about yourself. When you visit the Websites, we request that you provide Personal Information about yourself, and we collect Navigational Information.

Information Collection & Access

Orchestry acknowledges that you have the right to access your Personal Information. If requested to remove data we will respond within a reasonable timeframe.

We may transfer Personal Information to companies that help us provide our service, such as those organizations as part of our Global Partner Alliance. Transfers to subsequent third parties for the sole purpose of responding to requests from Websites in the appropriate geography service territory.

“Personal Information”
This refers to any information that you voluntarily submit to us and that identifies you personally, including contact information, such as your name, e-mail address, company name, address, phone number, and other information about yourself or your business. Personal Information can also include information that you enter into on the Websites, and information about you that is available on the internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from service providers.

“Navigational Information”
This refers to information about your computer and your visits to this website such as your IP address, geographical location, browser type, referral source, length of visit and pages viewed.

We use Navigational Information to operate and improve the Websites. We may also use Navigational Information alone or in combination with Personal Information to provide you with personalized information about Orchestry.

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Information Usage

We use the information we collect only in compliance with this Privacy Policy.

In addition to the uses identified elsewhere in this Privacy Policy, we may use your Personal Information to: (a) improve your browsing experience by personalizing the Websites; (b) send information to you which we think may be of interest to you by post, email, or other means; (c) send you marketing communications relating to our business.

We will never sell your Personal Information to any third party. However, we may share or disclose your Personal Information as follows:
we may provide your information to our business partners, vendors or service providers who perform functions on our behalf;
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when we believe, in our sole discretion, that the disclosure of personal information is necessary to prevent physical harm or financial loss;
to report suspected illegal activity or to investigate violations of our agreements.

Reviewing, Correcting and Removing Your Personal Information
Upon request, Orchestry will provide you with information about whether we hold any of your Personal Information. If you provide us with your Personal Information, you have the following rights with respect to that information:
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To opt out of being solicited by Orchestry or third parties.

To exercise any of these rights, please contact us at or by mail to Orchestry Software Inc., 422 Richards St, Suite 170, Vancouver, BC V6Z 2Z4, Attn: Privacy. We will respond to your request to change, correct, or delete your information within a reasonable timeframe and notify you of the action we have taken.

Retention of Personal Information

We retain Personal Information that you provide us as long as we consider it potentially useful in contacting you our services, or as needed to comply with our legal obligations, resolve disputes and enforce our agreements, and then we securely delete the information. We will delete this information from the servers at an earlier date if you so request, as described in “Unsubscribe from Communication” below.

Customer Testimonials and Comments

We post customer testimonials and comments on our Websites, which may contain Personal Information. We obtain each customer’s consent via email prior to posting the customer’s name and testimonial.

Security of your Personal Information

We use a variety of security technologies and procedures to help protect your Personal Information from unauthorized access, use or disclosure. We secure the Personal Information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure.

Social Media Features

Our Websites include Social Media Features, such as the Facebook Like button and Widgets, such as the Share This button or interactive mini-programs that run on our sites. These features may collect your IP address, which page you are visiting on our sites, and may set a cookie to enable the feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Websites. This Privacy Policy does not apply to these features.  Your interactions with these features are governed by the privacy policy and other policies of the companies providing them.

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We offer publicly accessible blogs, message boards and community forums. Please keep in mind that if you directly disclose any information through our public message boards, blogs, or forums, this information may be collected and used by others. We will correct or delete any information you have posted on the Websites if you so request, as described in “Opting Out and Unsubscribing” below.

International Transfer of Information

To facilitate our global operations, we may transfer and access Personal Information from around the world, including the United States. This Privacy Policy shall apply even if we transfer Personal Information to other countries.

Corporate Events

If we (or our assets) are acquired by another company, whether by merger, acquisition, bankruptcy or otherwise, that company would receive all information gathered by Orchestry on the Websites. In this event, you will be notified via email and/or a prominent notice on our website, of any change in ownership, uses of your Personal Information, and choices you may have regarding your Personal Information.

Cookies & Similar Technologies

Orchestry uses cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole.

The cookies we use on this website are broadly grouped into the following categories:

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Some of the cookies described above are stored on your machine by third parties when you use our website. We have no control over these cookies of how the third party uses them. They are used to allow that third party to provide a service to us, for example website analytics. For more information on these cookies and how to disable them, please see:
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The use of cookies and web beacons by any tracking utility company is not covered by our Privacy Policy.

Log Files

We may collect demographic information, such as your region, preferences, interests and favorites using log files that are not associated with your name or other personal information. There is also information about your computer hardware and software that is automatically collected by us. This information can include: your IP address, browser type, domain names, internet service provider (ISP), the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system, clickstream data, access times and referring website addresses. This information is used by Orchestry to provide general statistics regarding use of the Websites. For these purposes, we do link this automatically-collected data to Personal Information such as name, email address, address, and phone number.

Clear Gifs (Web Beacons/Web Bugs)

We employ a software technology called clear gifs (a.k.a. Web Beacons/Web Bugs), that help us better manage the Website by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users.  In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly on Web pages or in emails and are about the size of the period at the end of this sentence. We use clear gifs in our HTML-based emails to let us know which emails have been opened by recipients.  This allows us to gauge the effectiveness of certain communications and the effectiveness of our marketing campaigns. We tie the information gathered by clear gifs in emails to our customers’ Personal Information. If you would like to opt-out of these emails, please see “Opting Out and Unsubscribing”.


We partner with a third-party ad network to either display advertising on our Web site or to manage our advertising on other sites. Our ad network partner uses cookies and Web beacons to collect non-personal information about your activities on this and other Web sites to provide you targeted advertising based upon your interests.  If you wish to not have this information used for the purpose of serving you targeted ads, you may opt-out by clicking here: (or if located in the European Union, by clicking here: Please note this does not opt you out of being served advertising.  You will continue to receive generic ads.

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You may unsubscribe from our marketing communications by clicking on the “unsubscribe” link located on the bottom of our e-mails, or by sending us email us at or by mail to Orchestry Software Inc., 422 Richards St, Suite 170, Vancouver, BC V6Z 2Z4, Attn: Privacy.

Contact Us

If you have any questions about this Privacy Policy or our treatment of the information you provide us, please write to us by email at or by mail to Orchestry Software Inc., 422 Richards St, Suite 170, Vancouver, BC V6Z 2Z4, Attn: Privacy.


We may amend this Privacy Policy from time to time. When there are changes to this Privacy Policy, we will update this page. The date on the bottom will always indicate when we last made changes.
Last Updated: July 28, 2020

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