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
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.
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:
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.
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.
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.
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
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.