OneNote is, for a lot of fans, the best application that Microsoft makes, especially in an educational setting. About 18 months ago, it was announced that the venerable and extensible (especially if you’re a OneTastic / OneCalendar user) desktop version was being put out to pasture, in favour of the more modern, erm, Modern version.
Office 2019 was no longer going to ship with OneNote – the desktop app was not being developed beyond OneNote 2016, but it would still be freely installable if desired.
Efforts would be focussed on the Modern / Store / “OneNote for Windows 10”, which shares a lineage with the mobile apps; there’s a lot to be said in favour of this strategy, since it would bring the UX of the Windows Store, tablet, phone and web apps into alignment. For regular ToW readers, this has been covered ad nauseam.
Well, blow me down, a brilliant Ignite session from @Ben Hodes only went and wound the clock back (and simultaneously painted it forward)… [Check out Union Jack Man at 42:18 in the video stream if you want a laugh]
OneNote 2016 is getting some CPR, and will be installed by default with clean Office setups again, early in 2020.
Point of clarity – a clean Office2019 / Office 365 install doesn’t currently include OneNote 2016 … but upgrading from an existing Office install that already had OneNote, does. If need be, go to http://aka.ms/installonenote to install OneNote 2016.
Some new features are coming, too – like Dark Mode, @mentions, To Do integration and more. The OneNote for Windows 10 code base is being back-ported to the older Win32 version; in time, the same underlying code will exist, even if there remains two versions of the product. It was previously reported that across the Office suite on Windows, the Win32 codebase will be favoured going forward, even though Modern versions were released for several of the traditional apps. We will have to wait and see.
Of course, lots of functionality exists in common between the two current versions of OneNote, even if the level of detail and the way to invoke and use it is a little different – take Record Audio, for example.
Did you know that if you insert an audio recording into your OneNote page, that any handwritten or typed notes you take while the recording is underway, will be linked to the corresponding place in the audio?
Later, if you click on a block of text or handwriting, you can play back the recording at just that point, or if you just start playing the audio, the notes you took will be highlighted as the playback progresses.
No such function appears to exist in the OneNote for Windows 10 app; maybe that’s a good thing. After all, OneNote 2016 only lets you turn it on after an ominous-sounding warning…
Here’s a quick tip in OneNote – both the full-fat desktop client and the modern app version – which was inspired either through PEBKAC type unexpected clickery or maybe an Office update that inadvertently switched something off. A common feature stopped working, and it caused a serious dent in productivity…
Despite the two parallel PC versions of OneNote – which have been covered previously in ToWs #441, #427, #386, #320, et al – offering a good chunk of similar functionality to each other, there are still quite a few areas where the old desktop x86 version wins through.
Add-in support is available in the 2016 variant, for example, so you can run OneTastic (and in particular, OneCalendar, which is immensely helpful if you use many notebooks and take a lot of notes throughout your week).
A simpler and more useful feature for many is the ability to grab the contents and context of a meeting request from your Outlook calendar – so you can take notes during a phone call or a meeting, with all the text in the invite, names and email addresses of attendees etc. Can’t do that with
Search in the desktop OneNote is more powerful, too – CTRL-F takes you to the search box, CTRL-E expands your search, but the most powerful and probably least used is to press ALT-O when you have search results from the CTRL-E dialog; it will order them by the date of the page update… helping to filter out current vs obsolete info.
Bullet lists & indentations (sounds like a Muse song)
Did you know that, in both OneNote versions, if you’re typing notes and press the asterisk or dash key at the start of a new line, and then the space bar, it automatically turns your text into a bulleted list? Asterisks in the middle of a text block are ignored; it’s only seen as an auto-correct function if on a new line.
Just hit enter after you’ve started typing to add another new bullet or hit enter at the beginning of new bullet to finish the list. TAB and SHIFT-TAB lets you indent and un-indent a bulleted line. It doesn’t sound all that revolutionary, but if you’re typing notes during a phone call, it can make all the difference between keeping up or missing discussion points as you fish around with the mouse looking to click the toolbar. If you’re used to it and it gets switched off, it’s a real pain.
The same kind of functionality exists in Word and Outlook too, but now and again it does get in the way – if you’re marking a block of text* that you then want to expand on later without auto-bulleting, for example.
* The simplest way to get an asterisk or dash at the start of a new line is to quickly press Undo – CTRL-Z – as soon as the indentation with the bullet happens, and you’ll be reverted to simply having the character at the start of the line.
There doesn’t appear to be any way of disabling the feature on the Modern App (which you can start by running onenote-cmd: at the Win+R box, if you read ToW #445 and #443) – maybe that’s a good thing, preventing the user from harming their own productivity…
Tips talking about OneNote include coverage of the Modern App version, on ToW’s
#320, #386, #427 among others. The tl;dr version is that OneNote 2016 = great desktop app, OneNote metro/store/modern/whatev = not so functional but simpler and getting better, with a consistent UI across Windows, Mac, mobile & web. The OneNote team has basically said the desktop version is on life support and all new function development effort is going into the Store app version. Here’s a summary of their differences.
There have been a variety of updates recently – they should make their way to you automagically, or if you want to give your machine a poke to hurry it along, go to the Store app, click the Ellipsis menu in the top right and choose Downloads and updates.
You might see that the Microsoft Store app itself has had a bit of an overhaul, too…
The OneNote Store version (sometimes officially referred to as “OneNote for Windows 10”) is a new codebase, which misses some of the more power-user features of OneNote 2016 but at the same time has added some new functionality that doesn’t exist in the desktop version, like ink to shape conversion. While many of the new feature adds are filling in gaps to the desktop release, some are adding new functions altogether.
The latest update delivers a mixture of new and old – officially, there are no new features (according to the status page, at least at time of writing) but that’s not what is being reported widely (here, here), and by OneNote program manager @William Devereux, who summarised it nicely on Twitter.
If you’re a OneNote 2016 desktop user, why not set yourself a challenge and try switching to the OneNote for Windows 10 version for a week? Both versions can happily coexist and access the same data files, so you won’t lose any data and can easily switch back and forth between them, even running them both at the same time and perhaps with different notebooks open. To change the default version of OneNote, see here.
As has been covered many times previously on ToW, the OneNote app has a lot of fans who love the product and use a lot of its features, especially when it’s used in the Classroom. Defectors to other platforms sometimes bemoan the lack of OneNote (or a decent alternative) as a hurdle in using their chosen environment.
Talking about OneNote can be confusing, though, as there are the two PC versions – OneNote 2016, the Win32 app that’s evolved ever since the first version shipped as part of Office 2003, and the shiny new codebase that is OneNote for Windows 10, the Store app which also shares a lot of its UX with the Mac, mobile and web versions. Differences are explained here.
Major users of OneNote may have noticed that over the last couple of years, the traditional Windows app hasn’t received a whole lot of new functionality, but the Store version has had regular updates with extra features… though it is a much simpler app anyway, so there’s more to improve. The
Recently, the OneNote team announced that there will be no further development of the traditional OneNote 2016 application, and that it won’t be installed by default in the next iteration of Office (though it will still be available as an option, in case you can’t live without it).
New features are planned for the Store version – like support for tags, and what looks to be a tweak to the search experience, which will provide additional search refinements. Whether it’s as good as the somewhat obscure but quite powerful Search capability in the 2016 app remains to be seen.
To get the latest version of the OneNote app, first check it’s up to date, or join the Office Insiders program. Windows Insiders also get early access to OneNote versions, and there’s an Experimental Features option (in the ellipsis “···” Settings & More menu, Options).
Paul Thurrott – an unashamed fan of the OneNote for Windows 10 app, preferring it to its elder sibling – also reported on the news. Paul points out that the UWP version has better support for ink, that syncing is faster, performance is better etc. Tech Republic has some further commentary too.
In Outlook, any time there’s a date field (like when you’re setting a reminder, or entering the start date/time for an appointment) you can choose or enter a regular date, or put in an expression – like “2 days” or “next Tuesday” – and Outlook will figure out the offset from today, and will set the appropriate date.
In some date fields (like an appointment start time), if you say “4 days” then press enter or TAB, it will evaluate the new date; if you return and put “4 days” again, it may add those extra days to the last date. Try a few other things like “next Christmas”, “3rd Sunday in November”, “2mo” , “7d” or some special days – there are some surprising ones there, like “Lincoln’s birthday”, and other events with static dates … though nothing that might change the actual date from year to year (like Easter, or Thanksgiving).
In Excel, press CTRL+; to insert the current date into any cell – add a SHIFT key to insert the time instead. Excel are many date-oriented functions, but you don’t always need to write functions – simple maths can work on date fields – calculating the number of days’ difference between two dates, for example, or adding a number of days to a start date.
In the desktop OneNote app, if you want to edit the date and time at the top of a page, click on the field and you’ll see a clock or calendar icon appear next to it – click on that is set to, click on that to change the value; handy if you’re updating some reference material and want to make it clear that it’s recent.
Another way might be to insert the current date or time into the text: to do so, press SHIFT-ALT-D, or SHIFT-ALT-T for the current time, or SHIFT-ALT-F for the current date and time. The last one is really handy if you’re taking notes about a phone call, and want to quickly note the time that your insurance company said that everything was all fine, or when you started the indefinite call to the airline. The same shortcuts apply to the desktop OneNote 2016 application and also the OneNote store app.
Word also supports SHIFT-ALT-D and SHIFT-ALT-T like OneNote, though inserts a date or time field rather than a simple bit of text, and is slightly different to the Date & Time command on the Insert tab, which gives a bit more control over the formatting at the point of insertion, rather than requiring the user to insert the field then go back in to edit the format.
Since Outlook uses Word as its text editor behind the scenes, the same shortcut keys will also insert date fields into the text of an Outlook email.
Tip o’ the Week ❤ OneNote. Both the full-fat trad Windows app version (OneNote 2016), and the Store (just “OneNote”) application that has a portion of the functionality and a simpler UI. One side effect of using OneNote a lot, though, is that you might have a huge amount of old pages in your set of Notebooks, especially if you share notebooks with your team, and end up with a Notebook for each project you’re working on.
If you’re using the regular OneNote 2016 application, and go to search content (by entering the search term into the box on the top right, maybe by just pressing CTRL+E to jump straight to it), you may find that the results you get include a lot of old content which isn’t all that easy to parse – the name of the notebook occupies much of the column showing the location of the matching page or section, there’s no date of last update or any means of sorting – so it’s hard to know what’s recent and what might be years old.
If you click on “Pin Search Results” at the very bottom of the results list, or press ALT-O, then you’ll see the results appearing in a pane to the right of the OneNote window, where you can change sorting and filtering options, and see the date the pages were last modified.
Referring to this option as “Pin” may make you think it’s a bit more permanent (such as pinning to taskbar or Start, or pinning to a menu somewhere), but it’s as easy to dismiss the results pane as it is to invoke it in the first place – just click the X in the top right of the window pane, or the close option on the drop down arrow which also lets you resize the pane or even move/undock it from the main Outlook window altogether.
There’s no obvious equivalent of this search granularity in the OneNote store app. ☹
OneNote continues to attract love from enthusiastic end users as well as continuous improvement from the product group; the former collective shows up with many blogs, articles and addins, most of which focus on the more traditional Windows desktop app, though the product group seems to be spending more effort in building functionality into the mobile and Windows Store versions of the app.
There are clear functional differences between the two Windows versions; the desktop app has a lot more functionality, some of it shared across other Office apps. The Store version (now being referred to as “OneNote for Windows 10”) has a much cleaner design that isn’t as functionally rich as the desktop but concentrates more on ease of use and focussing on the basics that are used most often, especially cross-platform with mobile and web apps too.
To hear a bit more about the ethos behind this redesign, (and other interesting info) check out this interview with OneNote design director, March Roberts.
If you’re a OneNote fan, there are plenty of great resources to get more tips and help – though quite a few of the blogs you may come across are pretty dead by the look of things. The most informative and up to date is maybe the official Office blog, which regularly posts OneNote content, especially with an educational spin: a key use scenario, given the effort that’s been put into the suite of classroom tools centred around the OneNote Class Notebook.
To get some more detail on what’s new, see the announcement here.
There are many bits of functionality buried in Office applications, and the typical assumption is that most people use a few percent of the functionality (though you can never be sure that it’s the same few percent used by everyone, otherwise everyone would settle for a much simpler and less functional Office suite – see Scott Adams’ The Dilbert Future, from 1997, draws a comparison with the Network Computer idea then being peddled by Scott McNealy – “many people will prefer a low-cost solution, even if it means giving up some functionality and prestige” – the answer? “one word: Yugo”).
OneNote is no exception – even heavy OneNote users will probably find useful functionality if they spend 10 minutes having a snoop around in the menus and trying stuff out. In this case, we’re talking about the more traditional Desktop OneNote app rather than the Store / Modern version. Ya falla?
Tags is a set of features you couldn’t say were hidden – they’re right in the middle of the Home tab on the Ribbon, in their own group called, er, Tags. You’ll see a supposed-to-be-easy-to-use list of common tags, a big shortcut to mark something as “To Do” and a Find Tags command. The idea is that you can select a blob of text or other object on your OneNote page, then click on the appropriate Tag to mark it as such, and recall it more easily in future.
First, let’s look at the list that’s provided by default – it has some probably pretty useful but unspecific things like “Remember for later”, but you can edit or add your own if they’re more particular to your needs.
There are a variety of ways to getting to the customize dialog – the simplest being to right-click in that list of tags and choose Customize Tags … (or just Modify the one you’re right-clicking). You’ll see a variety of things you can change about the Tag in the list, and you can also re-order the tags, and the top 9 will automatically get CTRL+number shortcuts.
Tags start to get really useful when you search for them, particularly if you use them a lot, and when you consider the relatively blunt search capabilities in OneNote (ie. It’s relatively easy to search either within the current page/section/notebook, but it can give you a huge amount of search results if you have lots of old data).
With Tags, you can scope down to a few predefined (though not customizable themselves) filters, and even create a single page referencing all of them.
One final note about Tags is that if you right-click on the list of Tags on the Home page, you’ll get the option of adding the Tag “Gallery” (as we now know the list to be called) to the Quick Access Toolbar, making it easier to select a tag for some piece of content from anywhere inside of OneNote.
OneNote is a favourite app for many people, especially if you like taking notes using a pen. With the Surface Pro announcement, it’s apparently even better with inking, even if the groovy new pen isn’t bundled with the package and only a third of existing Surface users ever pick their pen up.
There are some updates rolling out to the mobile & web versions of OneNote, that will improve a bunch of navigational and creative features, and will appear in the modern Windows app version (though OneNote 2016 will be unaffected).
As well as being a place to collaborate and store information, OneNote is a great place to dump all sorts of stuff you want to keep – from the business cards or expense receipts you might get from Office Lens, to emails or other documents you may want to associate with notes around a given topic.
If you have OneNote 2016 installed – via Office365 for example – then you’ll have a “Send to OneNote 2016” options visible in the print dialog from any application – but there’s a new Store app called Send to OneNote that does the same thing but for the modern Windows App once installed, you have another fake printer available for any app to drop a printout into OneNote.
Of course, there are other ways of getting content into OneNote – from the Share to method that was covered recently in ToW 378, to the OneNote Clipper browser extension, or even the direct email to OneNote function… all of which may both provide a more useful sharing/clipping experience, but are only usable in certain applications or ways.
The modern OneNote app keeps getting minor updates that both bring it more into line functionally with the traditional desktop OneNote 2016, but also give it a fresher UI in some respects, especially on touch or pen-friendly devices.
Inky was, along with his friends Blinky, Pinky & Clyde, one of the ghosts in the original Pac-Man. A little further back, Henry “Inky” Stephens was a noted inventor, businessman, politician & philanthropist. More recently, Inky is a company aiming to displace Outlook & Exchange by “fixing email”. You could also think of apps that support Windows Ink as “inky”. Maybe.
If you have a Windows 10 PC with a stylus, you may have noticed some additional functionality provided through the Ink Workspace (covered in ToW #340 no less) but it’s worth keeping an eye out on other applications for their increased usage of Ink, in a way that could make scribbling a more obvious and natural part of using your computer than you’d expected.
Recent updates to Office365’s client portfolio include a bunch of inky features – like the Maths* assistant in OneNote Mobile (the mobile/modern app, not the OneNote 2016 desktop version), which lets you not only capture written equations but can bring them to life. Or the ability to do Ink Replay (see here), which lets you show how the ink on a given page was produced – great if you like drawing a diagram that tells a story, almost like an animation.
To see which version of OneNote Mobile you’re running, go to the hamburger menu in the top left, then look in Settings -> About. There’s also a “What’s New” button to show you the headline latest features.
Ink Replay functionality is due to arrive in mainstream Office desktop apps soon, too. For more information, see the Office blog here, which also details a slew of other updates being made to Office through these regular feature enhancements.