what is onenote?

Transcription

what is onenote?

SESSION F4
21ST ANNUAL MNCPA
MANAGEMENT & BUSINESS
ADVISERS CONFERENCE
June 22-23, 2015
Minneapolis Convention Center
Outlook and OneNote:
Improving Productivity With
Microsoft's Dynamic Duo
ONLINE RESOURCES
Session Handouts
Most session handouts are available on
the MNCPA website. To access:
 Go to www.mncpa.org/materials
 Log in with your MNCPA username
and password
Note: Your conference registration fee
must be paid in full to access session
handouts online.
Thomas G. Stephens Jr., CPA, CITP, CGMA
K2 Enterprises
Hammond, LA
CPE Transcript (Certificate of Attendance)
Your official transcript will be available
on the MNCPA website. To access:
 Go to www.mncpa.org/transcript
 Log in with your MNCPA username
and password
Thomas G. "Tommy" Stephens Jr., CPA, CITP, CGMA, is a partner in
K2 Enterprises. He lectures nationally on subjects such as internal
controls for small businesses, technology strategies, computer hardware
and software applications, tax strategies and compliance, and financial
accounting standards and applications. Stephens began his career with
BellSouth Corporation as an internal auditor, eventually starting his
own public accounting practice and then joining K2.
Note: MBAC15 transcripts will be
available Friday, June 26.
MATERIALS DISCLAIMER
These materials are provided for the exclusive,
personal use of the customer. Any other
reproduction, retransmission, republication or
other use is expressly prohibited without prior
written consent from the Minnesota Society of
Certified Public Accountants (MNCPA)
and/or the content author. The MNCPA
makes
no
warranty,
guarantee
or
representation as to the accuracy or
completeness of these materials. The contents
of these materials are subject to change
without notice. The content authors and/or
instructors are not engaged in rendering legal,
accounting or professional service. If legal
advice or other expert assistance is required,
the services of a competent professional person
should be sought.
MNCPA CPE
MORE CPE FROM TOMMY STEPHENS
Aug. 17-18 NEW! Technology Conference (ZDMCC)
8 a.m. - 4:30 p.m. | Duluth Entertainment Convention Center
Technology tools, tactics and best practices seem to move at light speed. At this all-new event,
bridge your knowledge gap and keep up with the fast-paced changes so you can take advantage of
timesaving, productivity-enhancing tools and trends. Choose from a variety of breakout sessions
and come away with practical tips that will make your job easier, keep your organization more
secure, employ the right tools to meet your business objectives, and work more productively.
Sept. 23
Excel Tips, Tricks and Techniques for Accountants (EXCEL)
8:30 a.m. - 4:30 p.m. | MNCPA, Bloomington
Excel is likely your tool of choice to analyze and report financial data, but have you ever received
formal training? Stop wasting time and making spreadsheet errors. Get hundreds of tips, tricks
and techniques to improve your Excel productivity and make your workday more efficient. Delve
into six major topics tailored to the needs of CPAs like you: productivity tips, formatting
necessities, customizing Excel, formula-building tricks, three-dimensional workbooks, and
printing essentials.
Sept. 24
Excel PivotTables for Accountants (EPT)
8:30 a.m. - 4:30 p.m. | MNCPA, Bloomington
PivotTables are Excel's most powerful feature, yet few accountants use them in their day-to-day
activities. Discover how to use PivotTables to accomplish routine data analysis and reporting,
work more productively, and save time. Take a look at demonstrations of PivotTables' powerful
tools, including grouping data, creating calculated items and fields, sorting and filtering data,
linking PivotTables to external databases, formatting and reporting, working with PivotCharts,
and much more. Come away with sample data files and helpful how-to reference videos.
Visit www.mncpa.org/cpe for detailed information and registration.
Outlook and OneNote
Improving Productivity with
Microsoft’s Dynamic Duo
Copyright
Copyright©©2015,
2015,K2
K2E,
Enterprises,
LLC. Reproduction
LLC. Reproduction
or reuse for
or purposes
reuse for
purposes other than a K2 Enterprises’ training event is prohibited.
Copyright © 2015, K2 Enterprises, LLC. Reproduction or reuse for purposes other than a K2 Enterprises’ training event is prohibited.
Session Objectives
To learn how to use Outlook and OneNote more
efficiently as standalone applications, and also
how to use these tools working in tandem for
turbocharged productivity.
Copyright © 2015, K2E, LLC. Reproduction or reuse for purposes
other than a K2 Enterprises’ training event is prohibited.
WHAT IS ONENOTE?
1
What Is OneNote?
• Component of Office used for free-form
information gathering and multi-user
collaboration through OneNote Web App
• Think of a basic word processor on steroids!
• No need to save, OneNote does it for you
What Is OneNote?
• May be the best piece of software on your
computer that you are not using
• Now free to all users!
• Runs on Windows, Windows Phone, Mac,
iPad, iPhone, Android, Chromebook
2
What Is OneNote?
• OneNote stores
information in Notebooks
• Notebooks store
information in Sections
• Sections store
information in Pages
• Pages can create
Subpages
• Think of OneNote like a
physical binder with
sections or tabs
Notebooks
Sections
OneNote
Pages
Subpages
What Is OneNote?
• OneNote should be used for collecting info,
organizing it, and sharing it
• NOT for creating presentation-quality
documents like you would do with Word
or PowerPoint
• Can include multimedia, links, Excel docs, etc.
• OneNote includes built-in search capabilities
3
Working With OneNote
• OneNote 2007 and newer, use the nowfamiliar Ribbon for navigation
• In 2010 and newer, can customize both
Ribbon and Quick Access Toolbar (QAT)
Working With OneNote
• The left Notebook navigation pane opens and
closes notebooks
– To open, right-click and choose Open option
– To close, right-click and choose Close option
• Can save a specific Page, Section, or Notebook
by using File, Save As (Word, PDF, XPS, Web)
4
Creating New Notebooks
• To create a new Notebook, right-click on the
Navigation Pane, select New Notebook, and
follow prompts
• Default path for saving notebooks is My
Documents\OneNote Notebooks
Sections And Pages
• Notebooks consist of Sections, Pages,
and Subpages
• To create any of the above, simply right-click
in appropriate section
5
Subpages
• Creating Subpages allows you to better
organize topics
• Subpages roll-up into the Page they are under
• Can expand and contract by clicking the dropdown arrow on next to the page
Creating A Note
• To create a new note, just click and type
• OneNote is free-form, so you can click and
type “sticky” notes all over a page
• Can also click and drag to rearrange notes
• Can also create Unfiled notes, from either
system tray or Win + N keyboard shortcut
– These can be filed later
6
Creating A Note
• Of course, normal Windows copy/paste and
cut/paste functions work to bring content
into OneNote
• Simply select text to copy/cut, copy/cut it,
select OneNote Page onto which you want to
paste it, and then paste it
– Can always reposition
Adding Images From Screen Clippings
And Pictures
• Easily clip information from a screen into
OneNote, using Screen Clipping tool
• To add a picture, choose Insert, Picture
• To attach file, including audio-visual, choose
Insert, File
• To record file, choose Insert, Record Audio
(Video)
7
Formatting Notes
• Can add basic formatting options to Notes –
bullets, numbering, bold, italic, etc.
– Remember, OneNote is not for creating
“polished” documents
• Also can run Spell Check within OneNote
Searching In OneNote
• “Deep” Search capabilities on OneNote
• Search is found in upper, right corner
• Search is similar to searching in Outlook
8
Creating Links
• Create links from a Note to another Page
– Select text, right-click, and choose Link
• Create links to external resources such as Web
– From Insert tab of Ribbon, choose Link
Tagging Notes
• Tags are simple, quick, and efficient ways to
keep track of follow-up, to-do items, etc.
• Tags are on Home tab of Ribbon
• Can customize to meet specific needs
9
Sections And Section Groups
• Can group Sections together into Section
Groups for more efficient organization
• For instance, if using OneNote for closeout
workpapers, could create Section Group called
“Balance Sheet” and one called “Income
Statement” and then drag relevant sections
into those groups
Tables In OneNote
• Similar to Tables in Word (but not in Excel!)
• Great way to organize information that is in
row/column format
• To add, choose Insert, Table from the Ribbon
10
Templates
• Can only apply Templates to new Pages, not to
existing ones
• To create Page with Template, click drop-down
arrow next to New Page
• Can also establish default template
Sharing Notebooks
• Can share over Web using OneDrive
– Must have Microsoft Account
– Can then access through OneNote Online from
virtually any browser
– For mobile users, don’t forget OneNote app
• Once shared, may invite others to the
Notebook for collaboration
• Syncs occur automatically, by default
– Can change to manual in desired
11
FIVE QUICK OUTLOOK TIPS
Conversation View
• By default, related email messages are
grouped by Conversation in Outlook 2010
and newer
– Similar to how Gmail groups related messages
• Makes reading a thread of messages much
easier than sorting and searching practices
used in the past
12
Quick Steps
• Introduced in Outlook 2010 but very little usage
of this feature
• Quick Steps are programmed, sequential tasks
that automate repetitive functions
• Examples
– Reply & Delete
– Send email to team
– Categorize and file
• Similar to macros in Excel, but MUCH easier
to create
Quick Steps
13
Instant Search
• Improved in Outlook 2010
• Makes finding Outlook-based info easier with
more explicit, easy-to-find and easy-to-use
search tools
• Can also save searches for future use
Instant Search
14
Organizing With Categories
• Categories have been in Outlook for
several versions
• Somewhat similar to Libraries in Windows,
allow for virtual organization of data without
the need to physically copy or move data
• Standard set of color-coded Categories in
Outlook can be customized and new
Categories can be added
• Right-click on an item and choose Categorize
Organizing With Categories
15
Universal Drag And Drop
• Long-standing feature of Outlook
• Can simply drag and drop from one area of
Outlook to another to create a new item
without typing it
• Examples
– Email to calendar
– Email to task
– Task to email
– Contacts to email
Universal Drag And Drop
16
ONENOTE AND OUTLOOK
WORKING TOGETHER
Five Primary Integration Points
1. Send Notes in an Outlook email message
2. Insert Meeting Details from Outlook
into OneNote
3. Create Outlook Task in OneNote
4. Send Outlook Task to OneNote
5. Send Email to OneNote
17
Send Notes As An Email
• In OneNote, navigate to the page you want to
send as an email
• On the Home tab of the Ribbon, click the
Email Page icon and all notes on that page
become the body of a message
Insert Meeting Details Into OneNote
• On your Outlook calendar, select the meeting you
want to send to OneNote
• From the Calendar Tools Meeting tab of the
Ribbon, click Meeting Notes
– Or right-click on the meeting on your Calendar and
choose Meeting Notes
– Or click Meeting Details from OneNote’s Home tab
• Select the destination Notebook and all meeting
details are inserted into the
specified Notebook
18
Create Outlook Task In OneNote
• In OneNote enter or select a passage of text
you want to convert into an Outlook task
• From the Home tab of the OneNote Ribbon,
click Outlook Task and then select the desired
due date
• OneNote then “pushes” the info into Outlook
as a task due on the date selected
– You can subsequently share the task with
someone else in Outlook
Send Email To OneNote
• In Outlook, select an email message
• From the Home tab of the Ribbon, click the
OneNote icon
– Or right click on the message and choose OneNote
• Select Notebook and Section
• OneNote inserts email on a new Page in the
selected section, inclusive of attachment(s)
19
Outlook and OneNote
Improving Productivity with
Microsoft’s Dynamic Duo
Copyright
Copyright©©2015,
2015,K2
K2E,
Enterprises,
LLC. Reproduction
LLC. Reproduction
or reuse for
or purposes
reuse for
purposes other than a K2 Enterprises’ training event is prohibited.
20
This page is intentionally blank.
21ST ANNUAL MNCPA
MANAGEMENT & BUSINESS ADVISERS CONFERENCE
June 22-23, 2015  Minneapolis Convention Center, Minneapolis, MN
Please rate the following using the scale below:
5=Excellent, 4=Very Good, 3=Average, 2=Fair, 1=Poor
F4. Outlook and OneNote: Improving Productivity With Microsoft's Dynamic Duo
Excellent
Relevancy of Topic
Stated Objectives Met
Overall Satisfaction
5
5
5
4
4
4
Poor
3
3
3
2
2
2
1
1
1
3
3
3
3
2
2
2
2
1
1
1
1
Thomas G. Stephens Jr., CPA, CITP, CGMA
Knowledge of Subject
Presentation Skills
Quality of Materials
Engagement of Participants
5
5
5
5
4
4
4
4
Do you have any additional feedback regarding the instructor and/or materials? If so, please share it with us.
____________________________________________________________________________________________
____________________________________________________________________________________________
What would you like to learn at the 2016 conference?
____________________________________________________________________________________________
____________________________________________________________________________________________
Who would you like to hear speak at the 2016 conference?
____________________________________________________________________________________________
____________________________________________________________________________________________
Thank you for your feedback and suggestions. We appreciate your input.
Minnesota Society of Certified Public Accountants
www.mncpa.org  952-831-2707

what is onenote?

Transcription

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