Microsoft OneNote & Outlook Integration

in this video I'm going to show you how to use OneNote with Outlook when it comes to Microsoft 365 Suite of products OneNote probably has the best integration with Outlook despite their distinct purposes one has a digital notebook and the other is an email and calendar program combining these two tools can really streamline how information is captured organized and shared with others here the topics we'll explore in this video use a timestamp in the description to jump around as needed checking to see if one note add-in is enabled by default the OneNote add-in should be enabled for your outlook you can check the Home tab of the ribbon in the move group if you see the icon for one note then you're all set if you don't see it stick around to the end of the video where I'll walk you through the steps of enabling the OneNote add-in sending an email to OneNote Outlook is mainly an email and calendar tool and although you can manage action items here and keep information organized in my opinion this is not the ideal place for them any email messages that I need to action especially if they are part of a larger project or require multiple steps I move them into OneNote and any email messages that contain info that I want to reference in the future I also save them to OneNote this way all my notes action items and reference materials are all saved in one place organized just the way I want them now there are several ways you can send email messages to OneNote I'm going to show you just two of them method one user send two OneNote feature in Outlook open the email message that you want to send to OneNote and the ribbon near the top of the message window click Send to OneNote in the OneNote task pane that appears select the notebook and the section where you want your email to be saved then click save and you can see the email message here it even brings in the attachments now you don't have to first open the email message to be able to send it to OneNote you can actually just select the message or multiple messages and hit the send to OneNote command from the Home tab method two use the email address me at onenote.com assuming that you've configured your OneNote to use the same email address that you use for Outlook you can forward any messages to me at onenote.com in the subject field type a brief description of the note that you're sending this text will become the page title in OneNote you can also specify the section name where you want the node to be saved by typing the add symbol at the end of the subject line followed by the section name for example typing invoice at business documents will create a new page called invoice in the business documents section of your default notebook if you want to customize the settings you can set up your email address and preferences at onenote.com email to OneNote I'll put the link in the description below and I do have a dedicated video about this so feel free to check it out by clicking on the card above or Link in the description below adding Outlook email attachments to OneNote if you want to save just the attachments from the OneNote rather than bringing the entire email messages along with it you can just drag and drop the attachments to a note page of your choice depending on the type of file you drag over to OneNote you'll be presented with different options for example dragging a photo will just embed the photo drag in a PDF will give you the option to either attach the file or to insert it as a printout and dragging a spreadsheet will even give you a third option that lets you choose which worksheet to insert as print out creating OneNote meeting notes and Outlook calendar every meeting invite should be accompanied by an agenda and every meeting should have meeting notes as an output whether you decide on a dedicated person to take notes during the meeting or you want everyone to contribute to the notes having a link to a shared note page that is attached to the calendar entry is a great way to keep these notes organized and accessible imagine trying to find notes from a meeting that happened three weeks ago with this method you can simply open up the meeting event from the Outlook calendar and the link to the shared note page will be right there and if you and your team are disciplined with this practice every meeting calendar you open should have an agenda and meeting recap attached to create meeting notes in OneNote write in the Outlook calendar open the meeting in your Outlook calendar and click the meeting notes icon in the ribbon choose to share notes with the meeting or take notes on your own and select the location in OneNote where you want to save your meeting notes you can also just start right from Microsoft OneNote add a page where you want to capture your meeting notes and go to meeting details and navigate to the meeting that you want to add hit enter details and you'll see the details being carried over here you can type your meeting notes and when you're done just click on the share button and click copy link to notebook then hit copy now you can go back to the meeting event by clicking on this link to Outlook item and pasting the link here it's important to note that OneNote no longer allows for individual pages to be shared when you share a link you're actually sharing the entire notebook so please be mindful of that creating an Outlook task in OneNote when you create a task in Outlook it won't show up in OneNote but when you create a task in OneNote you can't use flags to have it show up in Outlook and also in Microsoft to do to add Outlook tasks from OneNote first select the line that you want to be your task in the menu ribbon click the drop down next to the Outlook task button and select the appropriate option a flag appears next to your task in OneNote and your task is added to Outlook which you can open from here enabling OneNote add-in so if you don't have the OneNote add-on enabled I'm going to show you how you can fix that I'm using Outlook version 2305 so if you're in a different version the steps might be slightly different so in your outlook you want to go to file then on the bottom to the left here go to options and then from here go to add-ins and you'll notice that I actually already have the OneNote notes about Outlook items enabled so this is the the name of the add-in that you want to enable for you if you don't have it enabled it'll be listed under your inactive application add-ins okay so what you do is go to your manage Commons hit the drop down click on disabled items and hit go and you should see the application add-in listed here so again it's going to be named OneNote notes about Outlook items will be listed here click to highlight it and click on enable and when you close it you should now see send to OneNote enabled in your Ribbon okay so these were some of the ways in which you can use OneNote with Outlook I hope you found the video helpful if you did make sure to hit the like button and subscribe to my channel and for more OneNote tips be sure to check out these videos next [Music]

Channel: Andy Park

Views: 124,262

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Id: l8ONxVRVcfw

Length: 8min 13sec (493 seconds)

Published: Sun Jun 25 2023