- [Neil] Hi, everybody. Neil Malek with Knack Training here bringing you another
everyday office video, and in today's video I wanna show you some of the benefits
that you get when you use Microsoft OneNote together
with Microsoft SharePoint. So this is my OneNote
notebook for a different group of people that I'm involved with, the human resources team, but let's say that we started up a team for a particular client that we were going to help that client out
with different things, propose different pieces
of information to them, different projects to them, et cetera. Well, one of the things
we would probably do is go out to our SharePoint environment and create a new SharePoint site. As you can see here, I'm using the SharePoint online version that's offered through Office 365, but you can create a
site in pretty much any of the latest few versions of SharePoint and get a lot of the same benefits that you're gonna see with
this little exercise here. So I click on Create Site, and I make a site for the
team that's involved here. And I'll go ahead and call this site something like ACME Corp Support, so everybody who's involved
in supporting the ACME corp client that we have is going to have a group email address now in
Office 365 of ACMECorpSupport, and additionally, they're
gonna make a new site at the
SharePoint.com/sites/ACMECorpSupport. Now when I click on Next down here it'll ask me who else is
going to be part of this team, and let's say that Jacqueline
and Alejandro and Jun are all part of the team that's involved with supporting ACME Corp. So I click Finish here, and a new SharePoint site is created, which will allow me to collaborate with the rest of the people who are working on this particular project. But because it's Office 365, you'll notice over here on the left that it instantly has an
entry called Notebook. Now if you are using one
of the earlier versions of Microsoft SharePoint you'll still have your document library
here called Documents or in earlier versions sometimes it's called Shared Documents, and when you go to Documents
you can always here decide to upload your OneNote
notebook if you'd like. So you can still put a OneNote notebook into any SharePoint site by uploading it, and then you can still
get the same interaction that you're going to see here. But as you can see, because I'm using Office 365, I now have this notebook entry, and it instantly opens an online version of Microsoft OneNote, and it tells me there is a
support notebook right here that the rest of my team can
immediately collaborate on. To see this in action, I'm now going to pop
open Alejandro's account so we can see that Alejandro can also get to the same notebook. So here's left and right. On the right is Neil, on the left is Alejandro. As you can see, Alejandro's gotten into the ACME Corp Support site right here, and if I come in here,
you'll notice that he can also go to the OneNote notebook. And so in here, you can see that there are sections and pages and
all that other information that is saved into Microsoft OneNote. And both Alejandro and
myself have a link right here that says I can open
this notebook natively inside of OneNote as well. So let me go ahead and do that as Neil over here on the right. I'll click on Open in OneNote, and then say, "Yes, please
open it in OneNote 2016," and then, "Yes, I do
actually want OneNote to open "this OneNote notebook
off the SharePoint site." And just like that, I
have a OneNote notebook for the ACME Corp Support
that has nothing in it, so I'll go in here and
I'll say the first section is called Initial
Planning, then Proposals, Implementation, and Assessment. Okay. So now I have
four tabs here inside of the OneNote desktop app. In Initial Planning,
maybe I'll come in here and add some first meeting
conversations, you know, add some information here. We talked about it. We talked about it. We talked about it. We wrote notes about this, et cetera. And then, in the top left-hand corner, all throughout this
you'll see that teeny tiny little green bubble right
there on top of the notebook telling you that it's syncing
back to the SharePoint site. So it's constantly talking
to the SharePoint site, and letting it know what
kinds of implementations, what kind of changes were happening inside of the desktop app. So let's go ahead and take a look at this in SharePoint here, and you can see both Alejandro and Neil are able to see the
Initial Planning section, they're able to see the First
Meeting and Conversation page, and able to see the content of that. So we have this live interaction where, let's say for example, here
I go into the sections. Let's go to Implementation. Let's make a page called
First Project Implementation. So this is Alejandro going online, deciding that the first page
of the Implementation section is called First Project Implementation. It has some content in it. Neil, over here on the online version, is instantly seeing that. And then Neil with the
version that is open inside of the desktop app right here, if I go over to Implementation and I wait for it to refresh, I will see that this page will be renamed as First Project Implementation. And then right here, you can see that the
entry is listed as being created by Alejandro Ochoa. Not only that, but up
here on the History tab at the top of the screen
I also have the ability to go in and choose Find by Author, and using Find by Author, I can see that both Alejandro and Neil have created content in
this OneNote notebook, and I can go back and I
can find those changes as well as seeing what
date they were created on. And again, I can close that panel down. Now one of my biggest issues here is, let's say I'm in my OneNote notebook, I've got this first page
where we're talking about the first conversations we had, and then I realize, "Oh. You know what? "I have this meeting coming up. "Why don't we just inject
the details of that meeting "directly into this page?" I'll go over here and hit Add Page, so here's my blank page, and right up here at the top of the screen I have the ability to add meeting details. And interestingly enough,
I have this meeting where I'm doing client onboarding
at 2:00 this afternoon, so I click on it, and it
instantly throws all the details about that meeting, who's
attending that meeting, all that other information directly into this page in the notebook. And again, anybody
who's seeing this online will be able to see the client
onboarding meeting details just like that, will be able
to contribute notes to this, whether they're in the online version or the desktop version. And then here's what's great about it: Let's think about this from
the perspective of the team. Somebody new joins this
team, I probably add them to the SharePoint site
that is for ACME Corp. This is a whole SharePoint site devoted to the things we're doing
to support ACME Corp, so it makes a ton of sense that somebody who's onboarding here, we'd tell them, "Hey.
Go over to the notebook, "and you'll see all the information "that we have accumulated
about this client. "You'll be able to go
back and read through "all the meetings that we had, "through the client onboarding meetings "through the meetings we had with "this person or that person, "all the details, they're
all saved in this location. "And if you want to, since
this is gonna be so integral "to you life day to day, "why don't you go ahead and
click that link that says "Open in OneNote that way you've got "a desktop version of this "that you can access whenever you want." So this kind of back and forth integration between the browser
and the desktop version with automatically sharing it with anybody who joins a team and
being able to have this as a repository of information
is incredibly valuable. (upbeat electronic music)
