OneNote for project team collaboration

written by Matt Ranlett on Thursday, October 23 2008

MSOfficeLogo How do I love OneNote?  Let me count the ways...

Seriously - I love OneNote.  It's a really REALLY cool tool which works really nicely for multiperson project teams in a meeting heavy environments.  Fantastic productivity booster.

  1. You can take notes in a "how it works for you" format, exactly the same as you would on a piece of paper.  If you like to group things or do three columns of notes or whatever - it just works in OneNote.  If you have a tablet you can even use Ink in OneNote.  Handwriting and drawing - that's just awesome, especially since you can search handwriting!
  2. Record audio during a meeting.  If you turn on the recording in a meeting and take notes at the same time, the audio will synch to the notes and you will be able to know what you were writing/typing as the audio plays, or you can click the play icon next to a written or typed note to hear what was being said as the note was being written.
  3. Embed photos and screen shots (OneNote has a great screen clipping tool built in, just hit the Window Key + S).  Even better, if there is text inside of an image or screenshot, OneNote will search that text!  So you can search for words INSIDE of your embedded images!  That's really nice when you're taking a lot of screenshots.
  4. *MultiPerson Feature* - OneNote can synch to multiple machines through SharePoint!  This means the entire team can take notes in one place, complete with embedded attachments and audio.  Multiple people can work on the same notebook at the same time, although I don't think they can work on the same exact page at the same time.
  5. *MultiPerson Feature* - Tags!  I just discovered tags this week.  It works well for one person but for multiple people it's totally awesome.  For example, to mark a note you just typed as a task which requires follow-up, just hit CTRL+1 anywhere on the line and a checkbox will appear at the beginning of that line.  You can now click the checkbox to check it (hitting CTRL+1 again also checks the box).  Even better, you can search the entire notebook for tags ("View All Tagged Notes" in the View menu) and see all the TODO tasks grouped together.  This ability to group tasks across ALL pages in a notebook, PLUS the ability for multiple people to work on the same document translates to a fantastic capability for project teams to work together and keep track of things.  There are about 30 different tags available for instant use.  You can even create a summary page to show all the tags as a notebook page instead of using the search functionality.  That way the tags can be in one place and grouped together for export to PDF.

There are numerous other features which can be seen in the Channel 8 video I blogged about before.

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