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Using OneNote with Other Programs : OneNote Integration with Outlook (part 1)

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11/9/2012 3:58:58 PM
Out of all of the other Microsoft Office programs, Outlook 2010 enjoys the richest integration with OneNote 2010. The two programs complement each other so well because the partnership goes both ways. OneNote enriches the functionality of Outlook, and Outlook enriches the functionality of OneNote.

Sending Notes in an Outlook Message

When Outlook 2010 is installed on the same computer as OneNote 2010, sending a copy of a notes page is as simple as clicking a button on the ribbon.

To send a copy of a notes page in an Outlook message, do the following:

1.
In OneNote, navigate to the page you want to send.

2.
On the Home tab, click E-mail Page.

Outlook 2010 will open a new message for you and place the contents of the notes page into the body of the message. It will also use the page title and place it into the Subject field of the message, which you can keep or modify as needed.

Inserting Outlook Meeting Details into Your Notes

If you frequently take notes based on meetings or appointments that you schedule with Outlook 2010, you probably already know that every notes page starts with the rather dreary task of filling out the same information every time: the subject and location of the meeting, its date and time, the names of the attendees, and the contextual notes that the meeting facilitator might have included in the meeting invitation.

An easier way is to have OneNote 2010 read your Outlook 2010 calendar and automatically insert all of the pertinent information from a meeting invitation into your notes. Do the following:

1.
In OneNote, navigate to the page on which you’ll take notes about a meeting that’s already on your Outlook calendar and then click the cursor near the top of the page under the page title.

2.
On the Home tab, click Meeting Details.

3.
Under Today’s Meetings, click to select the meeting you want.

At the location of your cursor, OneNote will insert all available meeting details in an easy-to-skim table. You can delete any information that you don’t want or need to keep as part of your notes. Similarly, you can delete the names of people who were invited but didn’t attend.

The word Notes: appears under your inserted meeting details so you can click the cursor in the line below and start taking notes when the meeting begins.

Using the Meeting Details command provides a convenient way to consistently format all of your meeting notes with the correct information about the meeting and its attendees.

If the meeting you want isn’t shown on the Today’s Meeting list that appears when you click the Meeting Details button, you can look up any other meeting in OneNote and insert its information into your notes without having to switch to Outlook by doing the following:

1.
On the page on which you’ll take notes about a meeting, click the cursor near the top of the page under the page title.

2.
On the Home tab, click Meeting Details.

3.
At the bottom of the menu that appears, click Choose a Meeting from Another Day.

4.
In the Insert Outlook Meeting Details dialog box that appears (see Figure 1), do any of the following:

  • To display all available meetings on your Outlook calendar from a few days before or after the present day, click the round arrow buttons in the upper-left corner of the dialog box. The left arrow displays the previous day, and the right arrow displays the next day.

  • To display all available meetings on your Outlook calendar for a specific day, click the small calendar icon in the upper-right corner of the dialog box and then click the specific day you want. Use the Back and Next arrows at the top of the pop-up calendar to change months.

  • To select a specific meeting whose details you want to insert into your notes, click it once in the list.

  • To insert details about the meeting you have selected, click the Insert Details button.

Figure 1. If the meeting details you want to insert into your notes don’t show up in the Today’s Meetings list, clicking the Choose a Meeting from Another Day command displays this dialog box. Use the navigation buttons in the upper-left corner or the calendar control in the upper-right corner to access information for any Outlook meeting from any day of any month of any year.


OneNote can look up information about your Outlook meetings even when Outlook 2010 isn’t running. This works as long as you have a connection to your Microsoft Exchange mail server at the time you use the Meeting Details button on the OneNote ribbon.


Flagging Important Notes as Outlook Tasks

Although OneNote includes a wealth of note tags that you can place next to important notes to help you search for and categorize them, none of the note tags offer the ability to flag notes for follow-up so you’ll be reminded when they come due.

When you use Outlook 2010 together with OneNote 2010, OneNote inherits Outlook’s Tasks features that let you flag important notes and action items. The benefit of this marriage of features is that you can create OneNote-based tasks much faster than if you were to go through the Outlook interface for creating new tasks. You still have the option to open Outlook tasks in Outlook, where you can set additional options, but this is optional.

To flag a line of notes as an Outlook task, do the following:

1.
Click anywhere on the line of text that you want to flag as an Outlook task. For example, on a page of meeting notes, you could click all of the line items that represent important action items for you that you want to be reminded about.

2.
On the Home tab, click Outlook Tasks.

3.
From the menu that appears, click any of the preconfigured due dates (for example, Tomorrow or Next Week). OneNote places an Outlook task flag next to the selected line of notes (see Figure 2) and silently creates a task for this text in the Outlook Tasks view.

Figure 2. When you flag a line or paragraph of notes with an Outlook task, OneNote displays the task flag icon next to the note and creates an Outlook task behind the scenes. The next time you switch to Outlook and look at your Tasks list, this task will appear in the list. To edit the task to add a reminder or additional information, either right-click the task flag in OneNote and then click Open Task in Outlook or open it directly from your Outlook Tasks list.


As long as you have a connection to your Microsoft Exchange mail server at the time you assign the task in your notes, OneNote will communicate the new task to Outlook, even when Outlook 2010 isn’t running. If OneNote cannot reach your Exchange Server, it will attempt to create the task the next time you start Outlook 2010.

To open the task in Outlook, right-click the task flag on your notes page and then click Open Task in Outlook. Outlook will open the task in its regular window, where you can set additional options for the task (for example, to add a reminder to go off at a specific time).

If you want to associate a note with an Outlook task for a specific date, do the following:

1.
Click anywhere on the line of text that you want to flag as an Outlook task.

2.
On the Home tab, click Outlook Tasks.

3.
From the menu that appears, click Custom. OneNote places an Outlook task flag next to the selected line of notes.

4.
Wait for the Outlook Task window to open and then select the Start Date, Due Date, Status, Priority, % Complete, and Reminder you want. When the task has been updated, click Save & Close.

You’ll notice that when you open an Outlook task that was created in OneNote, Outlook includes a OneNote page icon in the body of the task (see Figure 3). This is to make it easy for you to consistently switch between the Outlook task and the OneNote page to which the task is linked.

Figure 3. When editing a task in Outlook 2010 that was created in OneNote 2010, Outlook includes a OneNote file icon in the body of the task. Double-clicking this icon will open the page that this task is linked to in OneNote. This is instantaneous, meaning you don’t need to ever manually search for the page on which this task appears. Similarly, you can create a new task in Outlook and then click the OneNote icon on the task window ribbon to associate the task with one of your notes pages.

Because each program is completely aware of the other, you can open related OneNote items while in Outlook and related Outlook items in OneNote, without first having to switch from either program to the other.

To mark a task as complete, you can click the task flag on your OneNote page, right-click the flag and click Mark Complete, or mark it complete in your Outlook Tasks list. To remove pending or completed tasks that you no longer want or need, right-click the task flag on your notes page and then click Remove Tag.

This concludes the Outlook-related commands on the OneNote ribbon. Let’s continue by looking at other places in Outlook where the presence of OneNote adds functionality.

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