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Using OneNote with Other Programs : OneNote Integration with Outlook (part 2)

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11/9/2012 4:00:24 PM
Archiving Outlook E-mail Messages in OneNote

In this age of ever-increasing litigation, most companies now have document retention policies in place that automatically expire and delete e-mail messages after a period of time. Although this is important for e-mail concerning official business, most of us from time to time receive personal messages in our Inbox at work, either from a friend or family member, an associate at another company, or from a co-worker.

If you have personal messages which contain important information that you don’t want to lose when the message is deleted by your administrator, you can send such messages to OneNote, where they will not expire. In addition, by storing selected Outlook e-mail messages in your notebooks, you can use OneNote’s Instant Search to find specific information in the messages. Search in OneNote also works generally faster than in Outlook because OneNote does not have to retrieve its information from a server.

Another benefit of archiving e-mail messages in OneNote is the fact that it preserves the date and time stamp of the original messages. This means that you don’t lose the ability to search information in your saved e-mail messages by their original date or time.

To send one or more e-mail messages from Outlook 2010 to OneNote 2010, do the following:

1.
In OneNote, create a notebook section that you want to use specifically as your repository for saved e-mail messages. This makes it easier for you to know where all of your archived mail will be saved. (This step is optional.)

2.
In Outlook 2010, go to your Inbox or the mail folder from which you want to send messages to OneNote.

3.
Click to select one or more messages in the list. To select a range of messages, click to select the first message, hold the Shift key, and click to select the last message in the range. To select multiple messages that are not next to each other in the list, hold the Ctrl key while you click the messages you want to include.

4.
When you’ve selected the messages you want to send to OneNote, click the Home tab in the main Outlook program window (not a message window) and then, in the Move group, click the OneNote button (see Figure 4).

Figure 4. If you have one or more e-mail messages selected in your Outlook Inbox or in any Outlook folder, clicking the Send to OneNote button in the Move group on the Home tab of the Outlook ribbon sends each message to OneNote on its own page, while fully retaining the information in each message envelope.


5.
In the Select Location in OneNote dialog box that appears, click to select the notebook section you created in step 1, and then click OK.

OneNote copies each Outlook e-mail message on its own page in OneNote and saves each page in the notebook section you selected. The Subject field of the e-mail message is used as the page title. Although each page holding an e-mail message includes the page creation date and time under the page header, OneNote retains the date that the message was sent or received on the page so you can search for specific dates when looking for information that originated in your e-mail correspondence.

To quickly send a single e-mail message from Outlook to OneNote, right-click the message in your Inbox or mail folder and then click OneNote on the shortcut menu that appears.

If you want to first read a message to make sure that you want to save it to OneNote, double-click to open the message, and then, in the Move group on the ribbon, click the OneNote icon to send the message you’re viewing to OneNote.


A friendly word of warning: Though this feature is extremely handy for archiving personal information that you may receive at work, it is not intended to bypass any part of your company’s or organization’s document retention policies and legal requirements. It is entirely your own responsibility to comply with such rules and to know and understand whether or not your company permits archiving of mail in this fashion.

If you’re not entirely sure, it’s best not to place your job in unnecessary jeopardy by assuming anything. Ask your manager, your Human Resources or legal representative, or your Outlook administrator before you use OneNote to save your e-mail messages.

Linking Outlook Meetings to OneNote Meeting Notes

If you’re in the habit of creating separate notes for meetings you have already scheduled on your Outlook calendar, you could save time by getting in the habit of creating linked meeting notes. When a notes page in OneNote is linked to an Outlook meeting, you can click a OneNote button in the meeting window to instantly open the associated notes page, no matter where it is saved. Similarly, the linked OneNote page includes an automatic link back to the original appointment, which means you’ll never have to search for a specific meeting in your Outlook calendar again.

To link Outlook meetings to OneNote meeting notes, do the following:

1.
In your Outlook 2010 Calendar view, open an existing appointment or meeting.

2.
On the Appointment or Meeting tab, click the OneNote icon (see Figure 5).

Figure 5. Clicking the OneNote icon in the Actions group on the ribbon of an Outlook appointment or meeting notice automatically links that appointment or meeting to the notes page that is created in this way. No matter which program you’re in, you can instantly look up a meeting and its related meeting notes without any manual searching in either application.


3.
In the Select Location in OneNote dialog box that opens, select the section where you want to create the meeting notes page that will be linked to this appointment or meeting.

When you click OK, OneNote creates a new notes page in the section you selected. The details of the appointment or meeting will be automatically copied over for you. Underneath this information, you’ll see a blue underlined text link called Link to Outlook item. Clicking this link will automatically fetch the associated appointment or meeting on your calendar and display it in Outlook. The linked relationship between the notes page and the appointment or meeting notice from which you create it will not expire unless either or both linked items are deleted.

Linking Outlook Contacts to OneNote Pages

If you use the Contacts view in Outlook 2010 to manage personal information about your clients and associates, you may have found the Notes field in the Contact form quite limiting.

When you have OneNote 2010 and Outlook 2010 installed together, you can replace the small Notes field and instead take all of your notes about each of your Outlook Contacts in OneNote. When a notes page in OneNote is linked to an Outlook contact, you can click a OneNote button in the Contact window to instantly open the associated notes page, no matter where it is saved. Similarly, the linked notes page includes an automatic link back to the original Contact form, which means you’ll never have to search for a specific person again in your Outlook Contacts list.

To link Outlook contacts to a OneNote notes page, do the following:

1.
In your Outlook 2010 Contacts view, open an existing contact.

2.
On the Contact tab, click the OneNote icon (see Figure 6).

Figure 6. Clicking the OneNote icon in the Actions group on the ribbon of an Outlook Contact form automatically links that person’s information to the notes page that is created in this way. No matter which program you’re in, you can instantly look up an Outlook contact without any manual searching in either application.


3.
In the Select Location in OneNote dialog box that opens, select the section where you want to create the notes page that will be linked to this Outlook contact.

When you click OK, OneNote creates a new notes page in the section you selected. The person’s name will become the page title and any available contact information and a photo (if available) will be automatically placed on the page.

Underneath this information, you’ll see a blue underlined text link called Link to Outlook item. Clicking this link will automatically fetch the associated Outlook contact and display it in Outlook. The linked relationship between the notes page and the associated Outlook contact from which you create it will not expire unless either or both linked items are deleted.

Although Outlook could be considered overkill to use as an e-mail program at home, you might consider using it there, if you find these features as invaluable as I do. I hope that seeing how OneNote and Outlook complement each other gives you a better idea about how the value of each program greatly increases when they are used together.

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