If you're like most of us, many of your essential tasks and notes arrive via email. You've been using your Microsoft Calendar and To-Do List to keep track of your tasks, but you want to do more.
Adding OneNote to MS Outlook lets you track your tasks and keep track of other information that arrives by email in handy notebooks with tabs.
This tutorial shows you how to activate the OneNote feature in MS Outlook. We'll also show you how to use OneNote to manage your tasks and notes effectively. We’ll share how MS Outlook can help you store and organize your incoming email messages.
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In this tutorial, you'll be learning how to use OneNote and Outlook for project management tasks. You can get even more control over your projects by learning how to manage your email inbox, so be sure to grab our Free eBook: The Ultimate Guide to Inbox Zero Mastery. It's packed with inbox organization strategies and killer tips for managing all your incoming email more efficiently.
Now let's move on to our tutorial on how to use Microsoft Outlook with OneNote.
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What Is Microsoft OneNote?
MS OneNote is a notetaking/to-do-list tool that comes as a part of the MS Office suite. It allows you to organize and store information and keep track of meetings and tasks. You may have used a notebook with tabs to keep your papers organized when you were in school.
OneNote works the same way, except your notebook is now virtual, and your tabs are called sections. OneNote is integrated into MS Outlook, and you can use it along with MS Outlook. It can also be integrated into other software productivity apps.
To learn even more about Microsoft OneNote basics, here are some tutorials:
- Getting Started with Microsoft OneNoteMatthew Guay21 Mar 2014
- OneNote GTD: Productivity with Freeform NotesBob Flisser13 May 2014
- 11 Best Note-Taking Apps: Evernote, OneNote, & Alternatives for 2022Harry Guinness13 Apr 2022
How to Activate MS OneNote
You're ready to start using it now that you’ve learned what OneNote Microsoft software is. But before you can start using the MS OneNote Add-in, you need to ensure it’s enabled.
If OneNote is enabled, you’ll see a OneNote icon on the ribbon when you press the See More Items button (If the button is greyed out, that’s okay):
If OneNote isn’t active in your version of Outlook, then you need to check to see if you've got an Office 365 Subscription. OneNote Microsoft is automatically added to your Outlook as a OneNote add-in if you've got the latest version of Office 365.
How to Save an Outlook Email to OneNote
You can save an email to OneNote to make notes on it and more. This OneNote Outlook integration makes taking notes in an email or doing other tasks easy.
Step 1. Select an Email to Send to OneNote
Start with your email inbox open. Select the message or messages you want to save to OneNote. Next, click on the See more items button. From the drop-down menu, choose the Send to OneNote option. (You’ll notice it's not greyed out anymore.)
Step 2. Send the Email to OneNote
When you click Send to OneNote, a right sidebar appears. In this sidebar, choose which notebook and notebook section you want the email to appear in. Then click Save.
Step 3. Open in OneNote
Once you click Save, you’ll see an Open in OneNote button. Click on that button.
You’ll be redirected to a web version of OneNote. In this OneNote notebook, you’ll see the email. It should look something like this:
How to Use OneNote Microsoft With Meetings
You can save time on project management tasks by automating the meeting minute process. Connect a meeting you’ve got on your Outlook calendar, take notes on that meeting, and email those notes to the others who attended the meeting when the meeting is over.
1. Create Your Meeting in Outlook
Before sharing a meeting with OneNote, you need to create your event. Do this by clicking the blue New Event button in the left corner.
Once you click on the New Event button, a window appears. Fill out the information and click Save.
2. Send to OneNote
Once you’ve filled out your meeting information, you can see your upcoming meeting on your Outlook calendar. You’re ready to insert the calendar in OneNote.
Double-click on your meeting. When you double-click on your meeting, a window appears with all the meeting details. Click on the Send to OneNote button in the menu bar.
3. Send to OneNote Panel
When you click on Send to OneNote, a side panel appears. Choose where to send your meeting information by clicking on the notebook. Next, click Save to send your information to the OneNote calendar.
Now click on the Open in OneNote to open the calendar in OneNote.
There isn’t a way to insert a calendar in OneNote or a OneNote calendar feature. So, when you add your meeting to OneNote Microsoft, it’ll look like adding a meeting to OneNote from Outlook.
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You've just learned about saving time with Microsoft One Note. Another way to improve your meeting process is by adding an email signature to your messages.
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Learn More About How to Use Email Effectively
Whether you're a business owner or a business professional, email is an important communications tool. It's important to make sure your emails are as professional as possible. These tutorials can help:
- How to Write a More Effective Email (15+ Best Tips & Tricks)Laura Spencer13 Oct 2020
- How to Properly Write a Formal Email That Gets Results (+ Video)Laura Spencer02 Apr 2023
- 17 Professional Email Tips for Better Results in 2022Laura Spencer25 Oct 2022
More Helpful Email Tips and Strategies
Don't miss our eBook: The Ultimate Guide to Inbox Zero Mastery. It's packed with inbox organization strategies and killer tips for managing all your incoming email more efficiently. Don't forget to sign up to the Tuts+ Business newsletter and get your eBook today.
Improve Your Project Management Process Today!
As you can see, OneNote and Outlook can handle many project management tasks together. Using these tools together can help you work more effectively.
You’ve just learned how to activate MS OneNote and use it with Microsoft Outlook to organize your Outlook tasks, meetings, and other information. You’ve also learned how to save email to OneNote folders. Try using the OneNote Outlook integration today.
Note: This article was originally published by Laura Spencer in June of 2018. It's been updated for accuracy and relevancy by Sarah Joy.