Working with all your OneNote notebooks in Office 365

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OneNote is one of my favourite Microsoft products. The digital notebook has been my number one application for years now. With such a great cross-device scenario and combining it with a Surface Pro 3 it really does become a masterful tool. I’ve used it for everything from technical research, note taking in meetings and workshops and even hooked up to a projector with the Surface as a mobile whiteboard.

While I was giving a team an overview of OneNote last week a simple question was posed.

“How do you find all your notebooks in Office 365?”

One the desktop/device top

In the Office 2016 version your opened notebooks can be found listed in the Notebooks listing top left. Like the screen shot below.

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This lists the Notebooks I’ve opened and sync’d with the OneNote application.

If you’re using the Windows 10 universal app then you get the same concept from he hamburger menu.

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I personally keep a different set of notebooks sync’d between the applications. Mainly keeping the bulk in the full application and those I use on the go in the Windows App version. In Edge (Microsoft’s latest IE replacement) you can snip the page into OneNote directly. I have one notebook i use for these snippets so that’s one i sync.

So the conclusion in the desktop and device world is that you can find them if you knew of/accessed them before and opened them. There is no true ‘discovery’ that’s super obvious to an employee.

Office 365

So what’s the story in Office 365?

OneNote is listed in the App Launcher and the main Office 365 portal page by default. The Office portal looks like this.

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The App Launcher looks like this (I’ve ordered my tiles differently to default)

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And this is where life become super cool!!!

When you clicked this icon a few months ago you jumped into the OneDrive for Business notebook by default. Well now we get a splash screen with all the notebooks I have access to. VERY COOL Open-mouthed smile

This is how it looks.

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Now there are some interesting things to notice about this.

  • It is listing all my notebooks, from OneDrive for Business and my Office 365 Unified Groups and team sites. Which is giving my entire notebook estate.
  • The url is actually pointing out to the consumer services at this point. In this example it was https://www.onenote.com/notebooks?auth=2# more on that later in the article.

Clicking into a notebook takes you into the WOPI/Office Online version as you are used too. We’re now back inside our tenant by url.

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Things get even better for us…. You’ll see the splash screen now moves the ‘Quality’ notebook up the order as we’ve recently interacted with it.

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One final thing, when you’re in a notebook you can still quickly skip to another by clicking the ‘Notebooks’ link in the left hand panel. This launches the splash screen again.

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OneNote.com

Now it’s interesting to see the consumer services and the Office 365 service getting some crossover, we know it’s coming as the API is already ‘unified’ to interact with both.

When you visit www.onenote.com you can log in with either Microsoft Account or your Work account and the app will work out what to show you.

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Signing in with your Office 365 work account gives us the already familar splash listing.

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If we log in with our Microsoft Account we get our personal notebooks (from OneDrive normally).

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Wrapping it up

So hopefully this has shown some of the new updates to the OneNote experience that can be shared across the organisation. It also reinforces the value of the web application versions of the Office clients.

Office Online UI updates

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There have been some subtle changes to the Office Online user experience in the past week or so. Office Online are the office applications such as Word, Excel and PowerPoint, they render a web based version which allows you to edit and read content directly within the browser.

The image below shows the reading view of a Word document. Note how the application bar now has a new layout and different options

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The link back to the document library location is now within the grey area rather than on the header bar. In the image below you can see the library title ‘operations’.

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The other options now appear on the right-hand end. As you can see from the image below some of the common options are now available without opening the file.

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The ‘Edit Document’ menu provides us the links to edit online or in the desktop application.

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The ‘Print’ menu item prints off the document as a PDF

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The ‘Share’ menu item launches the Sharing dialog.

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The ‘Comments’ menu item opens up the commenting functionality.

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The ‘…’ menu brings up some other useful features.

The ‘Find’ menu brings up an in-document search box. Personally I’d like to see this as one of the primary options as it is a training challenge to educate people that it exists.

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Other options allow for the in place translation using the ‘Translate’ menu option. The ‘Download’ does exactly as you’d expect and downloads the file, as does ‘Download as PDF’.

The final option which is worth mentioning is the ‘Embed’ option. As you can see from the image below it has some pretty neat features.

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We can set the dimensions and some of the interactions available such as enabling print and the start page.

While they sneaked in under the radar these changes have made Office Online even more capable within Office 365.

Naming a document in Office Online

OfficeOnline

Office Online is the web based versions of the common Office application like Word, Excel and PowerPoint. These are great productivity boasters in Office365 allowing most common document editing experiences to be performed within the browser without the need to download the actual document locally.

As a user you can create a new file directly within the browser from the ‘New’ menu item shortcuts on every document library.

In OneDrive for Business it looks like this.

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In a team site it looks like this.

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Lets look at an example when we click the ‘Word document’ from the OneDrive new menu.

It opens our new document in Word Online.

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As we can see when we return to the OneDrive library our new document has been created but it has been called ‘Document1’.

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So how can we rename it to something sensible?

We can do it via the Edit Properties menu

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Change the file name in the edit form and click save.

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This now shows the file updated.

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There is an easier way.

Lets repeat the action from the new menu to get a new document. This gives us another ‘Document1’ Word document. So we should be able to switch into backstage to update the file info right…. By choosing ‘Save As’ and picking a filename.

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Well no actually this doesn’t work in Office Online as it is clever enough to be already saving directly into the online library.

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Clicking ‘Save’ tells you as much.

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So how can we change the file name? Well its actually so simple when you know how.

Click the ‘Document1’ name in the header bar while editing the document. And simply overtype your desired name.

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When you change it you can see the change back in the main library view.

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