Microsoft Office Tutorials and References
In Depth Information
Chapter 16: Tagging, Organizing, and Finding Information
CHAPTER 16
Tagging, Organizing, and
Finding Information
Using Tags to Highlight Important Notes . . . . . . . . . . . 523
Using Links for Quick Connections . . . . . . . . . . . . . . . . . 530
Smart Search Strategies . . . . . . . . . . . . . . . . . . . . . . . . . . . 534
Expert Organizational Techniques . . . . . . . . . . . . . . . . . . 542
Backing Up and Recovering Notebooks . . . . . . . . . . . . . 543
The more you use OneNote, the bigger your collection of pages and sections and
notebooks becomes. And as that collection grows in size and diversity, the challenge
of finding something you wrote last month or last year becomes ever more acute.
Fortunately, you have a variety of options to help you create order from chaos.
In this chapter we look at the full range of tools, techniques, and strategies you can use to
stay organized in OneNote. We start with the powerful Tags feature, which allows you to
assign a label and icon to an individual paragraph and then collect similar tags into
summary pages and to-do lists. This feature works best when you toss the default tags and
create your own.
We fully document OneNote’s powerful but occasionally confusing search capabilities,
which can be accessed from the Windows search box and in OneNote itself. We also
highlight OneNote’s many tools for creating links to documents, web pages, and other OneNote
pages and sections. That’s just one of the strategies you can use to keep from being
overwhelmed by a large collection of notebooks.
And finally, we explain how OneNote’s Recycle Bin and automatic backup features work,
and recommend a few tweaks to ensure that you’ll have the best chance of finding a page
or a section if you accidentally delete a page containing irreplaceable information.
Using Tags to Highlight Important Notes
You can attach a tag to any paragraph on any page in OneNote. Each tag provides a label
(To Do, Important, Remember For Later) and, optionally, a small icon that appears to the
left of the paragraph as well as custom font colors and highlighting that are applied to the
entire tagged paragraph.
Attaching a tag to a paragraph makes spotting action items easier when you’re scanning
a page—you just look for the colorful icons or highlighting. But the real value of tags,
as we explain later in this section, becomes apparent when you search for tagged items
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