You’re in Outlook, and you get the dreaded message- your mailbox is full, and you will not be able to send or receive any emails until you create some space. Delete some email. Oh, and then empty your trash, because your trashcan takes up your allotted space as well. Decision time. If you can sort by size, or filter for large items, you can look for some big ones to instantly create some breathing room, but that’s only buying you a little more time. You need a long-term solution. In short, you need OneNote.
There are some definite advantages to working in a district that uses both Microsoft and Google. Certainly there is plenty of redundancy between the two- Word/Docs, Excel/Sheets, PowerPoint/Slides, etc. But while Microsoft has no platform for building websites like Google Sites, Google has nothing like Sway for presentations. I particularly like Sway for students to create in.
Then there’s OneNote.
I resisted learning OneNote for a long time, and it is weird in a lot of ways, but you can just do so many things in OneNote. Once you start into OneNote it’s like exploring this vast network of caves with so many hidden treasures.
Okay, this one isn’t really hidden, but it’s a real gem nonetheless.
This video shows all the steps, but you need to lay some groundwork in OneNote before you touch anything in Outlook.
First you need to know that there are three versions of OneNote-
- the online, Office365 OneNote
- OneNote 2016, the full-featured desktop program
- OneNote the Windows 10 app- not (yet) as full-featured as the program, but the version of the future, where all the new features are coming
I never create a new notebook anywhere except the online version. But I almost never work in the online version. Oddly enough, you can’t create a OneNote notebook in OneNote online itself- to create an online notebook, you actually do it in OneDrive.
Once you have created it, you then want to open it in OneNote 2016.
(Oh, but one note- I mean, a single comment- If you have never opened OneNote on this computer before, open it on your computer, from the Windows Start button, before you click “Open in OneNote” in OneNote online.)
You can choose either the app or the program- they both have the features you need.
NOW you can go into Outlook and send your email into OneNote. When you do, all the attachments come with it, all the links are still clickable, you can keep conversation threads together, and everything is searchable.
Simply select the email or emails (using the Ctrl or Shift button to select multiple) and press the OneNote icon in the Move tab in the ribbon. If you are only sending one email to OneNote, you can also right-click on it and you will see the same icon.
The window that pops up lets you choose where in OneNote to move the email(s). If you choose a section, it will create a new page in that section for each email you are moving. If you choose a specific page, they will all be pasted onto that page, which I find takes longer, and is less organized. (Most users will want to avoid clicking to Always send to selected location.)
I set up folders in my Outlook inbox and sections in my email OneNote that correspond to one another. As my “3D Printer” folder fills up in Outlook, I can go into that folder, use Ctrl A to select all, and choose to send them into the “3D printer” section in OneNote. Once they all have appeared there, I can delete them in Outlook. (And empty my trash, if I did this because I got “the message”.)
So if you never use OneNote for anything else, we have a lot of folks in our district that only use it to solve the email storage problem. Sometimes that’s enough to get them familiar enough to start exploring the other awesome things that OneNote can do, and if that’s you, stay tuned….