Creating Page Groups, Sections, and Folders


Before we start exploring the different elements of OneNote discussed in this chapter, we should get our bearings straight. In Figure 9.1, you'll see each element we're discussing in this chapter.

Figure 9.1. Your OneNote window might look similar.

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Every OneNote installation has one default folder. That folder is called My Notebook. If you examine the My Documents folder on your hard drive, you'll find a folder called My Notebook. Within that folder, you'll find every other OneNote file.

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You can store OneNote files in other places besides the My Notebook file. However, unless you explicitly place a file in another location, such as a network share or SharePoint server, all files you create in OneNote are stored in the My Notebook folder.


If you examine the My Notebook folder shown in Figure 9.2, and compare it to Figure 9.1, you can begin to relate the structures within OneNote to the individual files and folders in Windows.

Figure 9.2. The My Notebook folder contains a file for each section.

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As you can see, there's a .one file for each section shown in Figure 9.1 (as well as the sections that aren't shown due to screen size). Each OneNote section has its own file. You might notice that there aren't individual files for each of the pages within OneNote. The information stored in OneNote's pages is actually stored within the section file.

In addition to .one files for each of the sections, there are also folders in OneNote. A folder is a container for section files. You can have multiple pages within a section and multiple sections within a folder.

The other components you'll find in the My Notebook folder are any linked files. For example, you can link a Word document to a OneNote page and OneNote places a copy of that file in the My Notebook folder (or whatever folder you're using to store the files from that particular section). For more information on linking files within OneNote, see Chapter 20, "Office 2003 Integration." Any audio notes you record while in OneNote are stored as separate files in the related folder and linked to the page you were working on when you recorded them. You can find more information about recording and storing audio notes in Chapter 17, "It's Too Quiet in Here Let's Add Some Sound."

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It's often helpful to create a folder for wide categories of information. For example, if most of your notes are going to be business related, but some will be personal, consider creating a Personal folder. This way you can store all of your personal information separate from your business information.


The next sections will explore each of the structural components within OneNote in detail.

Creating Page Groups for Related Notes

A page group is exactly what it sounds like. It's a group of pages. You can think of page groups as several legal pad pages stapled together.

To create a new page group, all you have to do is create a new subpage. To create a new subpage, click the New Subpage tab. This tab is located directly under the new page tab, as shown in Figure 9.3.

Figure 9.3. Click the new subpage tab to create a subpage of the current page.

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The new subpage is placed directly under the page that was currently selected. For example, in Figure 9.3, the subpage will be created under the Tabby Cats page.

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If you want to change the date and time stamp on a subpage, you can delete the existing entry and type your own date and time stamp.


The subpage is created with the same title as its master page. The page title won't appear on the subpage's tab, although it will appear in the page header. It also has the same date and time stamp. Even though you can create a new subpage at any time, it will always have the time stamp of your original page.

As you can see from Figure 9.4, the subpage has an additional caption on the right side of the page under the page header that tells you the total number of pages in the page group and the current page you're viewing. You can create any number of subpages under a master page.

Figure 9.4. Your subpage lists the current page number and the total number of pages in the page group.

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You might wonder why you would want to create a subpage rather than just adding more space to your existing page. Well, there are no firm rules for doing this. However, here are a few common reasons:

  • If you create a subpage, you can later turn that page into its own master page by ungrouping the pages.

  • You can take an existing master page and easily turn it into a subpage.

  • You can control printing of subpages individually.

Using Sections for Categories of Notes

Sections, displayed as individual file folder tabs in a typical OneNote window, can be used to group related information. When you install OneNote, you have default sections for Meetings and General. You can create as many sections as you want. Each section is represented by its own .one file. If you use OneNote for business notes, you can create a new section for each project you're working on.

Creating a New Section

To create a new section, right click an existing section tab and choose New Section, click the New Section button on the toolbar, or select New from the File menu to display the New task pane, as shown in Figure 9.5.

Figure 9.5. You can create new sections, folders, pages, and Side Notes from the New task pane.

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Choose Section in the Task pane to create a new section. When you create a new section, it's inserted directly after the current section you're viewing.

Renaming Sections

When you create a new section, its name (New Section) is highlighted. Just type the name of the section and press Enter or click somewhere else in the section. If you need to rename the section later, right-click the section tab and choose Rename. Type the new name and press Enter or click somewhere in a note page to save your changes.

Using Folders to Organize Multiple Sections

A folder is a container for sections. You can create folders for large categories of notes. For example, create a folder for business notes and a folder for personal notes. If you're using OneNote for school, you can create a folder for each class or a folder for each semester and sections for each class. You have complete control over how your OneNote files are organized.

To create a new folder, display the New task pane by selecting New from the File menu. Click Folder to create a new folder. When you create a folder, it looks very similar to a section and is displayed in the same place as the section tabs at the top of the OneNote window. However, folders have a folder icon next to their name. Type a name for your folder and press Enter.

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You can also choose New Folder from the Insert menu to create a new folder.


Once you create your folder, select the folder's tab. You'll see the message displayed in Figure 9.6.

Figure 9.6. Your new folder doesn't have any sections yet.

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Once you have a new folder, select New Section from the Insert menu or just click somewhere in the blank folder to create a new section.

Changing Section Colors

You might notice that when you create a new section, it's not the same color as the previous section. OneNote allows you to create sections with eight different colors (or no color at all). To change your section color, right-click on the section title and choose Section Color to display the context menu shown in Figure 9.7.

Figure 9.7. You can choose eight different section colors.

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Just click any of the available colors to change the color of the section.



Absolute Beginner's Guide to Microsoft Office OneNote 2003
Absolute Beginners Guide to Microsoft Office OneNote 2003
ISBN: 0789731487
EAN: 2147483647
Year: 2003
Pages: 182

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