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How to Use OneNote Effectively (Stay organized with little effort!) - YouTube
Channel: Leila Gharani
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I've been using OneNote
for a few years now.
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The main reason was to
become more organized.
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You see, I'm constantly
thinking of tasks I need to do.
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I have ideas for new videos,
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I need to write down the name of a new app
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someone just told me about.
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I ended up collecting
these in different places,
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and none of them were being synced.
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A lot of these disappeared
into a black hole.
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In this video, I'm going to share with you
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some OneNote tips and tricks
and how I like to use it.
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(upbeat music)
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Before we get started a
brief thanks to Skillshare
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for sponsoring today's video.
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Skillshare is a learning platform
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with lots of great classes.
[50]
And I have a special link for you
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that gives you two months
free premium access.
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You're going to find it in
the description of this video.
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But I'm going to chat more
about them towards the end,
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so stay tuned for that.
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Now let's continue with our tips.
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David Allen, the author
of "Getting Things Done."
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By the way, it's a great book,
and I highly recommend it
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if you're interested in
increasing your productivity.
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He says, your mind is for
having ideas, not holding them.
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So we need to find a way to record
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and store design ideas externally,
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so we can concentrate on actually
getting these things done.
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That's where OneNote comes in for me.
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OneNote is a digital notebook,
but it's much more than that.
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I'm sure you're going to agree with me,
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by the time you get to
the end of this video.
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Let's get to my OneNote productivity tips.
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Number one, use hierarchies
to get organized.
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A great feature in OneNote is that,
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you can create your own
hierarchy structure.
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There are three main levels,
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the highest level Is the notebook,
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just like the physical notebook,
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they can hold many pages.
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Next level down are sections.
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Think of this like chapters in a book.
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And finally there are pages.
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These holds your actual notes.
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Let's say we create a notebook
to hold all your recipes.
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We can either right click
and select New Notebook,
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or we click on the Add notebook down here.
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The sections in this notebook
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could be the different types of dishes.
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So we can create a section for appetizers,
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one for main dishes, one
for vegetarian dishes,
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one for desserts, and so on.
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You get the idea.
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Within the sections, we
add the separate pages
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for the actual recipe.
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So here we have a recipe
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for a wild rice and mushroom burger.
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We have the ingredients, the directions,
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and we can add pictures and even link to
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where we got the recipe from.
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Apart from these recipes,
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I usually have notebooks
for ideas for videos
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with different sections
depending on the progress,
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like brainstorming,
research, or scripting.
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And I have a notebook for private things
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like shopping lists, vacation and so on.
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If you need more hierarchy levels,
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you can cluster multiple
sections into a section group.
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After you created a group,
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you can drag sections into the group.
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Another level you can
create are sub-pages.
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To be able to use them, you need to have
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at least two pages in a specific section.
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So let's say here, I have a
page with my meeting notes
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from Excel Conferences,
I can create sub-pages
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with the notes for the
individual sections.
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So I have a piece called Session Notes
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Excel Conference Bulgaria, and
sub-pages for each session.
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To create sub-pages,
just click on the page
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you want to turn into a sub-page
and select Make subpage.
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It's going to indent the title.
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You can even have another
level for sub-page
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that says sub-page of a sub-page.
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I don't use these as much,
but if you have a lot of notes
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and need a detailed structure,
they can be really helpful.
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So to summarize, these are
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the different hierarchy
levels, you can have.
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Notebook, section group, section, page,
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sub-page one, sub-page two.
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Just start out with a structure
that makes sense to you,
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you can always change
it or add to it later.
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Number two, use tags
to find what you need.
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Tags are a great way to categorize
and group notes together
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that aren't in the same
notebook or section.
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So let's say I'm in my notebook
for general video ideas,
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in this case for Power Query
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where I have a notes
for Learning M Basics.
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Let say this is something I
want to consider doing soon.
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By using the drop down
tag this note up here,
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I can select different default
tags to add to the notes
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or to parts of the notes.
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So I can tag this with Remember for later,
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so don't forget about it.
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In another notebook for my research,
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I have a page to check out
this app for a barcode reader.
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I can tag this note with the
same, Remember for later.
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So now I marked two notes that
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are in totally different
notebooks with the same tag,
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meaning although they are
in a different hierarchy,
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they're still grouped together
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and it's easy to find
your tag notes later on.
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So let's say you want to check all notes
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that are tagged with Remember for later,
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all you have to do is to click
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the Search icon here on the left,
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then either just click in the search bar
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and select from the tags
it will suggest down here.
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Or just start typing
what you're looking for,
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and select the tag that you want,
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and you're going to get a list
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of all the notes containing this tag.
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You can either use the default tags,
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but I recommend you also
create your own tag system
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through your own custom tags.
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You just need to click the
Create New Tag down here,
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and you can then name it
and select an icon for it.
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Currently, there isn't a
way to rearrange the tags,
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like you could in previous
versions of OneNote.
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New ones will always be added below,
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so don't go overboard
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and just keep the number
of custom tags limited.
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So in short, use tags to categorize notes.
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There are many applications for tags,
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just use them depending on your needs.
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So for example, let's say you
want to stay on top of tasks
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you assigned to your team members,
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or use these to highlight important parts
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in your learning notes.
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They make it really easy to find,
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what you need when you need it.
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Number three, capture ideas
anywhere with Sticky Notes.
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When I'm out and about,
I used to scribble down
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things I don't want to
forget in a piece of paper,
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then they either got lost,
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or I spent a lot of time
searching through my back,
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not anymore.
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I discovered Sticky Notes.
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The Sticky Notes are integrated
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in the OneNote app on mobile.
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So if I just want to write
something down really quickly,
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I'll just open the OneNote app
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and click on the buttons,
Sticky Notes down here,
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and start writing.
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I can also find all my
previously collected
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Sticky Notes right here.
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Now when I get back to the office,
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and I want to see those notes,
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I directly go to the Sticky Notes app.
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It's a built in app in Windows 10.
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To get to it, click on the
Start button and type in sticky,
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and you're going to see it pop up here.
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So on your computer or laptop,
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you're going to find it as a separate app,
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whereas on your mobile, it's
a part of the OneNote app.
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These are automatically synced,
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so you have your notes
with you at all times,
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no matter where you took them.
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Number four, extract text from images.
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Another great feature is
Optical Character Recognition,
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or OCR, which means OneNote
can re-text inside an image.
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This has two great benefits.
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Number one, it lets you
copy text from pictures
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so you don't have to manually type it out.
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So for instance, I copied
the screenshots in my notes.
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When I right click on
it, I get the option,
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Copy Text from Picture.
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I can open a new page
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and copy the text from the image hear.
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The second benefit, which
I personally use a lot,
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is that I can search for
text inside an image.
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I usually collect a lot of information
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from videos where I take notes,
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I also take web clippings and pictures.
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Later when I look for something specific,
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I use the search feature.
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With the OCR functionality, it
will also search for the text
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in the picture, and show me
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all relevant information, images included.
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Number five, focus with Immersive Reader.
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A great feature I love to use
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when I really want to focus
on a text, or for proofreading
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is the Immersive Reader.
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It's now built into several applications
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like Word, Outlook, and also OneNote.
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If you're on a page, you can click
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on Immersive Reader from the View tab.
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It will show you the page
without visual crowding,
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which makes it easier and faster to read.
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You can change the settings
for text size and color themes
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to whatever fits your needs.
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Here you can also change the font,
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and interesting one is Comic
Sans, which is a font that may
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not be visually appealing for
a professional environment,
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but it works great for kids.
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The way the As and Gs are shaped,
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is how kids learn to write in school.
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You could also use this to
practice reading with your kids.
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You can also use the play button down here
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and have the text read out loud for you.
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Learn how to analyze if a rental property
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is worth buying by calculating
the cash on cash return.
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With the voice settings,
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you can change the voice speed,
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and select a female or male voice.
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We'll set up an Excel template.
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So these are my tips and it's based on
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how I personally use OneNote.
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But there are many more features
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that can be very helpful
depending on your needs.
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For example, you can hand draw shapes
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and then apply ink to shape,
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and OneNote will convert them
automatically into shapes
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with straight lines and clean corners.
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One notes can also convert your
handwriting into typed text.
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I was skeptic because I
have a horrible handwriting,
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but it does manage to convert even mine.
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First select what you want
converted with the Lasso Select,
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and then just click on the
Ink to Text right here.
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I don't use this feature often
because I'm faster typing,
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but it can be useful if you
prefer to hand-write your notes.
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You can even use OneNote
for math problems.
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You can hand-write an equation,
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select it with the Lasso
Select and then click on Math.
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With Ink to Math up here,
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you can convert it into typed text.
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But that's not all, you
can ask actually click,
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Select an option and solve the equation.
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And if you're interested,
you can even show the steps
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on how to solve it.
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Pretty cool, right?
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Don't tell your teachers.
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There are different versions of OneNote
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like one or 2013 or OneNote 2016.
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But the official version of the app now
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is just called OneNote.
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It's available in
Windows, and also for Mac.
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Plus, you get it for free,
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and it syncs across all your devices.
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So you see, there are many
ways you can use OneNote
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to be more organized and productive.
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If you have a favorite feature,
share it with us below.
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And if you have something new
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that you want to share
with us with OneNote,
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that I didn't cover in this
video, also share that below.
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If you're like me, and
you like to accomplish
[774]
more in less time, I
recommend checking out,
[777]
the productivity classes on Skillshare.
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Skillshare offers thousands of
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skills, and a lot more.
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One of the latest classes
I took on Skillshare
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was simple productivity, how
to accomplish more with less.
[798]
This course made me think
twice about my daily task list.
[802]
I realized it's not about
[804]
how much I managed to do in a given time,
[807]
but about deciding what matters.
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And that's not easy,
because at first glance,
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everything matters.
[815]
I really appreciate the tools
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that were shared in this
class, to help me do that.
[820]
If you're interested to join this class
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or any of the other thousands
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After to two months,
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[840]
which makes learning new
skills super affordable.
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Thank you for watching,
and I hope from this video,
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you got some ideas on
how you can use OneNote
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to improve your day to day processes.
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If you enjoyed it, give it a thumbs up.
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And consider subscribing, if you enjoy
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what you see on this channel
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and you want to learn new skills.
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And I'm going to see
you in the next video.
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(upbeat music)
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