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  • Writer's pictureSara Millis

How to use OneNote to streamline your team collaboration

Updated: Jul 13, 2023

Looking for software to streamline your team collaboration? OneNote is the perfect solution! In this blog post, we’ll take you through the program, associated costs and a quick setup guide.

Young woman listening to headphones while working on her laptop

What is Microsoft OneNote?

Microsoft OneNote is a digital note-taking application allowing users to capture, organise, and share notes, ideas, and information digitally. It was first introduced as part of the Microsoft Office suite of applications in 2003. It has since become a standalone application on multiple platforms, including Windows, Mac, iOS, and Android.

OneNote provides users with various tools to create notes, including the ability to type, write with a stylus or digital pen, record audio and video, and clip content from the web. Notes can be organised into notebooks, sections, and pages, making categorising and finding information easy. OneNote also allows users to tag notes for easy searching and can integrate with other Microsoft applications such as Outlook, Teams, OneDrive and SharePoint.

One of the critical benefits of OneNote is its ability to allow for collaboration among team members. Multiple users can work on the same notebook simultaneously, making it easy to share notes, ideas, and feedback in real-time.

How much does OneNote cost?

OneNote is a commercial version of Microsoft Office 365, a subscription-based service that includes other Microsoft applications such as Word, Excel, and PowerPoint. OneNote is free for personal use on all platforms, including Windows, Mac, Android, iOS, and web browsers. The cost of Office 365 depends on the plan you choose and the number of users.

So, bottom line, how does OneNote really save your business time and money.

How OneNote saves your business time and money

OneNote can save a business time and money in several ways:

  • Centralising information - OneNote can serve as a central repository for data, allowing employees to access and share information effortlessly. This can save time and reduce duplication of effort since employees do not have to search for information or recreate it.

  • Collaboration - OneNote allows multiple users to work on the same notebook simultaneously, enabling real-time collaboration and reducing the time it takes to complete a project.

  • Organisation - OneNote's organisational tools, such as sections, pages, and tags, make it easy to keep track of information and find what you need quickly. This can save time and reduce frustration when searching for information.

  • Accessibility - OneNote is available on multiple devices, including desktops, laptops, tablets, and smartphones. This makes it easy for employees to access information on the go, reducing the time it takes to complete tasks.

  • Reduced paper usage - OneNote can reduce paper usage by allowing employees to take digital notes and store them in the cloud. This can save money on paper and printing costs.

Overall, OneNote can increase productivity, reduce duplication efforts, and improve communication and collaboration, saving your business time and money.

How to set up OneNote to streamline your collaboration

OneNote is a powerful tool that can help streamline team collaboration by providing a centralised location to capture and organise notes, ideas, and tasks. Here are some ways to use OneNote to improve team collaboration:

  1. Create a shared notebook for project work - OneNote allows you to create a shared notebook that multiple team members can access. This provides a centralised location to store and access notes, ideas, and tasks. You can also assign permissions to control who can view and edit the notebook.

  2. Use sections to organise content in your notebook - Within the shared notebook, you can create sections to organise content by topic, project, or department. This makes it easier to find and access information quickly - great for ongoing projects or larger client accounts.

  3. Use tags to categorise content - OneNote offers a variety of tags that can be used to organise content. For example, you can use tags to highlight important information, mark items as complete, or flag items for follow-up. Making oversight an easier task for management.

  4. Remember to book a time to collaborate on notebooks and files in real-time - OneNote allows multiple team members to work on the same notebook simultaneously. Meaning wherever your team is based they can collaborate over a Teams meeting to get projects up and running. This makes your team much more effective and meeting much more productive.

  5. Don’t forget to share notes and tasks - OneNote allows you to share individual notes or tasks with team members. This can be useful when assigning tasks or sharing relevant information with only a subset of the team - effectively automating project management.

  6. Set up your mobile OneNote permissions - OneNote is available on various mobile devices, making it easy to access and update notes on the go. This can be especially helpful for team members who travel frequently or work remotely. It can also be helpful if you meet with suppliers or clients as you can use OneNote to give feedback to the team in real-time.

Need an expert team to set up your Microsoft 365 infrastructure? Contact Eric today, and let us help you!


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