Project management

Top 8 tips for using OneNote for project management

OneNote is very popular for its note-taking capabilities. However, you can easily use OneNote for project management with smart organization, OneNote templates, sharing features, and smart integration with Outlook.



Manage projects in onenote

Maybe you don’t want to use another project management tool and want to work from one interface all day. You already have all the data available in OneNote Notebook, and using the same software for project management should provide a seamless experience. Follow the tips below and work with OneNote.

1. Use OneNote notebook, section, and pages

OneNote uses a unique method to organize notes. Unlike Evernote and Apple Notes, you’re not limited to using tags to organize notes. You can rely on sections and pages to organize your thoughts.

You can create a separate notebook for the upcoming project and create different sections for it. For example, you can create a new notebook as application / software name, add sections to it like UX, UI, Communication, Software Development, and Test.



Create notebook and sections

Add any necessary notes or pages and create the perfect notebook, ready to share.

2. Use the OneNote templates for help

Building every OneNote page from scratch takes time. After all, you choose OneNote as your project management tool to save time. Is not it ?

You can opt for one of the built-in OneNote templates and get started quickly.

Step 1: Open OneNote on your computer.

2nd step: Select the appropriate notebook and section.

Step 3: Add a new page and click the Insert menu at the top.



Open insert menu

Step 4: Select Page Templates.



Page templates in onenote

Step 5: This will open a menu dedicated to models.

Step 6: Select your favorite model from the list and see the magic.



Models in onenote

You just have to make a few changes here and there. You can even create custom OneNote templates to save more time in the future. Read our dedicated article to learn how to create templates in OneNote.

3. Add Outlook emails to OneNote

In some situations, you need to send important customer emails to OneNote for reference.

Outlook offers direct integration with OneNote. Here is how you can use it.

Step 1: Open Outlook in Windows.

2nd step: Select an email you want to send to OneNote.



Send Outlook email to onenote

Step 3: Click on the three-dot menu in the upper right corner and select OneNote.



Send an email to onenote

Outlook will ask you where you want to save the email in OneNote. Select the section in a notebook and you are good to go.

4. Add relevant files to OneNote

Before you can share a OneNote notebook with others, you need to add relevant files and spreadsheets to a page. It’s pretty easy to do.



Insert file and audio into onenote

From a OneNote page, select Insert. You will have the option of integrating the Excel file into the page. If you want to record audio or video, you can easily do so from the same menu.

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5. Share OneNote notebook

Now that you’ve created a perfect OneNote notebook with templates, emails, files, and more, it’s time to share the notebook with other team members to manage the project.

Step 1: From a OneNote notebook, click File in the upper left corner.

2nd step: Select Share.

Step 3: Type in the email addresses of other members and give them edit permission.

Step 4: Click Share at the bottom and let others join the notebook.



Share an onenote notebook

6. Track recent changes

After your team joins a OneNote notebook, you’ll want to track changes made by others.



Review changes in onenote

From a OneNote notebook, go to the History menu at the top. Select Recent Changes and check for changes made by others on a page. You can also search for changes by a specific author from the Find by Author menu.

7. Main tags to track the status of tasks

OneNote comes with dozens of built-in tags to track project progress. From a OneNote page, you can go to Home and check for tags.



Screenshot 2021 12 08 211640

You can add different tags like Project, Chat with Person X, Customer Request, Important, Remind, Email, etc.

8. OneNote password protection page

You won’t want every team member to have access to all OneNote pages, right? Some OneNote pages may contain sensitive information like quarter results, harsh customer reviews, final UI design, and more.



Password protect a note

To prevent unauthorized access to these pages, you can password protect them from the Review section.

This way only you and the selected team members have access to the page.

Master OneNote project management capabilities

Why pay extra for a dedicated project management tool when you can get the job done from within OneNote itself? Sure, the dedicated tools come with dozens of features, but ask yourself if will you use them? Otherwise, OneNote may be the perfect solution for managing small projects on the go.

Last updated on December 14, 2021


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