E
Eric Carmody
Hello,
I am considering how to implement OneNote for our application
documentation, support and project documents in our local computer IT
department. I would appreciate any feedback on the below questions and
issues.
We currently have many folders on a shared network drive, a folder for
each application, system or project. Each folder contains a plethora
of Word docs, spreadsheets, viso diagrams, etc.
One of my primary design considerations is should all the folders
(apps/systems/projects) be in one OneNote notebook, or should each
network folder be its own OneNote notebook?
If I went with one notebook approach, then each folder (representing a
single application/system or project) would be a tab section, and all
the various documents in the folder would then be pages. This has a
benefit of being a single link that people can access and then see the
entire suit of documents and projects. Keyword search will be much
better in this design. It is possible limited in regards to only being
able to subdivide the content by pages. All documents for the specific
app/project would need to go to separate pages and there not really a
nice approach to "grouping" pages unless you indent a subpage under
another page. Another flaw with this approach is that the section tabs
list will get very long and it may be difficult to navigate all those
looking for the section you want.
On the other hand, if each network folder was its own OneNote
notebook, then the ability to group content and pages is much better.
A limitation of that though is that you need to navigate to all the
various folders to find the notebook to open. Keyword search will be
limited to only the notebooks that you have opened across all the
network folders. Navigating a long list of notebooks may be easier
than scrolling through a long list of tab sections as describe above.
A few other issues in regards to existing documents. If anyone has
taken this "conversion" approach before, what to do with the existing
word and spreadsheet docs. Do you "print" them into a OneNote page so
that the content is actually in the page and can then be word
searched, or do you just put "links" to the original document? If the
content was actually copied into the page then I think I would want to
make the original document unaccessable so that it does not get
updated and out of sync the OneNote page.
If anyone has taken their existing folder/file hierarchy system of
documentation and converted it into OneNote I would be very much
interested in hearing you design strategies, and pros/cons that you've
come to realize with it.
If anyone has comments or suggesting based on the above, again I would
appreciate your time to type a response.
Have a good day!
Cheers,
Eric
I am considering how to implement OneNote for our application
documentation, support and project documents in our local computer IT
department. I would appreciate any feedback on the below questions and
issues.
We currently have many folders on a shared network drive, a folder for
each application, system or project. Each folder contains a plethora
of Word docs, spreadsheets, viso diagrams, etc.
One of my primary design considerations is should all the folders
(apps/systems/projects) be in one OneNote notebook, or should each
network folder be its own OneNote notebook?
If I went with one notebook approach, then each folder (representing a
single application/system or project) would be a tab section, and all
the various documents in the folder would then be pages. This has a
benefit of being a single link that people can access and then see the
entire suit of documents and projects. Keyword search will be much
better in this design. It is possible limited in regards to only being
able to subdivide the content by pages. All documents for the specific
app/project would need to go to separate pages and there not really a
nice approach to "grouping" pages unless you indent a subpage under
another page. Another flaw with this approach is that the section tabs
list will get very long and it may be difficult to navigate all those
looking for the section you want.
On the other hand, if each network folder was its own OneNote
notebook, then the ability to group content and pages is much better.
A limitation of that though is that you need to navigate to all the
various folders to find the notebook to open. Keyword search will be
limited to only the notebooks that you have opened across all the
network folders. Navigating a long list of notebooks may be easier
than scrolling through a long list of tab sections as describe above.
A few other issues in regards to existing documents. If anyone has
taken this "conversion" approach before, what to do with the existing
word and spreadsheet docs. Do you "print" them into a OneNote page so
that the content is actually in the page and can then be word
searched, or do you just put "links" to the original document? If the
content was actually copied into the page then I think I would want to
make the original document unaccessable so that it does not get
updated and out of sync the OneNote page.
If anyone has taken their existing folder/file hierarchy system of
documentation and converted it into OneNote I would be very much
interested in hearing you design strategies, and pros/cons that you've
come to realize with it.
If anyone has comments or suggesting based on the above, again I would
appreciate your time to type a response.
Have a good day!
Cheers,
Eric