Word and One Note

[RoomToBreathe]

We are converting all of our client files to One Note (Love it! You guys are
rock stars!)

I see how I can print to One Note so that it gives me a box on an untitled
page that I can move to wherever I want. I see how I can import or drag and
drop files into One Note so they are embedded.

We use a variety of templates for our contracts and faxes that are built in
Word and Excel. I will need to edit these down the road when clients want
changes before signing, so printing to One Note won't suffice because I
cannot edit from there. I need the word/excel document embedded. I don't
want to have two copies of the document kicking around. Just want the one
embedded in One Note. I'm working out the best way to make it happen. After
reading a bunch of posts that were helpful, I am stuck on the following two
questions:

Question 1: What happens if I delete the word/excel file after I have
embedded it into One Note? Will it go missing? Will my computer explode?

Question 2: When I do a Save As into a One Note notebook of a word (or
excel, or any other format) document, where does it go? I can't seem to
locate it anywhere.

Many thanks, oh One Note Gods and Godesses!

 

[RoomToBreathe]

I'm still challenged with this. I'm still reading Word and One Note posts
and found something close, but nothing as a true answer. Can anyone please
give me some insight?

 

[Ben M. Schorr - MVP (OneNote)]

Re: Embedding files. If you actually insert the file into OneNote
instead of just inserting a link to the file, then you can delete the
file from its original location without losing it from OneNote. If you
insert a LINK instead...then what becomes of the original file, becomes
of the linked file.

Re: Save As: you mean embedding a file into OneNote? It goes into the
..ONE file for that section if I recall correctly.

--
-Ben-
Ben M. Schorr, MVP
Roland Schorr & Tower
http://www.rolandschorr.com
http://www.officeforlawyers.com
Author - The Lawyer's Guide to Microsoft Outlook 2007:
http://tinyurl.com/5m3f5q

 

[RoomToBreathe]

Ben,

Thank you for the first answer. We would be inserting the file, not just a
link.

Although I think I found a loophole that lessens the value of even inserting
the file and relates to the second answer.

http://support.microsoft.com/kb/920217

It appears that I'm going to have to keep all of the original documents and
edit them in word and then re-insert the file again and again whenever we
make changes to them. If I have to have 2 copies of everything, this is
defeats the purpose that we wanted for using One Note.

Do you know if there has been an update or change to this article since it
was written in 2006?


Clarifying question 2 - What happens to the document when I do a save as?
Scenario: I'm in word. I've completed the document. I want to save it
directly into one note so it shows up on a page in a desired section without
having the word document hanging around as a second copy in a folder
somewhere.

When I "save as" now I can save it as a word doc in the One note folder, but
then I have to go back and insert the document. So, again, a duplication of
effort.

Is there a way I can write a document in word and save it as a one note page
that can be filed later from unfiled notes?

Jessica

 

[Ben M. Schorr - MVP (OneNote)]

The issue with that article is when you insert the document into OneNote
but then open the document from the Shared Folder. When you insert the
document in OneNote you make a copy of the document in OneNote. If you
don't delete the original then you have two copies and it suddenly
matters which copy you open/save.

It's the exact same issue as if you had made a copy of the original
document in another folder.

In fact it's not that you have to have 2 copies of everything...it's the
opposite. You don't WANT 2 copies of anything (except a backup, of
course). You just need to make sure everybody opens the document from
OneNote.

As for question #2: You can print the document to OneNote I suppose.
I'm not sure, offhand, if there is any way for you to just save a new
document into a OneNote page as an embedded file. I'm guessing not -
OneNote isn't really intended to be a file system - but you can save it
to your desktop, then embed it into the OneNote page and remove it from
the desktop. Not really much more work than moving it from Unfiled
Notes.

--
-Ben-
Ben M. Schorr, MVP
Roland Schorr & Tower
http://www.rolandschorr.com
http://www.officeforlawyers.com
Author - The Lawyer's Guide to Microsoft Outlook 2007:
http://tinyurl.com/5m3f5q

 

[RoomToBreathe]

Ben, Thank you.

We are bumping up against a problem with opening documents from One Note
even when we delete the very first original created version from the desktop.

Scenario: My word doc contract is in a One Note Page. I open it to make
changes/edits. My colleague Dave opens it to make changes/edits at the same
time. (In word, what happens is one of us gets s "read-only" notice that
doesn't allow us to move forward because someone else has it open.) We don't
get a read-only notice. Both of our changes get saved (but to where? I can't
find them?) and now we have conflicts that need to be resolved but I can't
tell who did what and what takes precedent.

I'm having staff only open the file through One Note and we get conflicts
that I don't know how to resolve. I still don't know where that file is
stored. Since I've deleted the word document from the desktop, and my staff
is opening it from One Note, and making changes to it, and saving the changes
- where is this document kept?

I thought the purpose of One Note was for it to be a filing/organizing
system for documents and projects?

At this point, my manager is feeling that since we're going to have to keep
a duplicate file folder system for all of the Word, Excel, MS Project
documents because of the conflicts in writing/editing, there is no point in
using One Note. I would love to tell him otherwise.

Got any suggestions on how to resolve the conflicts when multiple people
edit the document?

I'm open to taking this offline if you like, or if you have a suggestion on
a person to speak with at Microsoft that would be interested in delving into
this deeper with me, I'm open to that too.

Thanks!

Jessica

 

[Rainald Taesler]

Got any suggestions on how to resolve the conflicts when multiple
people edit the document?

I'm open to taking this offline if you like, or if you have a
suggestion on a person to speak with at Microsoft that would be
interested in delving into this deeper with me, I'm open to that
too.

As some members of the developers' team are reading here (and sometimes
posting solutions if there any) I would see no need to take this topic
to "private" communication channels.

Apart:
You may post this as a suggestion for the next version in "Connect",
the place for submitting
suggestions and bug reports to the developers team:
http://connect.microsoft.com/onenote/

When done, pls drop a note with the URL in here so that we can jump in
and vote for your suggestion.

Rainald