Microsoft® Office Integration

Microsoft® Office Integration
Microsoft® Office Integration
Level 100
Microsoft Corporation
This document presents the areas where Microsoft® Office OneNote™ 2003 integrates with other
Microsoft Office applications.
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Introduction ................................................................................................................................... 1
Objectives ...................................................................................................................................... 1
Overview ........................................................................................................................................ 2
Outlook Integration ....................................................................................................................... 3
Sending Notes via E-mail
Receiving Mail
Try This: Sending Notes
Registry Keys
Creating Tasks
Try This: Create Outlook Tasks
Copy and Paste ........................................................................................................................... 10
Copy and Pasting Tables
Pasting HTML
Registry Keys
Known Issues
Shared Workspace...................................................................................................................... 14
Shared Workspace task pane
Try This
This module covers the areas in which OneNote integrates with other Office Applications.
OneNote integrates into Microsoft® Outlook® and Microsoft® Windows® SharePoint™ Services,
but also allows you to get data from other Office applications by using the Cut/Paste functionality.
Students will learn the areas in which OneNote integrates with other Microsoft Office applications.
Prerequisite Knowledge
Completion of the Overview and Installation, User Interface, Formatting, and OneNote Features
Before discussing OneNote integration with Office, it is important to point out functionality that
other Office applications support that OneNote does not. The following list is to ensure that you
are aware of OneNote’s limitations.
OneNote only supports exporting .one and .mht files. There is no support for other Office
documents including .txt files, .pdf files, Journal files, or any other file types.
There is no programming support including support for Component Object Model (COM)
or add-ins.
There is no OLE support or support for linking to the other applications. You can drag a
document into your notes and OneNote creates a static link to the document.
There is no support for XML.
There is only limited support for Outlook. This is covered in the next lesson.
No support for the PocketPC or any other handheld device.
There is not an Office Clipboard command on the Edit menu nor is there a Paste Special
Outlook Integration
OneNote integrates with Outlook by allowing you to send your notes via e-mail and by allowing
you to create Outlook tasks from the OneNote user interface.
Sending Notes via E-mail
OneNote does not offer the Send To option on the File menu that is typically found in Office
applications. OneNote does provide an E-mail command that is available on the File menu, the
, or by using the keyboard combination CTRL + SHIFT + E:
Whichever method you use to start the e-mail process, the Outlook e-mail envelope is loaded.
This behavior is the same as Microsoft Word. OneNote requires that Microsoft® Outlook® 2003
be set as the default e-mail client in Internet Options for this functionality to work. OneNote only
works with Outlook 2003 as the mail client. If Outlook is not set as the default e-mail program,
the toolbar button and menu items are removed from the interface and the keyboard combination
no longer works. The functionality provided by the Outlook e-mail envelope in OneNote is the
same functionality provided in Microsoft® Word and is not covered in this training.
OneNote can send individual as well as multiple pages, but is unable to send multiple sections or
an entire notebook. By default, OneNote sends the current page or if a page is selected, it sends
the selected page. You can manually select the pages you want to send using the SHIFT +
mouse click and CTRL + mouse click methods discussed in the User Interface module.
OneNote uses the title of the first selected page to title the attachment and create the subject for
the e-mail. After opening the envelope, the attachment is added to the e-mail. Anything you add
to the notes displayed in the body of the e-mail does not change the attachment. This causes a
problem in that the attachment is no longer the same as the e-mail. In order for the two items to
be sent the same, toggle the Outlook Envelope off and on. This creates the attachment again
using the current notes.
Receiving Mail
When a user receives the e-mail from OneNote, the body of the e-mail message displays the
notes and the .one file is attached. The following image shows the received e-mail.
Received e-mail from OneNote
When the user opens the .one file, OneNote displays a section in the Notes E-mailed to Me
folder. This may cause confusion because only notes that were received via e-mail are placed in
this folder. In order to get back to the other notes, you have to navigate up to the My Notebook
Notes E-mailed to Me folder
Try This: Sending Notes
1. Use the E-Mail button on the toolbar to send the current page via e-mail.
2. Create a new page, enable the e-mail envelope, add more notes to the page and send
the e-mail. Are the notes in the e-mail the same as the attachment?
3. Open the .one file from the e-mail.
Did it open in the correct folder?
4. Try saving the .one file to your desktop and open it. Did it open in the folder you
5. Perform a search that results in multiple pages getting selected. Enable the envelope
and send the pages via e-mail. Did you get the pages you expected?
OneNote provides the following options concerning e-mail:
Attach a copy of the original
notes as a OneNote file
Places the notes in a .one file and attaches the file to the email.
Attach a copy of linked audio files
Includes all the linked audio to the e-mail. By default, the
option is disabled to reduce the size of the e-mail.
Add the following signature to email messages and Web pages
created in OneNote:
Places the signature you type at the bottom of the e-mail.
Registry Keys
The above options are stored in the following registry keys:
Attach a copy of the original notes
as a OneNote file
Email Attachment
1 if enabled; 0 if disabled.
Attach a copy of linked audio files
1 if enabled; 0 if disabled.
Add the following signature to email messages and Web pages
created in OneNote
1 if enabled; 0 if disabled
The signature for the above option
Actual text held in the
signature field.
Creating Tasks
OneNote integrates further into Outlook by also enabling users to create Outlook Tasks based on
notes they have entered. This functionality becomes available only after adding a note flag to a
note and only provides very basic functionality. Note flags are covered in the OneNote features
After adding a Note Flag to a note, you can right-click the Note Flag and select Create Outlook
Task from the shortcut menu or you can click the Create Outlook Task toolbar button
Both methods launch a new Outlook Task window to allow you to create the task. The selected
note appears as the Subject of the task and the notes also appear in the body of the task. Like
the e-mail feature, OneNote requires that Outlook 2003 is set as the mail client in Internet
Options. If Outlook 2003 is not set, the Create Outlook Task command is disabled. The Task is
not linked to OneNote in any way. OneNote is copying the information from the flagged notes
and placing the information in the appropriate field of the Task window. If no notes are selected,
the notes at the insertion point are used. If multiple lines of notes are selected, the first note is
placed in the Subject line of the Task while all the notes are placed in the body of the task.
Note: The Task window may not take focus; a Task button on the Windows Taskbar is displayed for the
window and the user needs to click the Taskbar button to see the Task window. This occurs the first time
you try to create a task after minimizing Outlook or if you launch Outlook after OneNote, then switch to
OneNote and try to create a task. If OneNote is minimized, the user is not be able to see the Task window
and may think the command did not work.
The Outlook Task dialog does not support ink input. If you select handwritten notes in OneNote
and create a task from them, the notes are converted to text before they are placed in the Outlook
Try This: Create Outlook Tasks
Use OneNote to create Tasks in Outlook.
Use a combination of ink and text in the notes.
Copy and Paste
Copy and Paste is the only method in which you can place information from other document
types into OneNote. OLE linking is not supported, so you cannot insert a Word object and edit
the information directly from OneNote. You also cannot use any of the other OLE objects such as
the Equation Editor inside of OneNote.
You can copy and paste a file from your local file system into OneNote. When you do this,
OneNote copies the file to the location specified in the registry key listed below and creates a
hyperlink back to the copy of the file. This way you can click the link in the notes and add notes
to your own personal copy of the file. For example, you are in a meeting and the presenter sends
out a copy of the PowerPoint slides. You can drag the Microsoft® PowerPoint® file into your
notes, click the link and add your own notes to the slides.
When you copy a file into your notes, by default the file is also copied to your My Notebook folder.
OneNote uses the following registry key to determine the location to save files to:
Last SaveAs Folder
Holds the location that was used in the Save As
The above registry key is used to store the path that was last used in the Save As dialog. This
may cause a problem if the user saves notes to a Universal Naming Convention (UNC) path or
their desktop. The next time they copy a file into OneNote, the file is also copied to that location.
If you need to place information from another document into OneNote, you need to open the
document in an application that can open the document type, copy the information, then paste the
information into OneNote. If you paste information from an application, OneNote places all of the
information into a single note container and displays a Paste smart tag that gives you similar
options as Microsoft Word. OneNote does not have the Paste Special command and all of the
paste options are found in the Paste smart tag. The following options are available:
Keep Source Formatting
Attempt to leave the formatting of the information being pasted
including font formatting.
Match Destination Formatting
Uses the fonts being used in OneNote and leaves the graphics.
Keep Text only
Converts all the information to default text. Removes any
Paste as Picture
Since OneNote does not offer all the formatting options of other
applications, if you do not find the formatting you want, you can
paste the clipboard as an image. The image is stored in the
.one file with the other information.
Set as Default Paste
If you find yourself using the same option consistently, you can
select an option, and then set it as the default for future pasting
Paste Smart Tag in OneNote
Copy and Pasting Tables
OneNote does not have a table feature so the application is not able to handle all the same
formatting options from other applications. In order to handle tables when they are pasted into a
note, OneNote places the table in a Column Outline. If you need to retain the formatting of the
table, you may need to use the Paste as Picture option.
Excel information pasted as column outline
Pasting HTML
OneNote treats HTML a little differently than other data. When pasting information from an HTML
page, OneNote no longer gives the option of saving the information as a picture on the Paste
smart tag, but does include a link to the original data. For example, when pasting information
about Moto GP 2 from the site, you get the formatted text, the images, and a link
back to the information you pasted. This is useful while researching a topic. You can copy and
paste an excerpt from a website and use the hyperlink to go back and view the full story.
Note: OneNote does not retain hyperlinks within the information being pasted. For example, if you copy
information from the home page of and it includes hyperlinks to other information. OneNote
pastes the hyperlink text, but does not make the text a hyperlink.
HTML pasted into OneNote
The same holds true for any HTML document as long as it is viewed over HTTP, even those
created by Office applications. For example, if you do the following:
1. Save a Word document as HTML to an HTTP location (like a Windows SharePoint
Services sites).
2. Open the HTML in Microsoft® Internet Explorer.
3. Copy and paste information into OneNote.
OneNote treats this in the same manner. The text and images come over as well as a link back
to the original HTML document the information was pasted from. OneNote does not include the
link if the document is opened from a local path or file share.
The Editing section of the Options dialog provides some options concerning the Copy and Paste
functionality. The following options are available:
Show Paste Options Button
Enables/Disables the Paste Smart Tag functionality
Include link to source when pasting
from the internet
Enables/Disables whether the link to the site is included
when pasting HTML from an HTTP address.
Registry Keys
The above options are stored in the following registry keys:
Include link to source when
pasting from the internet
1 if enabled; 0 if disabled.
Show Paste Options button
1 if enabled; 0 if disabled.
Known Issues
Most of the issues that users will encounter revolve around pasted results not displaying as they
expect. This is typically caused because OneNote has a limited set of formatting features. For
most content, using the Paste smart tag and working with the available options will get the user
pretty close to what they need.
Pasting tables from a web site may not display correctly. OneNote pastes the information as
column outline. Since a lot of web sites use tables to layout the site, this would cause nested
column outlines to display in OneNote. To try and display the data as close to the actual site as
possible, OneNote flattens the nested column outline into a flat column outline. To see this
behavior, browse to, select everything on the page, and then paste it into
Shared Workspace
OneNote, like the other applications in Microsoft® Office 2003, offers integration with Windows
SharePoint Services via the Shared Workspace task pane. Saving your notes to a Windows
SharePoint Services site allows you to create a team notebook that everyone can share.
OneNote offers a subset of the Shared Workspace features for users that save notes to a site
running Windows SharePoint Services.
One of the main limitations is that the Shared Workspace option is only available on sections that
are opened from a Windows SharePoint Services enabled web site. This is different from other
Office 2003 applications in that you cannot create a Shared Workspace directly from the
application. Below are the methods you can use to access the Shared Workspace task pane:
Save your notes to a Windows SharePoint Services site
Open a .one file from a Windows SharePoint Services server
After performing one of the above actions, the Shared Workspace task pane opens. If you close
the task pane, you can open it from the Tools menu by selecting the Shared Workspace
command. The menu item is disabled unless you have opened a .one file from the Windows
SharePoint Services site.
Shared Workspace task pane
The Shared Workspace task pane communicates to the Windows SharePoint Services server
using web services to gather information from the server. This allows users to interact with the
site and collaborate on information directly from the Office 2003 client applications.
The following options are available from the task pane: Members, Tasks, Documents, and Links.
The Shared Workspace task pane is covered in the Office Common Components course for
Office 2003.
If the section you are looking at is not on a Windows SharePoint Services site, the following
message is displayed:
If you close the section that was opened from the Windows SharePoint Services server, the
Shared Workspace task pane stays open, but the option on the Tools menu becomes disabled
Try This
1. Save your notes as .one files to a Windows SharePoint Services server
Note: (if you do not have a Windows SharePoint Services site, you can create one at
2. Move to other sections
Does the task pane work as expected?
3. Close the file you saved to the server
Is the Shared Workspace option available on the Tools menu?
4. Open the file from the Windows SharePoint Services server
Does OneNote behave as expected?
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