Editing, Writing

OneNote Notebooks: My Favorite Writing Tool

Here’s why I love Microsoft’s OneNote Notebooks:

First, the work surface. Think of it like a scrapbook page on which you can put anything. Usually I have one long text block for each chapter-in-progress, but there can be many text blocks on a page, plus images, tables, and links to other documents that can be opened up in that window. Text blocks and other objects on the page can be re-sized and moved around. Sometimes I have two columns of text side by side–one with notes or an outline, one with the current chapter. Within a text block, word processing is just like MS Word.

Second, but actually most important to me–how easy it is to find anything in the notebook. Everything I’ve added to my project is laid out within easy reach. Here’s an overview that shows how.

  •  Notebooks (left menu): I have several “notebooks,” three for writing projects, one for recipes, one for personal stuff. Each notebook is listed on the menu to the left, always visible, no matter which notebook I’m in.
  •  Sections (top menu): When I click to select one of the notebooks, the main screen changes to the last page I worked on in that notebook and the spot where I stopped working. Love that. Visible now at the top of the screen are tabs representing the sections I’ve created for that notebook. For “Lucie,” the notebook for my novel-in-progress, the tabs are “Characters,” “Research,” “Ideas,” etc. One section is “Chapters,” and in that section I have a page for each chapter in the story.
  •  Pages (right menu): Pages show on a tabbed menu to the right of the screen. When I click on any section tab at the top, the right hand menu changes to show pages I’ve created within that section. In my “Characters” section, each character has a page.
  •  Drawing Tools (bottom menu): I don’t use these tools, but I mention the menu to show the breadth of this application. Like the main Notebook menu, the drawing tools are always visible.
  •  Two other menus at the very top of every screen are similar to MS Word (File, Edit, Format, Table, etc.)

Specialized Search Features. Besides showing where everything is and giving me the ability to move quickly from one place to another, One Note has great search features. When I’m trying to find a passage where I’ve written a particular thing, I type a word into a search box and get a new menu highlighting every page where that term appears. If I choose to “view list,” I get a menu of snippets of text from every chapter, and selecting one takes me to that place in the notebook.

Unlike MS Word, One Note (at least the 07 version that I use) does not search on phrases, and does not have find/replace and other capabilities of Word, such as the ability to search for characters or spaces.

Compatibility with MS Word. I regularly use the “Send to Microsoft Office Word” feature to edit pages, sometimes to use Word’s different search capabilities, but mainly because Word’s 2-page display feature extends my awareness of more than a few paragraphs at a time. So I start a chapter in One Note, edit it in Word, then send it back to OneNote where it will reside until several drafts later when I put the chapters together as a single Word document.

Screen shots: A combination of the Windows/s keys allows me to take a screen shot of anything on the computer screen, even when OneNote is not open. I use this primarily to grab text, images, recipes and receipts from the web. The copied portion opens in the “unfiled notes” section, where I can move it anywhere. Many uses.

A OneNote disadvantage: Everything is automatically saved. This means if you accidentally delete something, you can get it back using “undo,” but there’s no reverting to a previously saved version. What you see is what you have.

I’m sure this isn’t all that can be said about OneNote, but these are the features I use every day. Writers: do you have a  favorite writing tool? Please share.


A Cure For Backwards Apostrophes in Word 07

I’m so proud of my discovery that I have to tell the world. I learned how to solve a Microsoft Word problem, no thanks to Word Help or online Q & A’s.

The marks at the left are straight quotes and a straight apostrophe or single quote mark, relics of the typewriter age. A straight apostrophe can never be backwards. But it’s not the mark you expect to see in professionally printed documents.

Microsoft Word Help and other online documents tell you how to change your straight quotes to curly quotes or “smart” quotes. Trouble is, smart quotes are not all that smart.

Sometimes the apostrophe, which is the same as the single quote key, comes out backwards.The backwards apostrophe will appear in contractions like years (graduate of ’12) or slang (get ’em!) if you’ve changed your preferences to smart (curly) quotes. Curly apostrophes will be fine in words like can’t, where the apostrophe is inside a word. But when it comes first, as in contractions of years or other slang usage, the curly quote will be backwards.

I’ve been frustrated by this, because though I’ve used Windows for several years, I used to work exclusive on Macs, and regularly used a keyboard shortcut to type curly quotes and correct, left-curling apostrophes.

Since Mac features seem to occur also in Windows, I engaged my finger-memory and pressed various control keys in combination with the quote/apostrophe key. And suddenly I found it.

You’ve read enough, so here’s the procedure. When typing an apostrophe that comes first in its word, press these keys: Control/FN/and hit the apostrophe key twice. To fix an existing backwards quote, select it, then press Control/FN and hit the apostrophe key twice.

On my HP laptop and my Toshiba laptop, the FN key is to the right of the Control (ctrl) key. On Dell and maybe other keyboards too, use the Windows key that’s to the right of the Ctrl key.

So there you go. Let me know if this procedure does/doesn’t work for you.

UPDATE, 8/7/2013: I now use Word 2013 on a Windows 8 computer, and the above technique does not work. But here’s something easy that does: when you need an apostrophe in front of a word (like class of ’68), type the apostrophe key twice. That will give you both right and left facing quote marks. Then delete the first one! Duh. 🙂

ULTIMATE UPDATE 10/18/2013: EASIEST of all, from the Insert Menu choose Symbol and the punctuation mark you need. Double Duh.