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Microsoft OneNote 2010 : Organizing the Pages and Sections in a Notebook (part 1) - Displaying the Hierarchy of a Notebook on the Navigation Bar

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1/30/2015 8:31:49 PM

One of the many benefits of your electronic notebooks compared with their paper-based counterparts is the ability to change the structure of your notebook, even after the notes have been created. This is something that you simply cannot do with paper.

Because you can easily change and update the content in your notebooks in OneNote, you might also need to change the location of specific pages or entire notebook sections that contain them. I’ll show you how to do this in the following procedures.

For example, to alphabetize your section tabs, you can click one section tab at a time and then horizontally drag it behind other section tabs until all of the section tabs in the notebook appear in alphabetical order. When you drag a section tab to a different location, all of the pages stored in that section will automatically travel with it.

Likewise, you can organize the order of appearance for the pages in any particular notebook section by clicking one page tab at a time and then dragging it up and down in the column of page tabs until each tab appears where you want it.

You can also click and vertically drag the notebook icons on the navigation bar to position your open notebooks in the order you want them to appear.

Displaying the Hierarchy of a Notebook on the Navigation Bar

When you’re ready to organize the pages and sections of your notebooks, you’ll want to expand the navigation bar at least temporarily to display the full hierarchy of sections within each notebook:

1.
Near the right side of the OneNote program window, locate the navigation bar on which the icons that represent your open notebooks appear.

2.
At the top of the navigation bar and just under the ribbon, click the small chevron arrow that points to the right. This is the Expand Navigation Bar toggle button. The navigation bar (see Figure 1) expands to show the sections contained within each notebook (see Figure 2).

Figure 1. The navigation bar can be expanded by clicking the small arrow button at the top of your list of notebooks.


Figure 2. When expanded, OneNote displays the full hierarchy of sections and section groups within each notebook. The arrow button you used to expand the navigation bar can be clicked once more to collapse the navigation bar again.


As time goes on, your notebook will likely grow by several sections and pages. Displaying the hierarchy of each notebook by expanding the navigation bar lets you see exactly where your content is located and decide where you might want to copy or move information. Expanding the navigation bar also makes it easier to move or copy pages and sections by dragging them to their new destinations with the mouse.

To collapse the notebook hierarchy again at any point, click the small chevron arrow again, which will then point to the right.


Moving or Copying a Notes Page

You can move or copy any existing page to another section in the current notebook or to a section in a different notebook.

To move or copy a notes page, do the following:

1.
Right-click the page tab of the page you want to move or copy to another location and then click Move or Copy on the shortcut menu.

2.
In the Move or Copy Pages dialog box that opens, navigate to the section where you want the page to go. The notebook you’re currently working in will appear with an open book icon, but you can also expand any other notebooks that you have listed and click to select a target section.

3.
When you have clicked to select the target section you want, click either the Move or the Copy button at the bottom of the dialog box.

As the name of these commands implies, copying a page will leave it in its original location but also place an exact duplicate of it in the location you choose. This can be useful for authors who want to keep multiple versions of a set of notes for the purpose of draft management. Moving a page rips it out of its present location and places the original page in the new location you specify.

Typically, the Move command is a preferred notebook organizational tool for relocating your pages and sections because it puts the original set of your notes pages in their rightful places.

When you feel more familiar with the Move and Copy interface in OneNote, you can also use the mouse to click and drag page tabs from one location to the next. Clicking and dragging a page will move it, whereas holding the Ctrl key while dragging a page tab to another location will make a copy of the page.

As with most commands in OneNote 2010, you can use the Undo command on the Quick Access Toolbar (or the Ctrl+Z keyboard shortcut) to correct any mistakes you make while using the Move or Copy command to reorganize your notes pages.

 
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