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microsoft windows OS

Why Every OneNote User Needs to Start Using Tags Right Now

onenote-features

Microsoft OneNote tags add a visual marker to your notes for identifying the type of information, its relation to any project, and whether it represents an action item you should complete.

Some of the notes you take are easy to organize because of the OneNote structure. Other aspects, like your comments on a topic and ideas generated during brainstorming, are less structured and can be improved with the right tag.

We’ll show you how to use OneNote tags and why you should use them to keep track of anything you want to remember.

Using Tags in OneNote

By default, OneNote includes a library of preset tags. These tags let you label notes according to the type of information or the action you want to take on an item.

Each tag contains a symbol and a text label. You can apply tags to an entire page, individual paragraphs, or multimedia content; the choice is yours.

OneNote’s tagging feature not only helps you identify items that need special attention, but it can then compile all the tagged notes in a single pane for easy access, lookup, and printout.

Here are some reasons for using tags:

Keep track of notes, wherever they’re in your notebook and make them accessible.
Highlight important points, add a to-do tag to pinpoint things like homework that you should finish, or mark unclear parts with a question tag.
OneNote allows you to collaborate on the same notebook with several members. You can assign and manage the work of your project team easily with tags.
Use to-do tags together with any template (kanban, calendar, and more) to track your projects and manage them seamlessly.

How to Use Built-in Tags in OneNote

OneNote 2016 provides different types of tags. Those that are commonly used get assigned with a keyboard shortcut. For example, To Do, Important, Question, Remember for Later, and more are tags that you might often use.

There are tags to help you identify categories of information useful to your writing, research project, or for inspiration. You’ll also find tags related to project communication, priority, and delivery.

Assign a Tag

To add a tag, click or select the text you want to tag. Click the Home tab.

From the Tags group, click the More arrow in the lower-right corner of the Tags gallery. Then, click the tag you want to assign.

You can even use a shortcut to create a tag. For example, press Ctrl + 1 to make a to-do tag, Ctrl + 2 for a star, and so on.

assign a tag to an item from tags gallery

Modify a Tag

If the built-in tag doesn’t suit your needs, you can make some modifications to change its name, icon, font, or highlight color.

To modify an existing tag, click the Home tab. In the Tags group, click the More arrow, and from the bottom of the gallery list, click Customize Tags.

click customize tags to modify a tag in OneNote 2016

From the dialog box that opens, select a tag that you want to change and click the Modify Tag button.

Type in your display name, choose a symbol, font or highlight color, and click OK.

Remember that any customizations you make to a particular tag do not affect the notes you have already tagged.

modify a tag with your choosen preference

OneNote for Windows 10

The OneNote app has fewer built-in tags. Although you won’t see any visual confirmation of shortcuts, the procedure for adding it remains the same. As of now, there is no facility to modify a tag.

using tags in OneNote for Windows 10

How to Create and Use Custom Tags in OneNote

Again, the tags you want to create depend a lot on your work, needs, and domain. While you can create many custom tags, we recommend you to limit them as much as possible.

Remember: Tags should be specific, widely used across all your domain, and of high value.

To create a tag, we’ll repeat the same procedure used previously.

From the dialog box that appears, click the New Tag button. Type in the tag name.

Then, click the Symbol button and select a symbol from the gallery. Also, choose a font or highlight color, and click OK.

create a custom tag in OneNote 2016

In the OneNote app, click the Tags dropdown in the Home tab, and choose + Create New Tag. A new panel appears from the right.

Type in the name, select an icon and click Create. Any tags you create will sync with the OneNote app for all your devices.

create a custom tag in OneNote for Windows 10

Search Your Content With Tags

When you add a tag to any item, it gives OneNote information to index them and help you find the notes. Press Ctrl + F to bring up the search box. Type in your tag name to find the content by note tags. Click on one of the results to go to its specific location.

By default, the search scope is limited to the Current Page. To adjust the range, click the dropdown menu to include Current Section/Notebook or All Notebooks.

search your tagged notes in OneNote app

In OneNote 2016, you can easily find the tagged notes using the Tag Summary pane. It organizes your tags according to the groups.

You can choose to group them by name, section it appears in, the text of the notes (in ascending alphabetical order), and more.

To open it, navigate to the Tags group of the Home tab and click the Find Tags button. From the pane, click the Group tags by dropdown arrow and select a filter.

If you’re unable to find a note, you can increase the scope of your search. Click the Search box arrow, and choose a specific section or notebook.

find tagged notes in OneNote 2016

Create a Tag Summary Page

OneNote 2016 lets you create a page that summarizes your tagged notes. It’s a list of your tags across pages and sections in your notebook.

To create a summary page, repeat the procedure as described above, and click Create Summary Page. OneNote will then insert a new page in the section.

Since many tag summary pages will get created, make sure to delete any existing summary page. Also, change the page’s title to indicate that it is a summary.

Do remember that tagged notes on the summary page are the copies of original notes, but they don’t link to the originals.

create a tag summary page in OneNote 2016

Use OneNote as Your To-Do List

Tagging in OneNote is beneficial for avid note-takers. If you don’t use tags, start using them today, no matter which profession you belong to and what kind of notes you take regularly.

A well-tagged to-do list can be a great way of ensuring you’re making progress in day-to-day tasks. However, the right tags can help you set up and manage your to-dos and tasks with OneNote.

Read the full article: Why Every OneNote User Needs to Start Using Tags Right Now

Read more: makeuseof.com

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microsoft windows OS

The 5 Best Tools for Microsoft Outlook

best-outlook-tools

Microsoft Outlook is a feature-rich email client. But have you ever wanted a feature it doesn’t have? There are many third-party tools for your Outlook inbox that help you manage your emails better.

Today we’ll cover five tools for the Microsoft Outlook desktop app for Windows that add extra functionality or give you quick access to Outlook’s many settings and features.

1. OutlookTools

OutlookTools is a free toolkit for Outlook on Windows that provides quick and easy access to Outlook settings and data folders. You can also access some Windows tools in OutlookTools, like the Registry Editor and Event Viewer.

The OutlookTools window includes a menu on the left where you can access the various tools available.

OutlookTools

The General screen displays information about your Outlook installation and some Quick Access buttons providing access to Outlook and Windows tools.

If you’re having problems with a PST or an OST Outlook data file, use the Run ScanPst button to scan the file. The Run ScanOst is obsolete now because it is not supported by Outlook.

But, the Run ScanPst tool will work for OST files also. If the tool doesn’t work, check out our guide to repairing Outlook inbox files.

You can also Start Outlook in Safe Mode directly from the General screen, which is handy if you’re having trouble with Outlook.

OutlookTools

The Folder Paths screen provides quick access to folders Outlook uses to store data and settings. Most of these are just for reference, but you can open the folders directly from the Folder Paths screen.

There is a temporary folder used when opening attachments, listed at the bottom of the window. You can empty this folder using the Empty Folder button.

HowTo-Outlook, the company that makes OutlookTools, also makes a separate tool for managing the temporary attachments folder, which we’ll cover next.

OutlookTools

The Startup Switches screen lists all available command-line switches you can use to launch Outlook in specific ways. Hover your mouse over each switch to learn what it does.

For example, you can remove all the names and email addresses from the AutoComplete list when starting Outlook.

Once you select a switch, you can click Start Outlook to open Outlook using that switch. If you’d rather use the switch directly on the command line, click Copy Command.

Then, open a Command Prompt window, paste the command at the prompt, and press Enter.

Note: Unsure how to use the Command Prompt? Here’s how you can master the Command Prompt in Windows 10.

OutlookTools

Outlook maintains several Most Recently Used (MRU) lists. On the Clear MRU screen, select your mail profile at the top. Then, click a button to clear that MRU list in the selected mail profile.

OutlookTools

Outlook includes a security feature that blocks attachments that might damage your computer with viruses or other threats.

Certain types of files, like EXE files, sent as attachments are automatically blocked. A blocked attachment remains in the email message, but you cannot access it.

The Blocked Attachments screen lists the file types that are blocked by Outlook. You can find out what each extension is in Microsoft’s support article about blocked attachments.

To unblock a file type, check the box for the desired type in the list.

Be careful what you unblock. Outlook blocks these file types because they can pose a risk to your computer. When unblocking file types, be sure you trust the sender when you receive attachments of those types.

OutlookTools

The Support Guides screen provides links to various Outlook support articles on the HowTo-Outlook web site. The More Tools screen contains links to free and paid Outlook add-ins and tools.

OutlookTools is a free tool, but you can Donate to help the developer keep it up-to-date.

Download: OutlookTools for Windows (Free)

OutlookTempCleaner

When you send an attachment or open an attachment in an email message, Windows stores temporary files. All these files hang around in the temporary folder, taking up space. Your files are also accessible to anyone who gains access to your computer and the temporary folder.

Windows stores these temporary files in a subdirectory in the temporary internet files directory on your PC.

There are many ways to delete temporary internet files, but HowTo-Outlook makes a free, small tool, called OutlookTempCleaner, just for deleting the temporary attachment files stored by Outlook.

OutlookTempCleaner does the same thing as the Outlook uses the following temporary folder to open attachments feature under Folder Paths in OutlookTools, except it also allows you to see the size of the Outlook temporary folder for attachments.

Click the Folder Size button.

OutlookTempCleaner

An information dialog box displays telling you how much space will be freed up by emptying the temporary folder for attachment files.

outlook secutemp folder size delete 1

Between Outlook Tools and OutlookTempCleaner for Windows, HowTo-Outlook make some of the best tools for Outlook users.

Download: OutlookTempCleaner for Windows (Free)

2. Email Insights

Email Insights is a lightweight search client for Outlook and Gmail. It provides a fast autocomplete feature and a fuzzy name search, and it automatically corrects spelling.

Email Insight allows you to perform searches faster and presents relevance-based and time-ordered search results, making it easier to find the email you’re looking for.

Of course, if your Outlook search isn’t working, you’ll need to fix it first.

When you run Email Insights, the Account Selection screen displays. Click Outlook.

Then, on the next dialog box, select the account you want to search.

outlook email insights 2

Enter your search term in the search box. As you type, suggestions are listed below the search box. If you see your search term in the list, select it with the mouse or use the arrow keys on your keyboard to select the term you want.

email insights search box

Press Enter or click the Search icon to perform the search.

You can also open additional tabs to do multiple searches in the same window. Each tab is labeled with the search term for that tab.

outlook email insights button 3

The integrated Outlook search tool is handy but doesn’t always find what you want. Thankfully, the alternative option of Email Insights makes it easier to find the email you need.

Download: Email Insights for Windows (Free)

3. Outlook-Google Calendar Sync

Do you use both Google and Outlook calendars? If so, are you looking for a way to keep the two calendars in sync? You can add your Google Calendar to Outlook, but we have a solution for you that allows you to sync your Google calendar with your Outlook calendar, so you don’t have to maintain separate calendars.

Outlook Google Calendar Sync is a free tool that provides one- and two-way sync between your Google and Outlook calendars. You can sync from Google to Outlook, Outlook to Google, or sync both directions, merging the two calendars.

Event attributes like subject, description, location, attendees, reminder events, availability, and privacy are synced. Only new attributes or attributes that have changed are updated.

When you open Outlook Google Calendar Sync, you must choose the Outlook mailbox and Google calendar you want to sync.

On the Outlook tab, select Default mailbox or Alternative mailbox and then select the mailbox you want to use. If you have more than one calendar for the selected mailbox, select the calendar you want to sync from the Select calendar dropdown list.

outlook google calendar sync 1

Then, click the Google tab, click Retrieve Calendars, and select the email account containing the calendar you want to sync from the Select calendar dropdown list.

You’ll be asked to sign in to your Gmail account in your default browser. Click Allow in your browser when prompted to give Outlook Google Calendar Sync permission to access your calendar.

Then, you’ll be presented a code that will allow Outlook Google Calendar Sync access to your Google calendar. Select the code, copy it, paste it into the Authorisation Code box on the Authorise Google Access dialog box, and click OK.

outlook google calendar sync 2

Click the Sync Options tab and select a Direction in the How section. Select whether you want to copy Google entries to Outlook or Outlook entries to Google. Or, you can sync the entries in both directions, if you’ve entered items on both calendars separately.

Select the Date range under When, and Attributes to include under What. You can also change the way the application operates on the Application Behaviour tab.

Once you’ve chosen your settings, click Save.

To sync your calendars, click the Sync tab and then click Start Sync. The progress and the result displays on the Sync tab.

The next time you want to sync the same calendars, open Outlook Google Calendar Sync and click Start Sync. Your settings remain the same if you saved them.

Download: Outlook-Google Calendar Sync for Windows (Free)

4. Stellar PST Viewer

Stellar PST Viewer is a free tool that scans a corrupt Outlook PST file and allows you to view all items (emails, contacts, journals, calendars, tasks) in the file and save individual items, or all items, in different formats.

When you run Stellar PST Viewer, select a PST file using the Select Outlook File button. You can also use the Find Outlook File to search for a PST file. By default, PST files are in the C:\Users\%username%\Documents\Outlook Files\ folder.

stellar pst viewer 1

All your emails, contacts, journals, calendars, tasks are listed in a tree structure on the left side of the main window. You can select an item, right-click on it, and select a format to save the item as.

Download: Stellar PST Viewer for Windows (Free)

5. Grammarly for Microsoft Office

Grammarly allows you to communicate more effectively by making your email messages, documents, social media posts, and more clear, effective, and free of mistakes.

Grammarly flags possible issues in your text and suggests corrections for spelling, grammar, wordiness, style, punctuation. Grammarly explains the reasoning for each suggested correction, allowing you to decide whether, and how, you want to correct each issue.

Download the Office add-in from the Grammarly site. You’ll have to sign in to your account first. Then, install the add-in into Outlook, and Word, if you choose to.

As you type a new email or a reply to an email, Grammarly checks your message for various issues. Suggestions for corrections display in a pane on the right side of the message window.

outlook grammarly check

Grammarly is a freemium app. You can use the free app, although it does have limitations. A Grammarly Pro subscription comes in at $11.66 per month for a yearly subscription or $29.95 per month for a rolling monthly subscription.

Download: Grammarly for Microsoft Office for Windows (Free)

Improve Your Productivity in Outlook

These are just some of the tools available that’ll help you boost your Outlook productivity. You might also want to look at the best anti-spam tools for Outlook.

We also offer some tips to help you get better at using Outlook.

The Outlook desktop app is part of Office 365, which is not free. If you’d rather use a free email client, we’ve explored the best free alternatives to Outlook.

Read the full article: The 5 Best Tools for Microsoft Outlook

Read more: makeuseof.com