Using Free Software for Business Efficiency: Microsoft OneNote

Posted: January 4th, 2023

Using Free Software for Business Efficiency: Microsoft OneNote

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Using Free Software for Business Efficiency

In the contemporary business environment, the best hack yet for attaining efficiency is working smarter, not harder. Growth in technology provides a wide option to choose from, and one must select what fits their operations. Business leaders have realized that getting organized is the difference between success and failure. There is plenty of information regarding how organizations can achieve efficiency, although, in reality, a one-size-fits-all tactic is nonexistent. How the organizations attain efficiency is significantly dependent on who they are, how they obtain and process information and the particulars of the work and personnel’s personal lives. The use of software applications has been approved as one of the best ways of obtaining efficiency, albeit with misguided perceptions that they ought to be sophisticated and expensive. There are various freeware apps that can help to achieve productivity with minimal expenditure, including those that permit operators to perform remote tasks automatically, permitting them to focus solely on the work that only they can perform. The correct productivity apps improve workflow and overall business life. One such application that can be derived for free from the internet is Microsoft OneNote, a note-taking app capable of syncing up with related Microsoft products.

Introduction

The Application

While being identical to Evernote in its fundamental conception, OneNote possesses a completely dissimilar layout. The notes pages resemble a pasteboard unlike a traditional word processing document. Users can add images, texts, and other features onto the page, and then alternate them as they wish. When using Outlook to access calendar or email, OneNote offers the perfect choice since it has strong links to both apps. For conferences, the application has various neat characteristics that speakers and the audience can use to capture lectures while concurrently jotting down important points.

Image Source: OneNote (2020)

Source

One can download Microsoft OneNote for both Macintosh and Personal Computer (PC) from the OneNote site https://www.onenote.com/download for free. The app works on Windows 7 version or later and OS X Yosemite 10.10 and later versions (OneNote, 2020).

Functionality or Usefulness at Work

Essentially, the app captures the ideas, thoughts, and all the to-dos. It then syncs them to all the users’ devices. The app also shares and stores the users’ notebooks on OneDrive with their correspondingly free Microsoft accounts. Besides, the free app does not expire – the users can utilize OneNote as long as they like. Microsoft Office OneNote is among the most robust productivity and efficiency instruments on the market. Essentially, the app blends note-taking, both typed and hand-written, screen clips, and audio commentaries into easy-to-use packages. The attributes make OneNote an exceptional co-operational tool that organizations can apply within their workplaces or across diverse locations, to make improvements, manage projects, and to share ideas.

Figure 1: The draw feature

Most importantly, OneNote augments effortless collaboration and mobility. If businesses are frustrated about remitting documents back and forth in a system of cluttered inbox, handling deliverability issues and struggling to remit large files to personnel or colleagues (OneNote, 2020). In the current information age, it becomes a test to not only partner on large ventures, but to maintain all files in a digitalized manner. OneNote solves the challenge through offering a platform that permits users to send the notes and compile resources alongside other OneNote users – regardless of their location. The makes it easier for other users to share ideas effortlessly and collaborate with others.

Figure 2: The share feature

In terms of multi-location collaboration, the application is particularly advantageous for the business organization with multiple geographic locations that need to collaborate and coordinate on projects. For example, a business manager in Atlanta is able to share thoughts and ideas with colleagues in Chicago, New York, and Los Angeles, then appraise the outcomes in real-time while simultaneously chatting online with them. Instead of exchanging emails and sitting back to wait for feedback, the managers can immediately collaborate and offer feedback and insight to staff members – all devoid of leaving the office space.

In terms of project management, the application is an exceptional tool for overall business utilization, but it is possibly best matched for the sphere of project management. The project managers face various obstacles, including misunderstandings among team members, delays or challenges with communication, and bottlenecks creating unnecessary delays. OneNote eliminates most of the challenges, making the management of projects far much easier and more productive and efficient. Instead of speculating where any of the team members stand on the conventional timeline, the managers can utilize the app to see precisely what each of the members has achieved. As every milestone is attained, project managers are able to update their timelines, check of outdated tasks and assign fresh ones, all in real-time. Through maintaining a keen eye on everyone and ensuring they set realistic objectives, managers can utilize Microsoft OneNote to keep their projects on time, under budget.

In terms of getting organized, OneNote represents an exceptional tool for coordination an aspect that all employees in the organization, right from the entry-level personnel to the denizen of corner offices, can be able to appreciate. Developing organization further and via SharePoint, users can develop their customized OneNote “Wikis” in workgroups to maintain significant quantities of information. OneNote’s simple design makes it much easier to organize resources and thoughts in a single place. The seamless collaboration firmware permits employees to collect information from various sources and construct the data into an all-inclusive “digital storage file.”

Additionally, while OneNote represents a robust project tool for management, general business use and organization, but security remains an essential consideration when organizations’ data flows back and forth on an online platform. It is quite easy to comprehend OneNote’s security, but it is also important to trust that Microsoft has developed the platform on a solid foundation from the ground up, placing security at the core of any development. The security framework commences with password protection for business and project management. OneNote is essentially designed to maintain the safety and credibility of its users, with the platform for robust, fail-proof passwords playing a critical role in that particular protection.

Characteristics and Functions

A vital feature of OneNote is that, contrary to the conventional word processor, the avenue relies on an unrestricted text window where users can click at any point on canvas to create new textboxes at that position. The platform stores the data routinely as users revise their files. Moreover, the app stores data in the spaces that are available into the segment in the notebooks. What is more, OneNote has inbuilt features for its Android versions, which can create sections and notebooks on OneDrive from hand-held devices. It can also share articles, videos, images, web content, and files. OneNote quickly captures users’ thoughts through sticky notes, multitask in multiwindow mode, add favourite sections, pages, or notebooks to home screens for easy access. OneNote applies optical character recognition to import handwritten notes and images, record video and audio expressly into OneNote, and drag and drops images and files to insert them into notes.

Similarities with other Applications

OneNote and Evernote share most of the features in terms of functionalities and features. They are both authoritative note-taking features, with tools for making, shaping, refining, distributing, and locating notes. When determining the suitable app to use, it is imperative for a user to consider the major differences in their look and feel, integration features, storage method, and value of money. For example, one has to focus on the variations when web clipping.  Here, Evernote is well-suited for a user who desires a business-inclined note-taking application, not paying attention to a business or premium tier of service. The capacity to search both Evernote and Google simultaneously is a significant plus if it is one attribute one would desire. Moreover, the web clipper has the ability of storing content with advanced accurateness and greater consistency, depending on personal examination. Evernote provides an appropriate choice, in the event that attaining a month storage stipend elevating one’s entire storage indeterminately happens to be more attractive contrary to a set level.

Advantages of OneNote for Business Efficiency and Productivity

The OneNote app has the following benefits:

• One cannot lose any work while working using the app since it saves any progress and changes automatically
• It enhances easy access to documents. As long as the app has been installed, a user can access its capabilities at any time
• It enhances transparency as it enables information sharing in an efficient manner throughout any organization
• The application is free as a strategic way by Microsoft to enable the technology giant to obtain a larger portion of the note-taking pie
• Securely stores information for users
• Can be accessed on the go
• Supports multimedia
• Can scan handwritten media, converting them into text
• Integrates with other Microsoft plugins and apps
• Touch capability enables it to draw into the system
• Can be utilized on any device and recognized operating systems
• Enables real-time communication
• Accesses revisions and tracks any changes

Disadvantages of OneNote Application

• Newbies find the application difficult to use and might need time to learn to apply the features
• Windows and MAC users find the functionalities of the application dissimilar. For example, one of the illustrations found on online platforms if its inability to add files and documents created by other applications similarly, MAC users lack the alternative to utilize the OCR attribute

Conclusion

Nowadays, businesses can achieve efficiency and productivity through the use of free applications such as Microsoft OneNote. The application ensures automatic saving and retention of information, allows coordination and collaboration with related apps and plugins, and enables remote collaboration among users. While it has many similar attributes with similar apps like Evernote, it is more well-known and can utilize almost all associated apps that Microsoft integrates across its platforms. Besides, it does not expire – a user can utilize the app ceaselessly as long as he or she has installed it.

References

OneNote. (2020). Get OneNote on your PC and Macintosh for Free. Retrieved Aug. 12, 2020, from https://www.onenote.com/download