Insert Online Video – Business Applications

OneNote now has the ability to embed videos directly into OneNote pages.

With the new Online Video button, located on the Insert tab, you can now insert YouTube, Vimeo and Office Mix content directly on the OneNote page and take notes right next to it.

This feature is only available in the 2016 OneNote desktop version for Windows. Microsoft will bring embedded video capabilities to OneNote Online, Windows 10, Mac, iOS and Android over the coming months

Insert Video 2

So how can this easy-to-use feature be used to enhance your business

  1. Share procedures with employees and management

Using screen capture software such as Snagit or Camtasia Studio, you can record step-by-step procedures for work flow processes and administrative or routine tasks. This is particularly useful for including in new employee on-boarding procedures.

Create a notebook called Employee Handbook for HR related items such as:

  • Company Policies
  • Timekeeping or Payroll Instructions
  • Benefits
  • Conduct and Disciplinary Action
  • Company Overview

Once the notebook has been completed, go through each item to see if a video would be helpful for any of these topics.

Create another notebook for Work Flow Procedures and include a video that follows the entire work flow of obtaining and fulfilling an order. Employees that understand the entire process are more apt to make sure their part in the process is done correctly.  Create sections and videos for bookkeeping, marketing, product development and any other areas that would benefit from visual instruction.

Keep these videos short and precise.

2.  Instructional “How-To” videos for customers

Most people learn best by combining visual training with written or oral instruction. If you have user manuals or instructions for your products or services, consider creating how-to videos to accompany the user guides.

You will most likely cut down on customer service inquiries by addressing the most frequently asked questions. To share these videos with customers, embed them in your OneNote product page, then email that page directly from OneNote.  Your customer will be able to click on the link above the screenshot.  They will be directed to the video url.

Onetastic for OneNote

3.  Enhance marketing efforts

Videos can be a powerful marketing tool and your salespeople will appreciate having promotional and how-to videos available at their fingertips to send to potential customers. Create sales sheets, including embedded videos, for each product or feature.

30-Days to Better Bookkeeping with QuickBooks

In addition to sharing videos internally with shared notebooks, and emailing video links directly from OneNote, you can also create and share an Online Notebook.  While the embedded video is not yet available online, the link to the video is so your customers and employees will still have access to the videos.

Collaboration Resources

Collaboration is a word that is increasingly being used to describe how work is done between two or more people in a business setting.

Traditionally, collaboration meant simply working on a project with another person or group to achieve a common end result.

Today, in our technological age of internet-reliant communication, the word collaboration has expanded to include the method for working on a project with other team members as well.

Two collaborative resources I use with many clients to improve communication, consolidate data and share information are OneNote and Qbox.

OneNote, as a more general business tool, can be used for an unlimited number of applications in business. OneNote can be shared on a network (internally), or in the cloud with both internal and external people (customers, vendors, and even prospects).

Here are just a few of the ways OneNote can be used professionally and collaboratively:

  • Weekly Goal Tracker – update weekly accomplishments and share them with managers or team player to keep them motivated.
  • Procedure Manual – have team members record step by step procedures for each of their tasks. This will come in handy when they are out of the office or unavailable.
  • Company policies – write or insert your company policies for everyone to access or password protect more sensitive sections.
  • Motivational, Inspirational and Humorous Quotes – uplift and motivate coworkers by sharing all kinds of quotes – keep them professional.
  • Social Media Marketing – OneNote is a great place to collaborate on ideas for social media posts.
  • Customer and Vendor Profiles – creating a template is perfect for recording information you commonly collect from leads, customers or vendors.


Qbox is a more specific application which allows you to collaborate with group members on a shared QuickBooks desktop company file, as well as Word, Excel and PDF documents.

Qbox is the perfect solution for working on the same QuickBooks file, without having to use an expensive cloud hosted application or risk sending an Accountant’s copy back and forth. Qbox is a folder on your PC attached to the cloud. Files kept in the Qbox folder can be shared with your accountants, clients, business partners or employees securely.

Each person needs their own copy of Windows version QuickBooks on their own computer.

Qbox locks the file to protect your changes so there is no conflicted file copies or data corruption. In addition, you can create and share Tax returns, Expense reports, Payroll reports, Bank statements and other documents in Word, Excel or PDF formats.

Click on any of the links below to learn more about these time-saving collaboration tools.

Qbox official site:

3 Alternatives for sharing your QuickBooks desktop file:!qb-sharing/cr4v

A funny YouTube video “Ode to Qbox”:

YouTube “OneNote for Business”:

OneNote and QuickBooks consulting and training:


AutoCorrect, Spell Check and Grammar in OneNote

For those who don’t possess natural spelling and grammar skills.  AutoCorrect in OneNote

Or for those who have mastered these skills but type so fast their fingers don’t always keep up with their brain.

Or for those whose use of OneNote includes many words not generally found in dictionaries…

Let’s talk AutoCorrect, Spell Check and Grammar too.


If there are words you frequently type, save time by adding an abbreviation to AutoCorrect. When you use that abbreviation, OneNote will enter the entire word or words you assigned to the abbreviation.

Let me demonstrate.  I type the word QuickBooks often.  In AutoCorrect, I added the letters QB and assigned them to the word QuickBooks.  Now when I type QB, OneNote will change it automatically to the word QuickBooks.

To do this, go to File>Options>Proofing and click on AutoCorrect.

AutoCorrect and SpellCheck

Once the AutoCorrect window appears, type the abbreviation you want in the “Replace:” box and the text you want OneNote to spell out in the “With:” box.

Enter AutoCorrect Abbreviations

You can enter phrases as well as words. These AutoCorrect shortcuts will be available in your other Office applications also.


Also under the Proofing options are your rules for Spell Checking and Grammar Checking.

Spelling rules

If I want to add a word, let’s say “heartofonenote” to the dictionary so that it is not flagged (underlined with a squiggly red zigzag), I right click on the word and select “add to dictionary”.

Next time I type that word, it will not be flagged.


Add to Dictionary


For both spelling and grammar, suggestions for the flagged word will appear when you right click as well.


Select proper word

Use AutoCorrect, Spell & Grammar Check to be more efficient when using OneNote.

Organization can be easy.



OneNote Resources & Resources for OneNote

So you already use OneNote and want more. More templates, plug-ins, add-ins and applications for OneNote. Here are the resources I frequently use.


Microsoft Office Blogs

Microsoft has provided one website to access all blogs for all Microsoft Products. I selected which products I used, then added the filtered RSS feed to my Outlook. This is a quick and convenient way

to get up-to-date information on features to try, great articles to share and helpful tips.


Onetastic for Microsoft OneNote

I use this add-in on a daily basis. Onetastic has fantastic features to escalate your experience using OneNote including Macros (my favorite), OneCalendar, Image Utilities, Custom Styles and Favorites.

From Macroland, you choose which macro to download and install into your OneNote 2010 or 2013 desktop application.

These are the macros I install and use all the time. They appear on your Home tab.

I use sort almost daily to help keep my pages, sections and notebooks organized. Each macro has a description of the function that appears when you hover over the feature.

Gem for OneNote

Gem for OneNote is similar to Onetastic but does have dozens of additional features such as counts

for paragraphs, pages, sections and notebooks, inserting web cam images and Change Case options.

Gem creates additional tabs in OneNote: GEM, EDIT, OBJECT, LINK, COOPERATION

For only $28, this Add-In is definitely a great value.

OneNote Publisher for WordPress – this blog post was written in OneNote (desktop 2013), and

uploaded within WordPress. When you add a new post, there is a OneNote icon that allows you to

select the OneNote page your wrote the blog post on.


OneNote: Getting Started – this is an introduction to Microsoft OneNote.

OneNote Made Simple training videos – this nine video set includes comprehensive instruction on

using most all the features within OneNote.

As OneNote becomes more and more popular and used by businesses, schools and individuals,

watch for more great tools to be developed.

OneNote is now (even more) free! Just in time to pay taxes.

Microsoft just announced that it is unlocking all the features of OneNote 2013 and that it is free for everyone to download onto your PC for Windows 7 and Windows 8 at

This is exciting news!  All the features they are removing restrictions on are vital to utilizing OneNote as a work-flow optimization tool for your business.  This is especially useful at tax time.

  • Password protected sections—Add a password to protect sensitive information.  This is a critical component of every company’s operations, particularly for accounting related activities such as preparing for year-end and tax filing.  You can download our “End of Year Checklist” OneNote created pdf page to simplify year-end procedures. If you would like the .one page, please contact me. To password protect any section, right click on the section tab, and select Password Protect  this Section.
    • Tax time examples; password protect sensitive data such as P&L sheet, Balance Sheet and other financial statements that you want to quickly access,  log-in credentials for tax portals, and employee or payroll related data.

password protect

  • Page history—Easily see or go back to prior versions of a page.  This is crucial when there are multiple employees accessing the same file.  Accidents and intentional actions can be tracked and viewed.

Page History

  • Audio and video recording—Take notes while recording, and easily jump to the relevant section later.  This is a great, often under utilized tool, in OneNote.
    • Tax time example: while you are preparing your taxes, create a page called Tax Related Notes and use the Record Audio feature under the Insert tab to quickly take notes relating to what you are working on.

Audio and Video Recording

  • Plus, you can do an Audio search—Search for a word in a voice or video recording using the regular search bar in OneNote.
  • Embedded files—Insert Office documents, pdf or other files directly in your notebook.  One of the reasons I use OneNote for many of my business processes is that it integrates easily with other Microsoft Office tools such as Word, Excel and Outlook and works with pdf files, images, hyperlinks and other daily-utilized tools – all contained in one place – OneNote.
    • Tax time examples; copies of receipts, Excel expense sheets, and tax related articles

Embed file


So, while most of the time nothing is ever free, especially at tax time, there are those rare exceptions. OneNote is now (even more) free!  Just in time to pay taxes.

Using OneNote to make your small business profitable and enjoyable

Using OneNote to make your small business profitable and enjoyable  by tracking regulatory requirements.

Understanding and being compliant with the hundreds of Federal and State regulations used in bookkeeping can be complicated. Using OneNote to track these regulatory requirements helps clearly define what’s needed and can be useful in creating procedures for reimbursable expenses, travel deductions, and other topics related to your business deductions.

Create a OneNote notebook called “REGULATORY” and use it to capture current mileage rates, direct links to IRS publications such as Publication 535 on Business Deductions, or website links for filing your quarterly state taxes.

IRS Standard Mileage Rates

Common Business Deductions

Track IRS PublicationsFor additional OneNote resources, try the free OneNote Training Workbook at

5 little and BIG things you may not know about OneNote

If you, like me, are a dedicated OneNote user and fan, you realize how incredible OneNote is for organizing data, capturing screen-prints, and taking copious notes.  You may also be familiar with some of the more proficient features such as inserting pictures, tables, spreadsheets and clip-art.  Perhaps you’re even comfortable with awesome power of page templates.

I’d like to share, however, 5 little and BIG things you may NOT know about OneNote.


With Microsoft OneNote (Windows Desktop version), you can….

  1. Record audio incredibly quick

  2. Create the Ultimate check boxes

  3. Hide or show authors with just a click

  4. Password protect sections for privacy

  5. Doodle & Draw… just for fun


Want to know the details?

# 1.

To learn how to record audio (or video) quickly click on the play button.


Record Audio QuicklyRecord audio






# 2.

A check box Check boxis an extremely useful little device – especially for those of us who love checklists.   OneNote has the ultimate check box – a To Do tag that creates one “automatically”.

To Do Tag


# 3.

If you collaborate (that means share) your notebooks with others, you can hide and unveil authors by selecting the Hide Authors icon on the History ribbon.  This is very useful for group projects to track individual contributions.

Hide Authors

 # 4.

Security is a major concern for small businesses.  Statistics for identity theft within companies are staggering.  OneNote’s ability to Password Protect entire sections of notebooks, helps you in making the security of your company a little bit easier.

PW Protect Options

PW Protect window Enter PW


Just a warning… do NOT forget your password!  There is no password recovery system for OneNote!    There are additional password settings in Options on the File menu.  Password protection will be covered in greater detail in another post.

# 5.

The last thing you may not know about OneNote is how much fun you can have by going to a blank page, clicking on the Draw ribbon, and starting to doodle. If you need a break,  want a brief distraction from the necessities of life, or just want to recreate the simple joy of coloring (remember as a child), I highly recommend you give it a try…


Introducing.. OneNote for Mac for the Fun and the Serious

There are no words that could top this introduction:


Thank you OneNote Engineering Team for that well-done performance!   Business, like life, should be enjoyed and lighter moments shared.

For the more serious OneNote seekers, here is a video that does an excellent job describing what OneNote does and how easy and functional it is to use.


I’m not a Mac user… yet, so I can’t share my experiences of using OneNote for Mac.   If you are … please share comments on how you like the new OneNote for Mac.



A New Year means Preparing Taxes for the Old One

Happy 2014!

Starting fresh in the new year means preparing your tax returns for the old year.  Let Microsoft OneNote help you organize all those necessary, albeit dreadful, tasks of pulling together receipts, sending out the proper documents, and adding up all those mileage deductions. It’s also a time for brushing up on IRS regulations for what you can and can’t deduct.

Here are some suggestions for OneNote Notebooks to help with tax preparation.

Create a Notebook called “Income Taxes”

I have Sections for each years(2012, 2013, 2014….)

Pages in each year include:

  • Year End Checklist  (insert my free 2013 checklist by clicking on the image to the right – the only thing I ask for is positive feedback if you like it)
  • Create your own checklist for gathering documents, sorting receipts, or making an appointment with your CPA
  • Questions for my accountant  (jot down questions you have all year so they are all in one place when you prepare for your taxes
  • Tax Related Changes to share with Accountant (new job, selling of an asset, etc.)  Add to this page all year long as circumstances change
  • Major Purchases – include links to supporting documents and all relevant information related to fixed assets (date, purchase price, model, serial number, etc.)

Create another Notebook called “Regulatory”

I also have a Regulatory notebook for keeping track of all the complicated IRS and State regulations such as 1099-MISC,  common deduction rules (meals, travel, etc.), current mileage rates, and  so on.   Here are the sections and an example of the pages in my Regulatory notebook:

Regulatory Notebook

Regulatory Notebook

You can add additional regulatory items such as:

  • Copyright and trademark laws and links
  • New Hire Procedures
  • Copies of articles relating to regulatory issues (

Make it your year to get organized and get your taxes done BEFORE the March 15 or April 15 deadline.


OneNote for Bloggers

Blogging is a creative outlet for over 200,000,000 sites.  WordPress alone has 71,784,426 blogs as of this writing.    The numbers are staggering.

A Blogger's Best Tool

A Blogger’s Best Tool

To the millions of people using blogs to express, educate, encourage and entertain, let me describe a phenomenal tool for bloggers; Microsoft OneNote.

My guess is that many bloggers, like myself, have ideas that sometimes fly in every direction. Or perhaps have grand plans for growing a blog into an income producing way-of-life.   Some may truly (also like me) have a heart of writing, or want to shout great jubilation’s to the world just because we can.

OneNote can capture all of your thoughts, help organize them for clarity, schedule editorial content for future growth, and best of all, provides an almost eternal number of blank pages to express your creativity.

Let me outline just a few of the ways OneNote can do all this:

  • Focus your purpose with a blog template.  I have 7 active blogs.  I created a blog template to ensure I don’t lose track of my purpose and to have the categories readily available when writing: 
Blog Title and Purpose Template

Blog Title and Purpose Template

  • Layout an entire year of marketing strategy and content using an Editorial Calendar.  I created a second template to define my editorial categories and subjects.  This helps organize my efforts and eliminates (or reduces) the “what should I write about” conundrum that occasionally hits.
Editorial Calendar

Editorial Calendar

  • Record similar blogs to stay informed on your topic.   You can include links to those blogs and websites so they are always one click away.
Similar Blog Topics

Similar Blog Topics

  • The very best thing OneNote offers bloggers is an extremely BIG notebook to write in!  These notebooks, sections and pages can be customized to adjust page size, select lined or unlined pages, change page colors, choose margins, tag for future use, tag for research, create Table of Contents, and so much more.   Plus, once the writing is complete, it can be copied and pasted into your blog post.

Microsoft OneNote – bloggers gotta love it!

Love OneNote - Created inside OneNote

Love OneNote – Created inside OneNote