How OneNote Can Make Team Collaboration Easier (And Four Tips to Make the Most of This Program)

OneNote is a digital note-taking app with numerous features. However, you may not know how useful this app can be for improving team collaboration.


This is an integral part of their day-to-day operations for many business owners, managers, and teams. After all, people can’t rely on their memories to remember everything that happens every day, especially when it comes to serious issues.

Traditional note-taking methods, such as pen and paper, are effective but time-consuming. However, modern businesses require something that allows them to work more quickly. As a result, they prefer digital solutions such as OneNote.

OneNote is a productivity tool that makes capturing, storing, and sharing information a breeze using cloud and Microsoft technologies.

Consider OneNote as a central location for all of your notes, allowing you to organize them in various ways. It even allows you to pin multimedia documents alongside plain text.

If you’re looking for a robust digital note-taking tool, OneNote could be the answer.

Continue reading to learn about how this tool can benefit you and your company.

What Are the Benefits of Using OneNote?

OneNote is more than just a powerful note-taking app. It’s also a helpful tool that lets you perform various tasks for quick data processing.

In terms of advantages, here are some of the most important ones:


OneNote is part of Microsoft’s Office 365 suite, entirely cloud-based. Users of OneNote can now share files in real-time with other team members or clients. Multiple people can simultaneously view and edit their notes, allowing for seamless collaboration at any time.

Real-time editing has the advantage of allowing you to track all changes to the file. In the event of an error, you can even restore the previous version of a document.

This feature is also beneficial to businesses that operate in multiple locations. Team members can collaborate on the same project without interfering with teamwork.

Instead of exchanging emails and wasting time waiting for responses, managers can easily collaborate with their team without ever leaving the office.


Using the internet to conduct business and share sensitive information entails security risks. This is particularly true in the case of notebook software. Fortunately, OneNote includes security features to protect your info from prying eyes.

You can, for example, use passwords to secure specific sections while keeping your entire database encrypted with 3DES at all times. In addition, the software will automatically lock password-protected documents that have been inactive for an extended period to prevent data leaks.


Like the other apps in the Office 365 suite, OneNote is highly well-integrated. You can send email information directly to OneNote and the other way around with the help of Outlook sync.

This software can also be integrated with non-Microsoft applications. Numerous notable plugins are available, such as Zapier and Slack integrations and Evernote, Dropbox, and Salesforce integrations, to name a few of the more well-known ones. As a result, you and your team will be able to work more efficiently every day.


OneNote can be used in a variety of ways in the workplace. For project management, however, it’s an excellent choice.

It’s common for project managers to deal with team misunderstandings, project bottlenecks, and communication delays. Microsoft’s note-taking tool, on the other hand, quickly resolves many of these issues.

Project management can be made easier with a little bit of training. Put another way, OneNote makes it simple for managers to keep track of their employees’ accomplishments. Timelines can be updated, and tasks can be completed or assigned easily.


Tips for getting the most out of OneNote can be helpful even if you’ve never used it before.


Using Quick Note, you can jot down an idea while out for lunch or away from the office.

While shopping, you suddenly realize you haven’t answered a critical email. Create a Quick Note in OneNote on your phone to remind you of this task.

You’ll see the notification the next time you open OneNote on your computer.

Like Sticky Notes, this feature allows you to jot down any thought or idea in seconds. As is the case with all Quick Notes notebooks, all of your notes will be saved in a section called “Unfiled Notes.”


As time goes on, finding notes becomes more difficult. If you’re a regular user, you’ll be storing hundreds of notes in no time. However, you need not be concerned, as there are numerous options for organizing and searching your notes.

You can search for notes in OneNote with a built-in search option.

To find a phrase or word, use the magnifying glass or the keyboard shortcuts “Ctrl” + “F” (or “Command” for Mac). Whether the software will review typed, handwritten, or even picture-based, all of your notes.

After selecting a drop-down arrow and selecting your preferred option, you can narrow your search even further by clicking on it. The results that match your criteria will be shown in bold in your notes.

When you’ve found the note you’re looking for, click the “X” in the right-hand corner to end your search.


Each new note in OneNote starts with a clean slate. Because of this, users have much freedom. On the other hand, you may find this strategy overly simplistic at times. As a result, why not give the app some personality through design elements, structure, and color?

Fortunately, there are a plethora of ready-to-use templates available. Templates for decorative backgrounds, to-do lists, planners, and more are available for free download.

The templates can only be used with new OneNote files. Most designs require content to appear at a specific location on the page, so images with existing text will not work.

You can easily add a template to an existing note by creating a new one and copying the current content.


Is it necessary to take notes from a scanned document? OneNote does not have this limitation. Using the Microsoft Lens: PDF Scanner App, you can use your phone to take high-quality scans of multiple documents and upload them to OneNote (available for Android and iOS).


Thousands of workers and managers have become more productive due to digital note-taking tools. OneNote is one such software that appears to have it all: a plethora of features, flexibility, and ease of use.

OneNote has something for everyone, whether you’re a business owner looking to improve team performance or a project manager looking to track project timelines better.

If you’d like to learn more about how this powerful tool can help you improve your business, please get in touch with us.