Copying Outlook items to OneNote

In Outlook 2013, you can click the OneNote button to copy items from Outlook to OneNote. You can copy email messages, meetings, contacts, and tasks. Copy items from Outlook if you need to keep notes about email messages, meetings, contacts, or tasks.

In the case of meetings, contacts, and tasks, OneNote not only copies the item but it also provides a link that you can click to open the meeting, contact, or task in Outlook.

Copy an Outlook message, contact, or task to OneNote

  1. Start Outlook.

  2. Open the folder that contains the item you want to copy to OneNote.

  3. Select the email message, contact, or task that you want to copy to OneNote.

  4. On the ribbon, click the Home tab.

  5. In the Actions group, click the OneNote button.

    The Select Location In OneNote dialog box opens.

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  6. Select a section to create a new page for the item or select a page to copy the Outlook item to the page you selected. (Click the plus sign next to a section to display its pages.)

  7. Click OK.

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Caution

When you copy an Outlook message to OneNote, a link is not created.

Try This

When you copy an Outlook contact or task to OneNote, OneNote creates a link labeled Link To Outlook Item. Click this link in OneNote to open the item in Outlook. (To open a task in Outlook, right-click the Task flag and choose Open Task in Outlook.)

Copy an Outlook calendar item to OneNote

  1. Start Outlook.

  2. Open the folder with the item you want to copy to OneNote.

  3. Select the calendar item that you want to copy to OneNote.

  4. On the ribbon, click the Calendar Tools | Appointment, Appointment Series, Appointment Occurrence, or Meeting tab.

    The tab that appears depends on the kind of calendar item you selected in step 3.

  5. Also on the ribbon, click the Meeting Notes button.

  6. In the drop-down list that appears, select Take Notes On Your Own.

    The Select Location in OneNote dialog box opens.

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  7. Select a section to create a new page for the item. Select a page to copy the Outlook item to that page. (Click the plus sign next to a section to display its pages.)

  8. Click OK.

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Caution

To open an item in Outlook, click its link. Changes you make are saved in Outlook, but do not appear in OneNote. Likewise, if you make changes to an item’s information in OneNote, those changes do not affect Outlook.

Tip

When you copy a calendar item to OneNote, you are given an opportunity to share your meeting notes. To do so, in step 6, select Share Notes With The Meeting and then select a notebook you’ve already shared on SharePoint or your SkyDrive. In the calendar item, a link is added to the shared notebook. You can invite colleagues to your meeting and share the notebook with them through this link.

Choosing how Outlook copies items to OneNote

By default, when you copy Outlook 2013 items to OneNote 2013, the Select Location In OneNote dialog box opens, in which you can choose where to copy the items.

Rather than choose every time where in OneNote to copy an Outlook item, you can copy the item by default to the current page, a new page, or a default location of your choice. The options for copying Outlook items to OneNote are as follows:

  • Always Ask Where to Send . The Select Location In OneNote dialog box opens. Here, you can send the Outlook item to a section of your choice. (This is the default option.)

  • To Current Page . The Outlook item is copied to the currently opened page in OneNote.

  • To New Page In Current Section . The Outlook item is copied to a new page in the currently opened section in OneNote.

  • Set Default Location . The Outlook item is copied to a default section or page. In the Select Location In OneNote dialog box, choose the section or page that you want as the default and click OK.

Choose how Outlook copies items to OneNote

  1. On the ribbon, click File to display the Backstage view.

  2. Click Options.

    The OneNote Options dialog box opens.

  3. Click Send To OneNote.

  4. Under Outlook Items, for email messages, meetings, contacts, and tasks, choose how you want to copy items to OneNote. If you choose Set Default Location, choose the section that you want as the default in the Select Location In OneNote dialog box and click OK.

  5. Click OK once more.

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