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Sending E-mail from OneNote

As mentioned earlier, Outlook integration with OneNote is limited to Outlook 2003. If you use an earlier version of Outlook or another e-mail program, you'll need to send the note as an attachment or copy the contents of the note and paste it into your e-mail message. Notes are sent using HTML formatting, with handwritten notes converted to images.

Although you can include linked audio files with your notes, other linked files are not included in your messages.

If you want to include linked files with your note, you'll need to use the Insert button on the E-mail toolbar to include them.

To send a note by e-mail using Outlook 2003:

  1. Select the OneNote page you want to send by e-mail.

  2. Open the e-mail envelope by doing one of the following:

  3. Figure 9.19Figure 9.19 Select the E-mail menu to send the note by e-mail.

    Figure 9.20Figure 9.20 Click the E-mail button to send the note by e-mail.

  4. Enter the recipient's name, change the subject, and add an introductory message if desired (Figure 9.21).

  5. Figure 9.21Figure 9.21 Enter the e-mail address on the e-mail envelope and add an introductory message before sending your note.

  6. Click Send a Copy at the top left of the window to send the note.

  7. The recipient of your message will be able read the note in the message body and save the original note with his or her own notes (Figure 9.22).

    Figure 9.22Figure 9.22 A note received by e-mail. This note included an introductory message.


If you decide not to send the note, close the e-mail envelope by using the File > E-mail menu or by clicking the E-mail toolbar button. If you use the X at the upper right to close the message, you'll also close OneNote.

Your normal e-mail signature isn't used on the message; OneNote adds a signature stored in OneNote.

Setting E-mail Options

When you send notes by e-mail, the default setting includes the .one file as an attachment and also converts the note to an HTML message. A signature is also added to the end of the message.

You can change the default settings by choosing Tools > Options > E-mail and selecting or deselecting any of the following options (Figure 9.23):

  • Attach a Copy of the Original Notes as a OneNote File: If you usually want to send your notes as attachments, leave this options selected. When you don't want to send an attachment, you can select the attachment and delete it from the message.

  • Attach a Copy of Linked Audio Files: This option can result in very large notes and is disabled by default. If you leave this option disabled, you can use the Insert Files button on the E-mail toolbar to attach an audio note before sending a message.

  • Add the Following Signature to E-mail Messages and Web Pages Created in OneNote: Change the signature by selecting the signature text and typing a new signature in the box.

  • Figure 9.23Figure 9.23 Use the Options menu to change the e-mail options.

To send multiple note pages:

  1. Select more than one page by doing one of the following:

    • To select all of the pages in a section, choose Edit > Select > All.

    • Click three times on the page tab to select all of the page's subpages.

    • To select just certain pages, hold down Ctrl as you select pages with the mouse.

    The pages are added to the message body in the order they are selected.

  2. Enter the recipient's name, change the subject, and add an introductory message if desired.

  3. Click Send a Copy at the top left of the window to send the note.

  4. When the .one file is sent with the message, it contains only the selected pages.

To include linked files with your e-mail note:

  1. On the E-mail toolbar, click the Insert button to open the Insert File menu (Figure 9.24).

  2. Figure 9.24Figure 9.24 if you don't have Outlook 2003, you can insert your *.one files and send them to other OneNote users.

  3. Select the file from your My Notebook folder and click Insert.

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