Insert documents or files into notes

The notebooks you create in Microsoft Office OneNote 2007 let you collect and keep all kinds of information in one place. While you may use OneNote primarily for your own notes, inserting pertinent information from other sources is a great way to save time. Instead of retyping information or relying on links to documents and files that may become unavailable when you go offline, you can bring the content you need directly into Office OneNote 2007 — either as an attachment or as a printout that you can annotate.

What do you want to do?

Attach a document or file

Insert a document or file as a printout

Attach a document or file

To keep a copy of any document or file as part of your notes, you can attach it to your notebook page. Double-clicking the attachment icon will open the document or file in its intended program (for example, a Word document attachment will open in Microsoft Office Word if it is installed on your computer).

  1. On the Insert menu, click Files.

  2. In the Choose a file or a set of files to insert dialog box, navigate to the location of the file that you want to insert, and then click to select it. (To select multiple files, hold down the CTRL key while you click to select additional files.)

  3. Click Insert. A copy of the file is inserted on the current page and shown as an icon that you can double-click to open or view the document or file.

Note: OneNote attaches a copy of the source document or file. OneNote does not maintain a link to the source file. If the source file is updated later, those changes will not appear in the copy you attached.

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Insert a document or file as a printout

When you want to insert information from other files on your computer without attaching or linking to the files, you can insert a picture or "printout" of the information by using the OneNote printer driver. Instead of actually printing the file onto paper, the printer driver sends the printout to your notebook electronically. You can position the printout anywhere on a page. You cannot open and edit the printout as if it were the source file, but you can copy text from the printout and paste it anywhere for editing. You can also annotate the printout pictures with additional notes by typing or writing over them.

  1. On the Insert menu, click Files as Printouts.

  2. In the Choose Document to Insert dialog box, navigate to the location of the file that you want to insert, and then click to select it. (To select multiple files, hold down the CTRL key while you select the files.)

  3. Depending on the type of file you are inserting, OneNote will attempt to launch the source program for the file and then print its contents directly to the current notebook page as a picture.

Note: If you are trying to insert a document that is password-protected, you must enter the correct password before the document can be inserted into OneNote.

Reposition a file printout picture on the page

By default, each page of an inserted document or file is placed in your notes as a separate picture. You can move inserted printout pictures wherever you want them.

  1. Select the picture by moving the pointer over it and then clicking the dashed blue border or the picture handle alongside the picture.

  2. Click and drag the picture to a new location.

Copy text from a file printout picture

Unlike most programs, OneNote allows you to copy text from an inserted "print" image and paste it elsewhere for editing.

  1. Right-click the printout image, and then do one of the following:

    • Click Copy Text from this Page of the Printout to copy the text from only the currently selected printout picture.

    • Click Copy Text from All the Pages of the Printout to copy the text from all of the pages of an inserted printout picture.

  2. Navigate to the page in your notebook (or to another program) where you want to paste the text, and then press CTRL+V to paste the copied text.

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