The OneNote solution

Material Information

The OneNote solution
Series Title:
CU Libraries Summit 2020
Simons, Rick
Place of Publication:
Denver, CO
University of Colorado Denver
Publication Date:


Microsoft OneNote provides a consolidated quick reference and continuity tool for those who work at the circulation desk. Its word search function allows its users to bring up information about library procedures, rules and campus information for the various questions that come up during the course of the day at the circulation day. If the answer is not there, it can be easily added for future reference.

Record Information

Source Institution:
University of Colorado Denver
Holding Location:
Auraria Library
Rights Management:
Copyright [name of copyright holder or Creator or Publisher as appropriate]. Permission granted to University of Colorado Denver to digitize and display this item for non-profit research and educational purposes. Any reuse of this item in excess of fair use or other copyright exemptions requires permission of the copyright holder.

Auraria Membership

Auraria Library
University of Colorado Denver


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OneNote Presentation Outline Introduction [Me, with the virtual background of the Ask Us desk] Good afternoon, my name is Rick Simons. I would normally be here at the Auraria Library then the Covid 19 crisis happened and the building closed. At least I have this picture you see behind me. It’s our latest improvement: the new Ask Us Desk , it just opened a few weeks before we all were put in a state of hunker. I’ve worked at the various incarnations of the circulation desk for about 10 years. During all that, I recognized a need of a continuity tool. Why? We serve a tri institution campus : University of Colorado Denver, Metro State University of Colorado and Community College of Denver. This makes for a wide variety of demands. Because of this, w e never know what kind of question will come up next. During normal times, there are many shifts and different people who work at the desk throughout the week. Since it ’s a library, we really should know about being on the same page . I started looking for a continuity tool. I started by looking into OutLook, b ecause of its strong search engine and ability to connect with others in the department. Then I discovered OneNote. It was designed as a collaboration tool for groups or departments. It was already a part of the Microsoft Office. It’s easy to organize. It has a good search function. :32 Then I Talked to head IT guy about its viability, along with the use of OneDrive. He told me he thought it could work. When I talked to my boss, he encouraged me to pursue it. 1


So, I started collecting information. I found some useful tutorials in (now called Linkedin) Asides from full courses on the program, Linked -In allows you to cherry pick it for information on how to use specific functions. My first project was to share the Ask Us Desk Manual. Instead of one really fat three ring binder, The Notebooks are shared with the Circulation point person and all the computers at the Ask Us Desk . I scanned in our entire Ask Us Desk Manual for a whole rundown of: procedures, rules, expectations and all the other stuff someone would need to know in order to work behind the desk. Even though there’s a lot to sift through, information is easily found by using the keyword search . The search function is great I will share a peek at how this is laid out: Live Demonstration on OneNote Show the layout of OneNote . Notebooks Notebook Shareability MicroSoft Functions Tabs Search Bar Notebook Shareability Describe the different portions of the screen and their functions. The Ask Us Manual Notebook is about internal information. [Demonstrate a search: “Reserves”] The Ask Us Manual is made up of all scanned material because it deals with internal information. 2


The Library Information notebook is a combination of scans, links and spreadsheet They each have their own advantages. Scans of printed material Library brochures which can be reprinted. [handouts] [Innovation Garage] Links: [Library Map] There is an advantage to including links , They stay as current as the original online information . Library Services Links: [library services] Maps of the library [interactive map] By Web Services (This information is already available online, but OneNote makes all the information available in one place, under one search engine). Spreadsheets or Excel Like our phone directory: [Directory] [Rick] Subject specialists : [subject] Ethnic Studie s: [ethnic] And then there’s campus information: As a tri institution campus, Auraria Library serves a wide clientele, with different information for each. This puts us in the position of being a campus concierge. You wouldn’t believe how many students ask for campus directions . 3


One of the more daunting challenges is that each school has different abbreviations for each of the classroom buildings, and they ask us where to go: [Building Abbreviations]: [DAR], [DNC], [SI] [Campus maps] I also created a page of information links for each school. [Show each school link page] AHEC Campus page: [AHEC: Campus Emergency Services] [Lockers] [Food] , [ Go out of shared screen!] Conclusion Advantages to Microsoft OneNote: All of the relevant information is in one place. It has a great word search function to find everything. It works well with other programs in Microsoft Office Sometimes it is better to create in Word, PowerPoint, Excel or Outlook and then transfer it to OneNote as a PDF file. So you are working with familiar tools. It is touted as a great collaboration tool. It can be shared by anybody at the office or online. I can even access files from my phone. Access to the notebooks can be regulated, depending on how you set the Share function. Remember it can be an ongoing project. If you don’t have t he information, it’s always easy to add it for future reference. Thank you for your time. 4