Unique Organisation in OneNote for Journaling and more

by Ceylan J. Morgan
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OneNote is a powerful tool for gathering, organizing, and managing information and knowledge. Whether you are a student, professional, or simply someone who loves to keep information well-organized, OneNote can help you streamline the process.

1. Setting Up Your Notebook

Create a Master Notebook

  • New Notebook: Start by creating a master notebook. Name it something comprehensive like “Knowledge Base” or “Information Hub.”

2. Organizing Information Efficiently

Tip! Remember to think outside the box! I like to keep everything at once glance without nesting folders too deeply like this:

Folder path 1: Education > Music > Theory

Folder path 2: Education > Music > Mixing

I follow this principle in everything, even in OneNote. I try to keep everything as few clicks away as possible by putting the category name of the data into the titles and keeping them sorted by name, so it looks like this:

Examples of Section Titles:

  • MUSIC – Music Theory
  • MUSIC – Mixing
  • LANG – Korean – Vocab
  • LANG – Korean – Grammar
  • LANG – English – Vocab
  • LANG – English – Grammar

Tip! I often shorten words, using abbreviations like LANG for Languages. For each language, I have one folder for vocabulary and another for grammar. The screenshot below makes it pretty self-explanatory:.

3. Use Pages and Subpages

  • Pages for Topics: Within each section, create pages for specific topics or items. For instance, under “Education – Music Theory,” you might have pages like “Scales,” “Chords,” and “Progressions.”
  • Subpages for Details: If needed, use subpages to add detailed information related to the main page. This keeps everything organized but still easy to navigate.

Example Structure:

  • Section: Education – Music Theory
    • Page: Scales
      • Subpage: Major Scales
      • Subpage: Minor Scales
    • Page: Chords
      • Subpage: Major Chords
      • Subpage: Minor Chords

Example Structure Alternative:

  • Page: Scales
  • Page: Scales Major
  • Page: Scales Minor
  • Page: Chords
  • Page: Chords Major
  • Page: Chords Minor

4. Notes and Highlights

  • Type Notes: Type notes directly into OneNote pages, organizing them with bullet points, numbered lists, and headings.
  • Highlight Key Information: Use the highlighting tool to emphasize important points.

5. Enhancing and Accessing Information

Tags and Labels

  • Use Tags: Utilize OneNote’s tags to categorize and prioritize information. Create custom tags that fit your specific needs.
  • Tag Search: Quickly find tagged information using the search function.

Linking Notes

  • Internal Links: Create links between pages and sections within OneNote to connect related information.
  • External Links: Add hyperlinks to external sources to provide additional context or references.


  • Built-in Templates: Use OneNote’s built-in templates for consistent note-taking.
  • Custom Templates: Create custom templates for recurring types of notes to ensure consistency.

5. Synchronization and Collaboration

Sync Across Devices

  • Cross-Device Access: Ensure your OneNote is synced across all your devices so you can access your plans, journal entries, and client information anywhere, anytime.
  • Offline Access: Download your notebooks for offline access.

Sharing and Collaboration

  • Shared Notebooks: Share your OneNote notebook with others for collaborative projects.
  • Permissions: Manage permissions to control who can view or edit your notebook.

Real-Time Collaboration

  • Live Editing: Collaborate in real-time with changes synced immediately.
  • Comments and Feedback: Use comments to add feedback or questions directly on notes.

By organizing your OneNote notebook with clear, descriptive titles and minimizing nested folders, you can keep all your information accessible with minimal clicks. This approach ensures that you have a streamlined and efficient system for managing your knowledge and information.

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