Document Everything

Whether it comes to mapping out and deploying a 50-user network or just installing a new printer, thorough documentation is critical. It doesn’t matter who worked on the project, someday, somebody else will need to touch that device or software, change some kind of configuration, or replace something. If they aren’t intimate with what was done during setup, they will either be spending a lot of extra time getting familiar with the past or they will miss some key feature or element and need to do the work twice.

I’m being vague here, because this literally applies to each and every detail of your organization’s IT. Here’s an idea of what definitely needs to be documented:

• Hardware/software purchase dates and warranty information
• License information (how many users/devices, how long is the license for, etc.)
• Model and serial numbers, product keys, etc.
• Who installed it and when.
• What steps were taken to install it. Were any workarounds or special configuration options used?
• Where can we get support for each individual component and for how long?
• Configuration settings for the hardware and software.

Your documentation will likely change based on what aspect of your IT is being documented. For example, a router will have different information than your Microsoft Office deployment.

At Patriot Tech Services Inc., we document everything we do carefully. It’s one of the most important skills we train our technicians to do. Without thorough documentation, supporting complex network environments with a lot of moving parts would be a logistical nightmare and a lot of time and money would be wasted on seemingly simple tasks.

Be Prepared for Some Kicking and Screaming

Often when a business invests in new technology, someone is going to be resistant to change. “I liked it the old way,” or “This doesn’t make sense, it just makes my job harder,” are a couple common responses to anything new. We’re not saying you shouldn’t listen - if productivity is being hindered then something needs to be done.

The problem is, changes in tech often require a change in the steps an employee makes. If Larry has been doing his job the same way for eight years, implementing a new line of business app for him to learn is going to take him out of his routine a little and require him to get good at the new software.

Ultimately, most employees want to be good at their jobs. To counter the resistance to change, educate your staff about the benefits of the change, and what it means for them and the company. Admit that the goal isn’t to make their jobs harder, and that training will be provided to iron out the new system. The same goes for when you implement new security requirements. Nobody likes having to use two-factor authentication, but the benefits outweigh the hassle. 

At Patriot Tech Services Inc., we understand that old routines can be hard to break. If you are looking to revamp and upgrade your network, we can help make the transition smooth. Give us a call at 877-874-4629 to talk about your needs.

Check to Make Sure You Have OneNote Installed

If you use Microsoft OneNote a lot, you need to know which version of it you’re actually using. If you have Office 2016 or 365, it’s likely OneNote 2016. If you’re still learning how to use OneNote, however, it’s better to ask yourself if you have the new version that came bundled with Windows 10. In this case, you don’t have to do anything at all.

First, let’s check what version you have. The older version of OneNote is labeled as OneNote 2016, while the new version is called OneNote. The icons are a little different, too. To see which version of OneNote you have installed, click on the Start menu and type “onenote.” You’ll see the app labeled OneNote. Your 2016 version will also show up here.

If you don’t see the new version, you will likely need to apply updates. In this case, you will want to work with your IT department, or if you don’t have one of those, give us at Patriot Tech Services Inc. a call at 877-874-4629.

Now, even if you were previously using OneNote 2016, your notes will not appear in the new version of OneNote. To make this happen, you will have to migrate your notes over to the new app. You will also need to sign into the new OneNote application for the first time using your Microsoft or Office 365 account, which might require the help your IT administrator.

Migrating Notes from OneNote 2016 to OneNote

OneNote 2016 has a couple of ways you can store a notebook. It’s likely that even those who utilize OneNote on a regular basis don’t realize how it works. It doesn’t really ask you if and where you want to save notes, but that’s one of the biggest benefits of it; it handles all the heavy lifting for you once it’s all set up.

Back up Your OneNote 2016 Notebooks

First, open OneNote 2016 and follow these steps to back up your notes:

1. Click File > Options.
2. In the OneNote Options dialog box, choose Save & Backup.
3. On the right, you’ll see a section called Save. Select Backup Folder.
4. Click the Modify… button.
5. Choose a destination to store your backup. A good spot would be a folder called OneNote 2016 Backup in your Documents folder or on your desktop. Once you’ve found a place to put your backup, click Select.
6. Then click Ok on the OneNote Options dialog.
7. Go back to File > Options > Save & Backup.
8. On the right, in the section labeled Backup, click Back Up All Notebooks Now.
9. Wait for OneNote to finish backing up your notebooks.

Open Your Notebooks in OneNote

OneNote 2016 stores all of your notes from your notebooks, which by default are stored in your Documents folder in their own specific folder. Alternatively, they are stored on Microsoft OneDrive. You can also store notebooks on a shared location on your network, or anywhere you want. If you’re using one of the default options, the new version of OneNote probably won’t have any issue pulling info from your old notebooks.

Open OneNote (the new version) and Try Opening Your Notebooks

1. Simply type ‘onenote’ into your Start Menu and open the new OneNote app. 
2. Click Notebooks to see a list of your notebooks.
3. Click More Notebooks… and see if you can see your previous notebooks appear in the list. Keep in mind you’ll need to be signed in, especially if your previous notebooks were stored in OneDrive.
4. Simply Check the boxes next to each notebook you want to add to the new version of OneNote and click Open. That’s it!

If your notebooks aren’t found, there is the chance that they aren’t stored in a folder that the new OneNote recognizes. For example, if you store your notebook on a network instead of in the Documents folder that OneNote expects, then OneNote can’t find it.

In this case, you need to find where you’ve stored your OneNote notebooks and drag them into the Documents folder.

A warning for anyone who wants to do this: consult your IT department first, as there might be a reason your notebook is stored centrally on the network rather than the workstation. A technician will probably want to export your OneNote notebooks and deploy them in a specific location, or push them to the cloud so they can be accessed without needing to be stored on the workstation itself.

We hope this explanation of OneNote was helpful for you and your employees. If you have any questions about this solution in the future, be sure to keep Patriot Tech Services Inc. in mind.

OneNote has been one of the best pieces of software that isn’t fully utilized by most users in the Microsoft Office suite, including Office 365 subscriptions. It’s perfect for taking quick notes and organizing thoughts, and since it syncs with smartphones, it can be taken on-the-go.

If you’ve been using OneNote for a while, it’s likely you are using OneNote 2016, which has been bundled together with Office (and Office 365). Now, you might also have noticed that other Microsoft Office apps received small updates every so often, but did OneNote 2016 receive any? Perhaps not… and for one particular reason.

OneNote is Leaving Office

OneNote 2016 will continue getting support from Microsoft for a little while, but the main focus for the OneNote app in the future will be the application that comes bundled with Windows 10. You might already have it installed on your computer. To find out, click on your Start menu and type onenote. You’ll see a couple of options: OneNote 2016 and OneNote.

These are two separate apps. Microsoft is focusing on making OneNote, not its 2016 counterpart, the definitive version of the note-taking experience.

What’s the Difference?

Microsoft claims that the big difference between the two is that OneNote comes with Windows 10, making it much more accessible than it was when it was a part of Office. While it might still be bundled with Office 365 and Office 2019, OneNote will be available for anyone using Windows 10 by default.

There are more new features that OneNote can write home about, too, including ways to share, sort, and dress up your notes with annotations. Furthermore, if you have a computer or tablet that uses a pen, like the Surface Pro, there is support for it that completely changes the way you experience OneNote. Microsoft has put together a comprehensive list of new features for OneNote, as well as a more succinct version for your perusal. Check out both lists here.

This is especially important, as OneNote 2016 will not be getting new features, making the new OneNote app truly the best way to experience this kind of note-taking application. It’s a great tool that can be used to compile and discard notes scattered across multiple notebooks, or even loose scraps of paper that litter your desk.

In the future, be on the lookout for a guide that can help you migrate your OneNote 2016 notes into the new version of OneNote. Until then, subscribe to our blog and let us know what kind of tips you’d like to see in the comments.