OneNote and Copilot Notebooks: Organise notes, keep useful records and turn knowledge into action

Accessible summary

What this session covers

This intermediate session explains how OneNote and Copilot Notebooks support different parts of one knowledge journey. OneNote provides a structure for maintaining notes and records over time. Copilot Notebooks can reason across a deliberately selected source set for a defined need, with human review before the result becomes organisational knowledge or action.

• choosing a personal or team notebook location
• organising notebooks, sections, pages and subpages
• using links, tags and templates consistently
• capturing meeting details, documents, images and handwritten content
• finding information with Search and Find Tags
• selecting references for a Copilot Notebook
• asking focused questions and checking responses against sources
• turning reviewed knowledge into an appropriate output or next action

Making the session work for you

The session is delivered through a Microsoft Teams webinar using PowerPoint Live. You can personalise how you follow and take part. The session is recorded, and you can watch rather than follow along unless the trainer asks you to try something.

• use live captions or translation from the three-dots menu
• choose a view that gives you the clearest layout
• use the presentation slider to zoom in or out
• keep your camera and microphone off unless you are invited to use them
• use Q&A for questions and keep chat closed when you are not typing
• use reactions or another participation route if that works better for you
• share respectful feedback and use the key links provided in chat

Everyone can build confidence

These sessions are for everyone, whatever your starting point. You do not need to remember every feature. The aim is to build a dependable route from capturing information to finding, checking and using it.

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Key concepts

The challenge

The challenge visual brings together four issues. Meeting details, reference material and personal notes often arrive in different forms. Information may be captured without a dependable structure. Search becomes harder when titles, tags and locations do not reflect the work. Knowledge only creates value when it supports a decision, output or next action.

Your route through the session

• build notebook structure
• organise knowledge
• capture and find
• ground a Copilot Notebook
• turn knowledge into action

Choose ownership, audience and location

The notebook location affects who owns the content and who can access or update it. Choose this before creating a structure that other people may rely on.

• use a personal notebook for your own continuing records and working notes
• use a team notebook for knowledge colleagues need to maintain together
• match the location to the intended ownership and audience
• check access before the notebook becomes an established working route

Organise notebooks, sections and pages

• notebook: a broad area of recurring work or knowledge
• section: a useful subject, stage or responsibility within the notebook
• page: notes, records and supporting material for a specific topic
• clear names: a route for understanding the structure without opening every page

Build around the work

• name the notebook for the work or knowledge it supports
• use sections for stable categories that remain useful over time
• use pages for specific meetings, decisions, guidance or research
• avoid extra levels when a clear page title and search are enough

Use clear titles and subpages

• write a descriptive page title that will still make sense later
• group related detail beneath a main page only when the relationship is meaningful
• add dates when timing forms part of the record, not as the only description
• review old or duplicate pages so the notebook remains useful rather than simply larger

Add dependable routes through knowledge

• links connect related pages or source material without copying information
• tags highlight decisions, questions or actions that need to be found again
• templates provide a repeatable structure for recurring records such as meetings
• consistent use gives each feature a meaning you can rely on

Choose the right OneNote element

The comparison visual matches the level of structure to the information need.

• notebook: a broad area of recurring knowledge that sets overall ownership and scope
• section: a stable subject or work category that groups related pages
• page: a specific record, meeting or topic that holds reusable content

Capture information with its context

• type directly when the knowledge is already clear and ready to organise
• insert meeting details when people, date and invitation context matter
• use Print to OneNote when a document needs to sit beside working notes
• add an image or clipping when the visual source itself supports understanding

Convert captured material into text

• use optical character recognition to extract text from a suitable image
• use Ink to Text to convert legible handwriting into editable text
• review converted names, acronyms and layout for errors
• retain the original context when it is needed to verify or understand the conversion

Find information with Search and tags

• search matching words across a page, section, notebook or notebooks
• use clear page titles to improve search results and return routes
• use Find Tags to gather consistently tagged decisions, questions or actions
• link to the source when reusing information rather than creating an uncontrolled copy

Ground a Copilot Notebook in selected references

A Copilot Notebook is grounded in sources deliberately selected for the task. Source quality and permissions still shape the response.

• choose a small, relevant set of files, pages, chats or links
• state what is included so the notebook boundary is visible
• remove duplicate, outdated or unrelated material that may weaken the context
• ask a focused question connected to the selected references
• check the response against the sources

The deck states that Copilot Notebooks support Copilot and Chat users. It also identifies a standard reference limit of 50 and a Copilot Premium limit of 300. Availability and premium work references can differ.

Ask focused, grounded questions

• name the topic, audience or decision the response should support
• ask for a summary, comparison or extraction tied to the sources
• use follow-up questions to clarify gaps without widening the evidence base
• open a source reference when an important detail needs checking

Verify responses against sources

• check important names, dates, decisions and commitments in the cited material
• distinguish what the source states from an interpretation generated across sources
• notice where the selected information does not answer the question
• apply human judgement before the response becomes organisational knowledge or advice

Set instructions for consistent outputs

Notebook custom instructions can support recurring outputs, subject to availability. Custom instructions also support Chat users.

• choose an output such as a summary, agenda, follow-up message or action list
• specify the intended audience, format and level of detail
• keep links or references when readers may need to verify information
• check every result against the selected sources
• save the reviewed result where its ownership and audience are appropriate

Choose tools for capture and retrieval

• meeting details: preserve invitation and participant context
• Print to OneNote: keep a document beside working notes
• OCR or Ink to Text: turn captured material into editable text
• Search and tags: return to words, decisions or actions
• Copilot Notebook sources: define the trusted evidence set
• source references: check important generated details

Connect notes with grounded knowledge

The connected journey visual shows how the tools support different stages.

• OneNote maintains dependable notes and knowledge as work develops
• clear structure, links, tags and Search provide routes back
• Copilot Notebooks reason across a selected source set for a defined need
• the result becomes valuable after review and conversion into an appropriate action

What the visuals and demonstrations showed

• choosing personal or team ownership before building the notebook
• creating notebooks, sections and pages around the work
• using descriptive page titles and meaningful subpages
• adding links, tags and repeatable templates
• capturing meeting context, documents, images and handwriting
• converting images or ink into editable text and checking the result
• using Search and Find Tags as different retrieval routes
• selecting a small source set for a Copilot Notebook
• asking focused questions and opening references
• checking generated details against cited sources
• using custom instructions for an intended audience and output
• saving the reviewed result where people can use it

Key takeaways

• choose personal or team ownership before building the notebook structure
• name pages clearly and use links and tags consistently
• use Search and Find Tags as dependable return routes
• ground a Copilot Notebook in a small set of relevant sources
• check important generated details against the references
• turn reviewed knowledge into a clear output or next action

A clear route from capture to action

• choose the owner, audience and location
• build a simple notebook structure around the work
• capture information in a form that preserves context
• use titles, links, tags and Search to find it again
• select trusted references and ask a focused question
• verify the response against its sources
• save or share a reviewed output in the right location

Actions you can take

Try the tip of the month

This session’s tip: tag decisions and actions in your notes so Find Tags can bring them back together

How to do it: select the line that records a decision or action, apply a tag from the Home tab such as To Do or Important, then select Find Tags to see tagged items across the notebook

Why it matters: tagged decisions and actions can be found without searching page by page

Try it now: tag one action on a recent page, then use Find Tags to locate it

Build confidence with one practical route

• choose one recurring area of notes or knowledge
• decide whether the notebook should be personal or team-owned
• create only the sections needed for stable categories
• rename one page so its purpose remains clear later
• tag one decision or action
• use Search and Find Tags to return to information
• identify a small set of relevant references for one question
• ask a focused question and open the supporting source
• check the result and save the reviewed output in an appropriate location

Questions and feedback

Questions are welcome. If something is unclear, ask for it to be explained another way or demonstrated again. Feedback helps WeChange.AI understand what matters to you.

Complete the Support and Skilling Week feedback form

Contact WeChange.AI

For skilling queries, email training@wechange.ai.

Andrew Boxall, Managing Director: andrew@wechange.ai

Paul Ford, Industry Director for Education and Philanthropies: paul@wechange.ai

Josh Wilson, Industry Specialist: josh@wechange.ai

Elle Avilla, Customer Success and Delivery Skilling Lead: elle@wechange.ai

Izzy Pochin, Resources and Accessibility Lead: izzy@wechange.ai

Activity sheet

Follow one route from choosing notebook ownership and structure through to capturing, retrieving and verifying information for a useful next action.

How to use this activity sheet

This sheet supports Session 12: OneNote and Copilot Notebooks. Use it after the live session, or follow selected steps while your trainer demonstrates notebook structure, capture and retrieval, and a grounded Copilot Notebook workflow.

• work at your own pace and pause after each activity
• use practice or non-sensitive information
• choose a notebook location that matches ownership and audience
• your screen and available features may vary by application version, licence and organisational settings
• check converted or generated content against its original source before relying on it

What you will achieve

• choose between a personal and team notebook location
• organise notebooks, sections, pages and subpages around the work
• use clear page titles, links, tags and templates
• capture typed notes, meeting details, documents and images with context
• review text produced through OCR or Ink to Text
• use Search and Find Tags as dependable return routes
• select a small set of relevant sources for a Copilot Notebook
• ask focused questions and verify important details against sources
• use custom instructions for a reviewed output where available
• save the result where its intended audience can use it

Your learning route

Stage	You will practise
1. Choose ownership	personal or team location
2. Build structure	notebook, sections, pages and subpages
3. Organise knowledge	titles, links, tags and templates
4. Capture and convert	meeting details, printouts, images, OCR and ink
5. Find and reuse	Search and Find Tags
6. Ground a notebook	selected trusted references
7. Ask and verify	focused questions and source checks
8. Turn knowledge into action	instructions, reviewed outputs and ownership

Before you start

• sign in to OneNote using your organisational account
• choose a fictional or non-sensitive area of work
• decide whether the practice content belongs to you or a team
• prepare one safe page of notes and one practice source
• avoid personal, confidential or sensitive information
• allow about 45 to 60 minutes, or complete one activity at a time

Notice: OneNote, Copilot Notebooks, reference limits and custom instructions vary by licence, rollout and organisational settings. Complete only the activities available and authorised in your environment.

Activity 1: Choose ownership, audience and location

Outcome: Choose the notebook location before others rely on its structure or content.

Location	Best fit	Check before using
personal notebook	your continuing records and working notes	you own and maintain the content
team notebook	knowledge colleagues need to maintain together	the team has appropriate access and ownership

1. Name the knowledge or recurring work.
2. Identify who needs to read it.
3. Identify who needs to update it.
4. Choose a personal or team location.
5. Check that the location remains appropriate if your role or team changes.

The knowledge area: ____________________________________________________________________

The intended audience: ____________________________________________________________________

The chosen location and reason: ____________________________________________________________________

1. Pause and check

• ownership is visible
• the people maintaining the content can access it
• I chose the location before building the structure

Activity 2: Build a notebook structure around the work

Outcome: Use notebooks, sections and pages as a simple information hierarchy.

Element	Use it for	Practice example
notebook	a broad area of recurring knowledge
section	a stable subject, stage or responsibility
page	a specific meeting, decision, guidance item or research topic

1. Name the notebook for the work or knowledge it supports.
2. Create two sections for stable categories.
3. Create one page for a specific record in each section.
4. Use descriptive names that can be understood without opening every page.
5. Remove any extra level that does not help people find or maintain the information.
6. Pause and check

• the notebook scope is clear
• sections remain useful over time
• pages represent specific records or topics

1. Activity 3: Use clear page titles and subpages

Outcome: Create titles and relationships that will still make sense later.

1. Rename a page using the topic or outcome rather than only a date.
2. Add a date when timing forms part of the record.
3. Create a subpage only where it has a meaningful relationship with the main page.
4. Review one old or duplicate practice page.
5. Rename, move or remove the practice page so the structure remains useful.

The main page title: ____________________________________________________________________

The subpage and its relationship: ____________________________________________________________________

The old or duplicate page action: ____________________________________________________________________

1. Pause and check

• titles remain meaningful out of context
• dates support rather than replace description
• subpages represent a genuine relationship

1. Activity 4: Add dependable routes through knowledge

Outcome: Use links, tags and templates consistently so people can return to related information.

1. Add a link from one practice page to a related page or source.
2. Select a line recording a practice decision or action.
3. Apply a consistent tag such as To Do or Important.
4. Create or use a simple template for a recurring record, such as meeting notes.
5. Record what each tag means in this notebook.

Route	Purpose	Your example
page or source link	connect related knowledge without copying it
tag	highlight a decision, question or action
template	repeat a useful structure for recurring records

1. Pause and check

• links retain a route to the source
• tags communicate a consistent meaning
• the template supports the work rather than adding unnecessary fields

1. Activity 5: Capture information with its context

Outcome: Choose a capture method that preserves the information needed to understand the record.

Capture method	Useful when
type directly	the knowledge is already clear and ready to organise
meeting details	people, date and invitation context matter
Print to OneNote	a document needs to sit beside working notes
image or clipping	the visual source supports understanding

1. Choose the capture method for a safe practice item.
2. Add the item to the relevant page.
3. Include a short note explaining why it is present.
4. Retain the source or meeting context where it may be needed later.
5. Check that the page title still describes the combined content.

The capture method: ____________________________________________________________________

The context I retained: ____________________________________________________________________

1. Pause and check

• the method fits the information
• the source context remains available
• the captured material sits in a findable page

1. Activity 6: Convert captured material into text

Outcome: Use OCR or Ink to Text where available, then review the result against the original.

1. Choose a safe image containing clear text or a legible handwriting sample.
2. Use Search results for a phrase in the image to see OCR work or the Ink to Text option for handwriting.
3. Compare the converted text with the original.
4. Check names, acronyms, punctuation and layout.
5. Correct any error in the editable text.
6. Keep or link to the original where it is needed for verification.

Conversion check	Your finding
names and acronyms
numbers or dates
punctuation
layout or order
original retained for verification

1. Pause and check

• I reviewed rather than assumed the conversion
• important details match the original
• the editable text is stored with appropriate context

1. Activity 7: Find information with Search and tags

Outcome: Practise two different routes back to words, decisions and actions.

1. Search for a distinctive word or phrase.
2. Change the search scope between page, section, notebook or notebooks where available.
3. Open a matching result and check its page title and location.
4. Select Find Tags.
5. Locate the practice decision or action you tagged.
6. Open the original page rather than creating an uncontrolled copy.

Return route	What it found	When it is useful
Search
Find Tags

My preferred route back: ____________________________________________________________________

1. Pause and check

• search scope matches the need
• page titles help me recognise results
• tagged actions can be gathered without searching page by page

1. Activity 8: Select sources for a Copilot Notebook

Outcome: Define a small, relevant evidence set before asking questions.

Notice: Complete this activity only where Copilot Notebooks is available. Otherwise, use the planning table without adding live organisational sources.

1. Name the task, audience or decision the notebook should support.
2. Choose a small set of relevant files, pages, chats or links.
3. Remove duplicate, outdated or unrelated material.
4. Check that you have permission to use each source.
5. State what is included and excluded so the notebook boundary is visible.
6. Add the selected references where available.

Source decision	Your plan
task or decision
included sources
excluded material
permission or ownership check
known evidence gap

1. Pause and check

• the evidence set is relevant and bounded
• source quality and permissions were considered
• known gaps are visible

1. Activity 9: Ask a focused, grounded question

Outcome: Request a useful output that the selected sources can reasonably support.

1. Name the topic, audience or decision.
2. Choose a task such as summary, comparison or extraction.
3. Write a focused question tied to the selected sources.
4. Ask a follow-up question only to clarify a gap within the evidence boundary.
5. Open a source reference when an important detail needs checking.

Question part	Your wording
topic or decision
audience
requested task
scope or boundary
important detail to verify

1. Pause and check

• the question can be answered from the chosen sources
• the requested output and audience are clear
• follow-up questions do not silently widen the evidence base

1. Activity 10: Verify the response against sources

Outcome: Separate what the sources state from generated interpretation before using the result.

1. Check important names.
2. Check dates and numbers.
3. Check decisions and commitments.
4. Identify any interpretation generated across sources.
5. Notice where the evidence does not answer the question.
6. Correct or qualify the output before it becomes knowledge or advice.

Verification area	Source check	Action
names
dates or numbers
decisions or commitments
interpretation
evidence gap

1. Pause and check

• important details were checked in source material
• source statements and interpretation are distinguished
• limitations remain visible

1. Activity 11: Use instructions for a consistent output

Outcome: Specify the audience, format and evidence expectations for a recurring output where custom instructions are available.

1. Choose an output such as a summary, agenda, follow-up message or action list.
2. State who will use it.
3. Specify the structure and level of detail.
4. Request your preferred language.
5. Require links or references where readers may need verification.
6. Generate or plan the output.
7. Review it against the selected sources.

Instruction	Your requirement
output type
audience
structure
detail level
language
source references
save location and owner

1. Pause and check

• the output is adapted to its users
• verification routes are retained
• the save location matches ownership

1. Put it into practice: move from capture to action

Scenario: A team is developing guidance from meeting notes, an approved document and a small set of research pages. They need a dependable record, a checked summary and visible next actions.

• choose a team notebook location with appropriate ownership
• create sections for meetings, guidance and research
• use descriptive page titles and links between related sources
• tag decisions and actions consistently
• use Search and Find Tags to retrieve the working record
• select a small set of relevant sources for a Copilot Notebook
• ask for a focused summary or comparison
• verify names, dates, decisions and evidence gaps
• turn the reviewed result into an action list with clear ownership
• save the output where the intended audience can find and maintain it

The OneNote location and structure: ____________________________________________________________________

The tagged decision or action: ____________________________________________________________________

The Copilot Notebook evidence set: ____________________________________________________________________

The verified output: ____________________________________________________________________

The owner, next action and save location: ____________________________________________________________________

1. Quick reference: choose the knowledge tool

If you need to…	Try…
set broad ownership and scope	a notebook
group stable subjects or responsibilities	sections
hold one specific record or topic	a page
connect related knowledge without copying	links
bring together decisions or actions	tags and Find Tags
preserve meeting context	meeting details
keep a document beside notes	Print to OneNote
turn a suitable image or handwriting into text	OCR or Ink to Text, with review
find matching words	Search with an appropriate scope
define a trusted evidence set	Copilot Notebook references
check generated details	source references and human verification
standardise a recurring output	custom instructions, where available

1. Your three takeaways

My most useful learning: ____________________________________________________________________

What I will implement: ____________________________________________________________________

What I will explore further: ____________________________________________________________________

1. If you need help

• describe whether you were using OneNote or Copilot Notebooks
• name the notebook, section, page, tag or source type involved
• note the exact wording of any message or unexpected result
• ask your local support route about notebook ownership, sharing, licences or unavailable features
• check permission before adding organisational sources to a Copilot Notebook
• avoid sharing screenshots containing personal, confidential or sensitive information

Confidence grows through a dependable knowledge journey: choose the right location, organise around the work, preserve context, retrieve reliably and verify grounded outputs before acting.

Reflective journal

Why we ask you to reflect

Continuing Professional Development (CPD) is formative and it is about what it achieves for you and your organisation.

Instead of formally assessing your learning, we ask you to write a reflective note. This should reflect on how the learning was relevant and how it will impact your working practices.

Taking time to reflect on your learning makes it more likely you will embed it in your future practice.

What to cover and when

What your reflection should cover

• how the learning was relevant to you
• how the learning will impact your practice

When to complete it

Reflect as soon as possible following the skilling session. This keeps your note contemporaneous (written close to the time) and meaningful. Fill it in on your device, so the boxes expand as you type.

Topic	What to know
Timing	Complete the note as soon as possible after the training event.
Purpose	To embed the learning within your subsequent practice.
Focus	How the learning was relevant and how it will impact your practice.

Your reflective note

Complete each row below. Write in your own words. Your notes are private to you unless you choose to share them.

Prompt	Your response
Skilling session title
Date of the skilling session
Date you completed this note
How was the learning relevant to you and your work?
How will the learning impact your practice?

Recommended resources

These curated resources accompany the WeChange.AI skilling offer of Continuing Professional Development (CPD) accredited, and non-accredited, sessions. Use them before a session to build familiarity, or afterwards to revisit and apply the learning in day-to-day work.

Alongside these resources, Navigator helps WeChange.AI customers find personalised recommendations and available learning on Microsoft 365 tools, accessibility and AI relevant to their role. Returning to Navigator after a session can help you connect new knowledge with practical workplace needs, choose a useful next step and keep learning visible as confidence grows.

• OneNote: Capture notes, clip from the web and search everything in one place

Introduces notebooks, sections and pages, and how syncing keeps your notes available. A good starting point for building a dependable note structure.

• OneNote: Organise notes into notebooks, sections and pages

Explains how to create, rename and arrange sections and pages. A tidy structure makes notes easier to search and reuse.

• OneNote: Print documents, PDFs and web pages into your notes

Shows how to send files straight into OneNote rather than printing on paper. It keeps reference material next to your own notes.

• OneNote: Copy text from pictures and printouts using OCR

Explains how to extract text from images and scanned printouts. It saves retyping detail from paper documents.

• OneNote: Take handwritten notes and convert ink to text

Shows how to write with digital ink and turn handwriting into typed text. Helpful if you prefer to write or sketch first.

• Copilot Notebooks: Get started working with a set of files, pages and chats in one place

Introduces Copilot Notebooks as a way to make sense of information gathered from several sources. Useful for seeing how a notebook works before you add your own material.

• Copilot Notebooks: Add documents and other references so Copilot can use them

Shows how to add files and sources to a notebook. Choosing trusted sources helps keep responses relevant to your work.

• Copilot Notebooks: Provide custom instructions to guide how Copilot responds

Explains how to set instructions that apply to a particular notebook. It helps responses suit your audience and purpose.