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Using Microsoft OneNote as an ELN

Microsoft OneNote is a versatile digital notebook designed for organizing and managing information. It comes in several formats, including a web-based version, desktop applications for Windows and Mac, and mobile apps for iOS and Android devices.

Benefits of OneNote​

OneNote provides a number of features that make it a good choice as a generic digital notebook for capturing your research notes:

  • Simple to use and familiar for users of Microsoft Word
  • Options to type or write and draw handwrite notes using a stylus on a mobile or tablet device
  • Supports text, tables, images, and audio recordings
  • Can take photos on mobile versions
  • Add and view files including Word, Excel spreadsheets, and Visio diagrams
  • Simple maths equations
  • Checklists and item actions can be created
  • Notes can be categorised using tags
  • No page limits
  • Notebooks can be shared to facilitate collaboration
  • Search capabilities
  • Allows creation of templates
  • Pages can be printed to PDF for storage and sharing
  • Collaborative functions
  • Class mode enabling use as a teaching aid/tool
  • Cloud-based synchronisation across devices means notes can be accessed in and out of the lab
  • Free to use with paid-for premium features

Limitations of OneNote​

OneNote provides a virtually unlimited blank space, which makes it ideal for setting up templates that individuals or groups can work from. Templates enable consistent notes to be recorded across experiments or users, however using templates in OneNote has some limitations. While the infinite space provided is convenient for note-taking and organization, it can pose challenges when printing. When printing (either digitally or physically), OneNote scales the page size to the width of the content, which can create issues if you need the document formatted to A4 size. Unfortunately, OneNote does not support infinitely long A4-width pages natively, though some workarounds exist. To create templates within these limitations, you can use basic formatting to define headings. While OneNote lacks built-in heading styles, you can achieve structured formatting by manually applying bold, underline, and varying font sizes for your headings.

OneNote has limited inoperability with other software outside of the Microsoft ecosystem, although the Web version does allow plugins to be used that can extend the functionality beyond the basic features that are provided natively.

Additional limitations include:

  • Including equations within the notebook can be quite difficult.
  • There are no discipline-specific tools without the use of plugins
  • Limitless page form does not work for physical or PDF printing
  • Timestamps be added, but there is no facility to add or update these automatically
  • All the different versions of OneNote have slightly different functionality

Who should consider using OneNote?​

OneNote can be a good starting point for individual researchers or for groups looking to transition from paper to digital notebooks. The ability to add checklists, attach and preview attachments, and perform calculations are convenient functions for use in the lab. It is a popular choice of digital notebook to use with undergraduate students, especially for those colleges or universities where other Microsoft software are commonly used and where the functionality of a full Electronic Laboratory Notebook (ELN) are not needed.

Creating templates​

Templates are pre-designed layouts for OneNote pages. They can include formatting elements like headings, font sizes, colors, background designs, and placeholders for text or images. There are some disadvantages to using OneNote templates and an alternative is to use pre-designed pages as a reference for the content to include in particular sections of a notebook. These options are relatively basic compared to the capabilities of specialised electronic lab notebook (ELN) software, but are likely to be sufficient in environments where standardisation is less important than flexibility.

Creating templates in OneNote Online​

OneNote allows you to design templates directly in the browser version. These templates are essentially pre-designed pages you can create for reuse. However, these pages remain "mutable," meaning they can still be edited and modified after being created. Unlike fixed templates in some other software, these templates don't lock the design or content.

Using a dedicated notebook section for templates​

An alternative is to create a section within a OneNote notebook specifically for storing pre-designed pages. This section serves as a "repository" for templates. Individuals can copy these pages into their own notebooks or sections as needed, maintaining the original design while working with their own copies.

What to do next​

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