OneNote

Last year, our school began using OneNote. It is part of our Microsoft Office bundle. One of the tech coordinators started playing with it, found it useful, and soon we were using it as a team.

OneNote is a virtual notebook. It has pages. Those pages can be in sections. You can even create subpages and subsections. Information is easily moved from one section to another, or one notebook to another. Pages can contain text, graphics, audio and other items. Items can be flagged and they show up in your Outlook to-do list. Pages can be as long as you need them to be.

Adding information is easy. No need to create text boxes. Just click anywhere on a page and type. Need a table? Just start typing the top rows contents. Tab each time you want a new column. Hit enter to go down to the next row. A full range of formatting options are available such as bullets, highlighting, strikeout.

You can add your ready made documents, such as Word documents as a link (and it appears as an icon on the page) or as a printout. In the latter case, the entire document appears on the page.

OneNote has a powerful search feature. You can search that notebooks or all of your notebooks. The search feature will even search photos. For example, if you had a photo of a business card, it could find the person's name in the photo.

Notebooks can be private or shared. If you store them on a server, you can still work locally when you can't access that server. The notebook will sync with the server the next time it is connected. If the notebook is in Sharepoint, it will even update when you work on it from home.

OneNote is proving to be a powerful tool for collaboration. We can all work on it, and it keeps all our pages synced. At a basic level, think of it for agendas and minutes. However, since more than one person can edit a page at a time, it is good for drafting documents and polishing them. Anything that needs a wiki-like environment could work well in here. However, there is no history, no ability to roll back to an earlier version.

At our school, use of OneNote has grown tremendously this year because my principal saw the power of it and began using it extensively herself. Now departments and committees that meet with her regularly each have their own OneNote notebook.

Here are a few of the ways I'm using OneNote this year.

• I'm a tech integration teacher. This year I set up my lesson plan book as a OneNote notebook. I met with each teacher to plan the semester. I gave each teacher read only access to the notebook because I didn't want someone to add information for the next class and me not notice it in time. I can work on it from home or school. Access it from any room in the building, and I no longer need to give paper copies or even electronic copies to my principal; she just subscribed to the notebook.

• I created a Tech Help Notebook full of step-by-step directions. For teachers who are comfortable trying new things as long as they have directions, this has worked well and they haven't needed to wait for me to come help them.

• Budgeting. I created a tab for each department. As they contacted me during the year with requests, I'd click the "Send to OneNote" button in Outlook and then move it to the correct location. As I did research on requests, I'd paste in information from the web and other sources.

• The Tech Coordinators meet weekly and our notebook has headings such as agenda and minutes, computer builds, policies and forms, and tabs for current projects.

All is not perfect, of course. We have found that notebooks need to be kept under 5 MB or they are prone to synchronization problems. OneNote occasionally has caching problems. OneNote is only available for Windows, not in the Mac version of Microsoft Office.

There are many other programs that offer similar functions. For example, Circus Ponies makes Notebook. Evernote is available online.

If you would like a good, quick demo of OneNote, watch it online here.

Learning from My Online Project Mistakes

As usual, Graham Wegner is making me think. He posted a great parable about online collaborative projects and it's forcing me to rethink an experience I had last year that I never paused to reflect upon because it felt like a failure.

Graham's parable shows some of the challenges of coordinating an online collaborative project. I've been on both sides of this parable. Mostly I'm on the tech coach side, but after my experience last year of taking part and then disappearing from a good online collaboration, I've learned that even with all my tech experience, I can make a mess of it.

Differing schedules, teacher's declining, no class of my own all contributed to my failure. I had joined the project was to force myself to do more with wikis, more with Flickr, but the project itself kept getting more complex, having more requirements and steps to follow until, for me, it collapsed under its own weight.

Now that Graham has brought this experience back into my focus, I'm realizing I can take quite a bit of learning away from the experience...

• Start really simple. If the students can't do most of it themselves, then chances are, I'll learn far more than they do. Nothing wrong with me learning a lot, but teaching time is too short for me to do things that don't greatly benefit the students.
  
  
• Similarly, start small. Online projects often require a huge amount of communication and ongoing planning by the teachers. The more teachers, the more people who must be consulted at each step. The more people involved, the more formal a process may be needed to manage it all. Sometimes, just having two teachers, two classes will be the most effective, despite all that could be gained from having more kids in more places involved. Likewise, start with a shorter termed project. If it rocks your socks you can extend it.
  
  
• Be very clear what you want the students to get out of it. Use backward design to fit the project to the learning and not the other way around, as is so tempting with new tech tools.
  
  
• Check, check and recheck access before committing. My account at work has more privileges than student and teacher accounts. Didn't think to check access when logged in as one of them, until we were into the project. They couldn't add comments to the wiki. They couldn't upload to it either. And the wiki only allowed so many comments per hour from the same person, so I couldn't log them all in as me.
  
  
• Upfront, try to make a realistic prediction of the time commitment and the the skills needed. Make those estimates based on the time it will take a new user, not you who have been experimenting with the tools for months. Based on the little I have done with online projects, I'd say double the time you think it will take, both in class and outside of class.
  
  
• Consider all the schools' vacation schedules when creating the project calendar. Also note end of term, standardized exams, etc.
  
  
• Keep communicating even when the ship is going down. I expressed my frustrations minimally and then bailed. I wish I'd had the guts to stay in longer or at least take my leave more gracefully. I really enjoyed the people in it, but after three months, it felt like it was pulling me under. I was so much happier when that weight was gone. I don't think relief is what we should feel at the end of collaborations.
  

Next time I feel tempted to dive into a project, I'll reread Kim Cofino's wise words about planning and implementing social networking projects. She has been involved in many successful projects. Her post comes from a place of wisdom and experience.

In the mean time, what tips can you add to my list? What else should we keep in mind as we embark on collaborative projects?

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