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Use OneNote to Keep Track of Your Receipts!

Have you ever put a work receipt in a “safe place” and then forgot where that “safe place” was?   Been there, done that!    Microsoft OneNote allows you to keep track of your receipts.   The best way to do this is within Office365 this way your phone syncs with your online OneNote!

I will be showing you how to do this with an iPhone today.  It works even better with a Windows Phone, but it’s pretty spiffy on the iPhone as well!

The best place to start is OneNote in Office365 on your computer.  You’ll need to create a new section in an existing notebook or create a new notebook and make sure it is syncing to your OneDrive.   Open up OneNote on your computer it looks like this:

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To create a new notebook you can find instructions here, which includes instructions on how to hook it up to your OneDrive.

To create a new tabbed section in an existing notebook, simply click on the + sign on one of the tabs.  It will open a new tab and you will be able to name it.  I named my Receipts.

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So now you will want to make sure it syncs up with your OneNote on your OneDrive.  This way you will be able to access it on your phone using your Office365 account.  Go to the name of your notebook, and right click on it.  These options will show up.  Click on Sync This Notebook Now.   If you are unsure if this is syncing to your OneDrive, select Notebook Sync Status.

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When you open Notebook Sync Status, you have the option to Sync automatically whenever there are changes ( I recommend this one), or you can sync it manually.

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If don’t see your notebook in here you can add it.  Exit out of this screen and go back to the notebook.  Right click on the notebook, and bring up the menu, and select properties which is highlighted in pink here.

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When you open up the properties of the notebook this screen will pop up. Where it says Change Location, if it isn’t set up to your OneDrive, select Change Location and find your OneDrive on your system, and have it save there and then it will sync up for you.  It will then be accessible by your phone.

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It should then show up in your list of notebooks to sync and you should set it to automatically sync when there are changes.

After you have the receipts tab set up and your notebook syncing with your OneDrive you can now go to your phone.  This works with iPhones, Windows and Android phones.  I’ll be showing you on an iPhone.  Open up OneNote on your phone.   It will probably ask you to sign in.  Make sure you sign in with the account that is syncing with your OneNote/OneDrive on your computer.

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When you open up OneNote on your phone make sure you are in the Notebook you created the Receipts Tab.   Click on the Receipts tab.

 

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Click on the + button and it will give you options on what you can do, one option is to take a picture.  Select the camera icon and take a picture of your receipt.  Once you have a nice clean picture of your receipt, select the ellipse at the top right hand corner.

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It will bring up some options.  Select Sync Now.

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Now open OneNote on your computer and make sure it is synced up.  There should now be a receipt in your Receipts notebook!

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One amusing question, do you see what the arrow is pointing at on the receipt?   Why do I need a Bathroom Code???   Should I be afraid?

Do you need to turn this into Accounting?  Easy Peasy! Click on the email this page icon.

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This will bring up Outlook and you can email it to your Accounting Department!   Now you have one place to keep all your receipts!

 

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What is Sway?

 

Sway is a program included in Office 365, just login into your Office 365 account! Sway is a new presentation program brought to us by Microsoft.

You can create a website in a presentation format using images, text, and other media. It’s very user-friendly! Much easier to use than most people would find PowerPoint is to use

You can embed these into a website and upload them to YouTube as well.

A great beginners tutorial has already been created by Teacher’s Tech.

Email to Text with Office 365

Did you know that if you are waiting for a VERY important email message to come through you can have Office 365 send it via a text message???   Pretty cool, huh?   For instance, I use it in the IT world for our battery back up units on our servers.  If our building loses power, I get an email telling me this.   However if I’m not constantly monitoring my work email like at 3 a.m., I can get a text message letting me know this.  When I receive this text at 3 a.m. here’s what I look like:

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I’m not responsible if you need therapy after seeing this picture of me from 3 a.m!

Here’s how you do it!  You have to login into the Office Portal for your office.  Once you’ve successfully done that, open up Mail and it will open up Outlook Online.

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On the left hand side of the screen,  where is says folders, select More.

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That will bring up this screen:

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Look under the General Tab and select Text messaging.  This will bring you to the next screen.

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Select the Edit text message settings.  That will bring up this display.

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Select what country you live in, and your mobile phone provider.   Then click on the next button.

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Enter your phone number and then select the next button.  It will then send you a text message to that phone and you will have to enter a verification number into this to complete the setup.

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It will bring up this box, select Set up email notifications using an Inbox Rule.

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In my case the words included in the subject or body works.  However if you need it to be from a specific email address, or any of the above options, please select those.

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I put test as my words or phrases then hit the plus sign to add it to the list.

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Once it’s a complete list, select OK!

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At the very top select OK and you are all set!!!

 

 

 

 

 

 

 

 

 

 

 

 

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