Replacing Traditional Folder Structure with OneNote

Question

I was looking for general feedback on replacing a folder structure/system for projects with Onenote in more of a "wiki" type of way . 

For example, we traditionally use a folder setup like this:

• Current projects
  • Client
    • project
      • calculations (excel, word, other specialty software file types)
      • correspondence (mostly emails and pdfs)
      • photos (.png, jpeg, etc)
      • drawings (autocad, revit, pdfs)
      • project notes (scanned images, word, emails)

I would use the following setup in OneNote:

Current project = Notebook

Client = Section group

Project = Section

Calculations, correspondence, photos, drawings = Pages and subpages

The reason I like this idea is:

1. It is easy to send emails to OneNote. It is easy to move them around and make notes.
2. It is easy to search for things
3. It is easy to add notes to file attachments in onenote
4. It seems a good way to originze a project. However, I'm just not sure how file storage will be handled.

I can think of a few draw backs and have a couple questions about this:

1. Storing files as attachments. I don't really know how this works. Where is the file located?
2. I lose some information about the file (i.e. when was it last modified).
3. I could store files as a link, but I'm also not sure where these are stored. I also lose some control as to how a new version of the file gets uploaded after being modified.
4. What would be ideal is if there was a way to embed a folder inside the page. Is this possible or is the best I can do add a link to a OneDrive folder which could then contain all my "files"
5. If these projects get large, would this affect my computer performance? Is there an easy way to back everything up or take it offline?

My main question - Am I headed down a poor path? Is there a better way to blend "folder structure" with "wiki"?

Answer 1

Question

#1

Attached files are also called embedded files. They are indeed physically included in a OneNote section and so transported with it. You can open them or extract them. They are independent copies of the originals or source files.

#2

Yes, you lose information

#3

Links are links as you know them from your browser or Explorer.

In OneNote for Windows 10 you can use links to files on OneDrive, no links to the Windows file system (OneNote 2016 allows both)

#4

You cannot embed a folder's content. You can add a share link to a folder on OneDrive, opens in the browser showing your files in it.

#5

Naturally it affects performance. So I wouldn't recommend using attached files. Only OneNote 2016 has an (automatic) local backup and allows local notebooks. Both OneNotes allow temporarily working offline by design.

Main question

Good path 😄

Bernd

Answer 2

Is it possible to link or store a OneNote notebook or section into a folder structure?

Realistically only with OneNote 2016 and local notebooks (so you can navigate).

And on Onedrive you don't see substructures like sections and especially section groups where you could store other files "within" a notebook.

Bernd

Answer 3

Thanks for the response. I think you've pretty much answered the question... Bad idea.

Is it possible to link or store a OneNote notebook or section into a folder structure?

I still think there should be a better way to keep everything project related in one spot and "marry" folders to wiki/notes/chats. Basically I'm wanting to store all emails, internal chats, files, OneNote notes in one spot for a project. I'd even like to link a planner ask to it. I'm all ears if you have a suggestion. Maybe just filing these things in a folder structure is the way to go. Maybe there is no improvement needed here...

I suppose this could all be done through teams. But it would like involve creating a channel for every project. Seems like a lot of extra setup and clutter for small projects. I may post in the teams forum about this and I'll try to link back.

Answer 4

Hi RFreund,

Welcome to share any updates when you have time if you need further help.

Best regards,

Cindy