OneNote Sort Order

During my testing of tag strategies, I discovered that OneNote does not observe standard ASCII sort for the Tags Summary panel.  It uses a sort order similar to Microsoft Excel, but slightly different. Excel uses the following:

0 1 2 3 4 5 6 7 8 9 (space) ! ” # $ % & ( ) * , . / : ; ? @ [ \ ] ^ _ ` { | } ~ + < = > A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Testing of actual tag sort shows that OneNote uses the following variance on the above:

(space) ! ” # $ % & ( ) * , . / : ; ? @ [ \ ] ^ _ ` { | } ~ + < = > 0 1 2 3 4 5 6 7 8 9 ‘ – A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

This means forcing a tag to the top of the Tag Summary is fairly simple – prefix it with a space, or just about any of the observed special characters (except ‘ or -).  However, to force a tag to the bottom, the only option is to use a “z” since there are no symbols that follow letters in this sort.  Note also that the sort order does not distinguish between upper and lower case.

Basic Workflow

 

In keeping with “Keep it Simple” and to align with GTD, I have three sections in my primary notebook:

Capture

Capture is the catch-all for collecting things – ideas, clippings, emails and so forth. The section holds these until they can be properly organized.  Some items are immediately sent to trash, otherwise they get classified, prioritized and moved to Organize.

Engage

This is the clean room.  Only items currently being worked belong here.  This helps prevent distraction.

Organize

This is the final resting place of all notes.  If they have been prioritized, the tag search picks them up for future work.  If all actions are complete, the note settles into the bottom of the Organize section where it can be referenced in the future.

OneNote Tags and Keywords

So the elephant in the room – OneNote does not do tags even half as well as Evernote.  But, a little bit of planning will help set the foundation for when OneNote finally gets full functionality in this critical area.

For the actual OneNote tags, I created the following (with a tip o’ the hat to “The Secret Weapon”):

ONTagList

A few notes about these tags:

  • To Do – The standard To Do item. OneNote allows searching for this tag from the ribbon.  I only use this as a temporary tag.
  • Tally Only –  I use a lot of checklists to ensure consistency in routine tasks.  I don’t want these incomplete items showing up in searches for outstanding to-do items.  In the Tag Search panel, I cannot filter these out, but I can collapse this category so it does not clutter up the results.
  • 1-6 – These are priorities for tasks.
  • Daily and Monday thru Friday – There are certain tasks I distribute throughout the week.  Some other tasks I do every morning.  So, in my morning routine, I start by reviewing all pages with !Daily tags as well as all pages tagged for the current day of the week.

Since OneNote searches for all tags, it gets cluttered to try to add all of the custom tags that I used in Evernote.  For example, I don’t want a OneNote tag for every customer I have spoken with.  Instead, for topics I use hashtags (#) to mark keywords in the body of the page.  This is particularly handy because OneNote can do SOME boolean search.  For instance, OneNote can use AND as well as OR:

#Apple OR #Windows – Returns pages that have either keyword.

#Apple AND #Windows – Returns only those pages that have both keywords.

So far, I have not had any luck with “-” to eliminate keywords from the search results. (#OneNoteWishlist)