I started using the Microsoft OneNote application when I was a freshman in high school to take notes in class with low vision and dysgraphia, and have continued to use it in college and graduate school. Since I prefer to type my notes so that I can enlarge the font size later as well as access them across multiple operating systems, OneNote has worked well for me as I work on projects or put together documents with multimedia content. Here is how I use Microsoft OneNote with low vision and dysgraphia, including how I would use OneNote in high school and how I use it now as a graduate student.
What is OneNote?
OneNote is a free Microsoft 365 (Office) application that provides a platform to create multimedia notebooks filled with text, images, videos, files, and more. Instead of saving content as a single Word document or having multiple documents in a folder, OneNote organizes multiple pages and types of content in one file so that users can read, annotate, and type content while automatically saving their process. The OneNote app can be downloaded on Windows, Mac, iOS, and Android, though a (free) Microsoft account is required for use.
Related links
- Download links for OneNote on the Microsoft website
- Designing Accessible Documents With Microsoft Word
- Learning To Type With Low Vision
Organizing OneNote notebooks
There are a few different options for organizing OneNote notebooks that I have used over the years. Each organization workflow is based on the following components:
- A notebook, also known as a .one file, is a digital notebook that contains sections and pages. Users can have multiple notebooks open within OneNote and can switch between them as needed. Notebook names can be customized and color-coded.
- A section is a group of pages in a notebook. Section names can be customized and color-coded.
- A page is the building block of OneNote notebooks and can contain a variety of different types of content. Users can put their pages into sections and search for content within pages with the search bar
One of the primary reasons I use Microsoft OneNote with low vision is because it is so easy for me to organize my notes using visual labels like colors or text labels. While users may have different methods for organizing that they prefer, some of the methods I have used include:
Individual notebooks for each class
- Each class has its own notebook, e.g. Geography or Math 125. Notebooks are different colors to help with visual identification
- Units, modules, or subjects each receive their own section. Each section has its own color.
- Each page has the date and topic covered in class that day. For example, “1/29 Notes: Introduction to Maps”
Combined notebook for each semester
- Each semester has its own notebook, e.g. Spring 2019
- Individual classes get their own sections, such as CDS 301 or SWE 205. All of my classes are visible in one notebook.
- Each page within a section has the name of the notes on a particular day, such as “Assessing Color Schemes in Data Visualizations”
Outlining projects in a single notebook
- For long-term projects, each project gets its own notebook, e.g. “Psych 405 Final Paper”
- Each section is a component of the project, such as raw notes, outline, or notes form a specific source
- Pages are labeled with a source name or topic name
Related links
- How I Organize Digital Files For My Classes
- Implementing Shared Folders For Accessible Materials
- How I Outline Research Papers With OneNote
- The Best Study Tips For Visually Impaired Students
- How To Search For Study Resources Online
What can be added to OneNote Notebooks?
Text
Text can be added by tapping anywhere on the page and beginning to type, or by copy and pasting text from an outside source. Just like in Microsoft Word, users can increase/decrease the font size, highlight text, add headings, and incorporate other text formatting.
For users who are copy and pasting text from an outside source, the Format Painter tool can help make all of the text consistent. To use the Format Painter in Microsoft OneNote:
- Select the text that you want to copy the formatting of. This will copy the font type and size
- Use the keyboard shortcut Ctrl-Shift-C, or select the Format Painter icon in the ribbon next to the font options, which looks like a small paintbrush
- Select the text you want to format. If the user clicked the Format Painter icon, the text formatting will be applied after the user selects the text
- Select the text you want to format and use the keyboard shortcut Ctrl-Shift-V to apply the text formatting
Dictated text
For users that prefer to use dictation over typing, there is an option on the Home tab to dictate text, as well as set the dictation language. Users can also use the dictation shortcut on their keyboard if available, or use the keyboard shortcut Windows Key-H.
Files
Have a Microsoft Word document that can be added to the notes? Need to link the latest PowerPoint? Users can attach files to Microsoft OneNote notebooks and have all of the relevant class files in an easy-to-access location. This can be done by going to the Insert tab and selecting the File icon, which looks like a paperclip. This will attach a hyperlink of the file and open it within a new window (e.g. opening a presentation in PowerPoint).
Printout
Printout will insert a copy of a PDF directly into a OneNote notebook, which is helpful for referencing documents while writing, however, the printout itself cannot be read by screen readers and may be challenging to enlarge. Users can add a printout by selecting Insert > Printout but I recommend attaching the file as a hyperlink instead.
Pictures
There are several options for inserting pictures in Microsoft OneNote:
- Inserting images that are saved onto the device, also known as “Insert From File”
- Taking images using the device camera, also known as “Insert From Camera”
- Searching for images online using Bing within the Microsoft OneNote application, also known as “Insert From Online”
Whenever possible, I prefer to save a copy of the image I am inserting into OneNote onto my device so that I can enlarge the image in other applications if needed, or so I can use a tool like Microsoft Seeing AI to get additional descriptive information.
Alt text
Alternative text, or alt text, provides a text-based description of images for people who may otherwise have trouble seeing them. Alt text can be added in Microsoft OneNote by doing the following:
- On any page in OneNote, right-click or long press an image that has been inserted
- On the menu that appears, select Picture, and then select Alt Text.
- In the Alt Text dialog box, type a descriptive Title for the selected image, along with a short description of what is in the image.
- Select Done
Online Video
OneNote allows users to embed online videos into their notebooks from several different web sources including YouTube, Flipgrid/Flip, and TED Talks. This can be done by selecting the “Insert Online Video” icon on the Insert tab, and there is no time limit for how long a video can be. However, users will need an internet connection to view the videos in a OneNote notebook, and videos cannot be uploaded from a device.
Links
OneNote supports several different embedding options for web content, including Wakelet, Microsoft Forms, Quizlet, Repl.it, and others. However, links from anywhere on the internet can be added to OneNote pages by selecting “Link” on the Insert tab. For websites that support embedding, users will be able to interact with web content directly within OneNote, while other websites will open with the default web browser.
Audio recording
Audio can be recorded in real-time and attached to OneNote pages so that users can read along with their notes, which is great for people with print disabilities. This can be done by selecting “Record Audio” on the Insert tab.
Equations and Math
Equations can be added to OneNote pages by selecting Equations from the Insert tab. From there, users can add symbols from the Equations Tools menu or use standard MathType notation to add equations. This is different from the Math tool on the Insert tab, which converts written equations into math.
Handwriting
Users can hand-write text with a stylus such as the Apple Pencil or Surface Pen, and OneNote will automatically convert the handwriting to OCR so that users can search for the text at a later time. The Draw tab in the ribbon has several options for customizing the ink color and size. If a user does not have a stylus, they can use their finger or mouse to write; this can be enabled in the Draw tab.
Drawing
Besides handwriting, users can also draw shapes, diagrams, and charts with their finger, mouse, or stylus and have the drawings added to their OneNote pages. Users can configure options for ink on the Draw tab.
Collaborators
Users can invite others to view a specific page, section, or entire notebook, with the option to set either view-only access or editing access so that others can write in the notebook as well. Users can also add comments or feedback to notes if desired.
Related links
- How To Use Dictation As Assistive Technology With Mainstream Devices
- How I Read Research Sources With Assistive Technology
- Adapting Digital Equations: Math Problems and Low Vision
- How To Make Things On The Board Easier To See
- How I Take Notes During Video Lectures With Low Vision
- File Formats For Low Vision and Print Disabilities
- How To Write Alt Text and Image Descriptions for the Visually Impaired
- How I Use The Apple Pencil With Low Vision
- How I Use Microsoft Whiteboard With Low Vision
Application integrations in OneNote for low vision
One of my favorite things about OneNote is that I can use it with a lot of my favorite applications and other tools. Some of the integrations that I use frequently include:
- Scanning in copies of the whiteboard or documents with the Microsoft Lens app that can be edited and cropped so users can view information more easily
- Microsoft Sway documents. These one-page HTML documents are similar to PowerPoint presentations, but I personally like them a lot more than PowerPoint because they have several options for making text easier to read.
- Adding information to a OneNote notebook via email. Users can get a custom email address that they can use to send information to a notebook, such as lists or short amounts of text. Users can customize what section they want to have the information added to, and the email is inserted as a new page
- ScanMarker Air can add scanned text to Microsoft OneNote when the OneNote application is open
- The OneNote Web Clipper can save web pages from the browser into a OneNote notebook, which is helpful when working on a project with several sources.
Related links
- How I Use Microsoft Lens With Low Vision
- How To Use Microsoft Office Sway With Assistive Technology
- Microsoft Whiteboard Accessibility For Visual Impairment
- ScanMarker Air for Print Disabilities
- How To Use Text-To-Speech With Low Vision
- Simplified Reading Displays and Low Vision
- Sideloading and Low Vision
- Wakelet Accessibility Features For Low Vision
How I set up OneNote for low vision and OneNote accessibility features
When I am setting up a notebook or pages in OneNote for me to type notes in, I use the following settings/display preferences so that I can read my notes more easily:
- I set the default font and font size to Arial and size 22. This is set across all of my notebooks and can be configured in the Settings menu, in the Options section
- I change the page color in the View tab to be a light yellow or a color that isn’t white so that I can read for long periods of time— white light hurts my eyes
- While I don’t use this every time, users can set Dark Mode within the Settings menu, in the Options section. Users can also choose to invert their device display or use a high contrast theme.
- Once I’m finished taking notes and want to read what I have written, I can open Immersive Reader in the View tab and read my notes in a simplified reading display with large print, print disability-friendly fonts, and high contrast. Immersive Reader can also read text out loud.
Some people who use OneNote with low vision prefer to have Rule Lines on their page, which mimic notebook paper and can be configured in the View tab. However, I have poor contrast vision and can’t see these.
Related links
- Secret Microsoft Office Accessibility Features I Use Every Day
- Ten Ways To Reduce Eye Strain From Screens With Technology
- Choosing Between Light Mode and Dark Mode For Low Vision
- High Contrast and Low Vision
- How To Use Invert Colors With Low Vision
- How I Use Microsoft Immersive Reader With Low Vision
- Strategies For Using Lined Paper With Low Vision
Taking notes in class with OneNote
With all of these options, it seems easy to get overwhelmed with using OneNote with low vision, as it can be difficult to figure out what should be inserted when. Here is my typical notetaking process for taking notes in class with OneNote:
- After creating a new page, I attach a copy of the class PowerPoint or links that I need for class in a text box at the top of the page
- If I have approval from the professor, I turn on audio recording for the lecture before I begin writing
- I write down whatever seems important using either a text box or using my stylus with the handwriting option. Handwriting can be automatically converted to text or left as print.
- If the professor draws something on the board, I attempt to draw it myself or take a picture with Microsoft Lens or the camera to reference later. Admittedly, I’m not the best at copying drawings from the board
- For video lectures, I will take screenshots of graphics or visual information and paste them into my OneNote notebook so that I don’t have to draw
- If a math equation is mentioned, I typically type it out in my notes and use the Math tool to convert it to MathType that I can read, or I will attempt to write it out by hand and convert it later.
- After class, I go back and format text so that my notes are organized into sections that flow well together, add videos and images, and clean up any typos or things that don’t make sense.
Since a lot of my graduate school classes are online or hybrid, I often use OneNote to take notes while I am reading from a separate window or device, sometimes copy and pasting passages of interest and adding my own thoughts about a topic. I will also add links to other notebooks if I want to keep projects organized in one place— for example, I added a link to the notebook for a class project within my class notebook.
Related links
- Recording Video Lectures For Visually Impaired Students
- Adapting Digital Equations: Math Problems and Low Vision
- Assistive Technology For Dysgraphia
- Highlighting Information With Low Vision
- Common Classroom Accommodations For Low Vision
- Tips For Screensharing With Low Vision
- How To Make Things On The Board Easier To See
Summary of how I use OneNote with low vision
- OneNote is a free Microsoft Office application that allows users to create digital notebooks
- Notebooks are made up of pages that are divided into sections. Users can organize notes for their classes by having each subject be a notebook, or having all of their subjects be sections in one big notebook.
- Several different types of content can be added to OneNote notebooks, including text, external files, images, links, online videos, math equations, drawings, handwriting, and more
- Users can also integrate other applications into their OneNote notebook, such as Microsoft Office Sway, email, Microsoft Lens, and web extensions
- Some examples of ways that users can set up OneNote for low vision include increasing the font size, changing the font style, changing the page color, using Immersive Reader, and enabling Dark Mode or Page Rules.
- When taking notes with OneNote, it is helpful to start audio recordings at the beginning of a lecture and to include relevant files at the top of the page. Users can then type out notes and add content at the end of class.
More resources on how I use Microsoft OneNote with low vision
- Wondering how I highlight text in my notes? Read Highlighting Information With Low Vision
- One of the most important tech skills that students can develop for notetaking is typing. I share several ideas for improving typing skills in Learning To Type With Low Vision
- Need keyboard recommendations? Check out Mainstream Technology and Low Vision: Keyboards
- Want to learn more about my writing process? Browse Writing Success Archives | Veronica With Four Eyes or view the Reading/Writing category at Reading And Writing Archives | Veronica With Four Eyes
Published September 6, 2017. Updated January 2025