How to use Microsoft Flow to move email to OneNote

The send to OneNote plugin in Outlook for PC and Mac is awesome. The problem is when you are not in front of a computer and need to tag an email for processing later when you are on other platforms. My approach to solve this is to use flagging of email and send that to my collection section in OneNote using Microsoft Flow. In that way, I know when I have processed it and I know I can find it again in OneNote for when I process my OneNote and create actionable tasks.

Here is how to get started with using Microsoft Flow for moving flagged emails to your Collection section in Microsoft OneNote that is stored in OneDrive for Business in Office 365.

  1. Log on to your Office 365 portal
  2. Click on the Flow icon to get started
    • requires that Flow is enabled for your tenant and your user
  3. Search for Outlook, because that is our trigger
  4. Choose the trigger for when flagging an email in your inbox
  5. Click on Next Step and search for OneNote (Business)
  6. Choose create page in section
  7. Choose the notebook that is stored in OneDrive for Business
  8. Choose the section you want to store it in, which should be your collection section
  9. In order to get a good input from the email you need to paste in some HTML code in order to get subject as title and more info from the email in to OneNote
  10. From here, save the flow
    • it takes 10-15 minutes for first run
    • The free version runs every 15 minutes, the Office 365 flow version runs every 5 minutes
    • For Office 365 the number of times a flow can run is tenant wide and is aggregated by the number of user licenses in the tenant and is 2000 times per user per month
    • One user can consume a lot more runs than 2000, but the average is 2000 per user per month
    • Read more her: https://flow.microsoft.com/en-us/pricing/#plan-feature-table
  11. The flow with flagging of emails are only run when you actually do the flagging, so you will only consume a run when you actually do the flagging

Check out my OneNote LifeHacks video from Ignite on how to set this up.

References

Looking for coaching on being more productive with OneNote and get more stuff done, connect with me at CloudWay

Office 365 Multi-Factor Authentication requirements explained

Short version

mf_authMulti-Factor Authentication (MFA) in Office 365 is dependent on Modern Authentication which is oAuth 2.0 via ADAL that authenticates the user in Azure AD

Longer version with links to deep dives

  • What is MFA?
    • Multi-Factor Authentication (MFA) in Office 365 requires Modern Authentication (oAuth2.0 + ADAL) to be enabled for the clients and services that are going to use MFA
    • MFA, Two-step verification, is a method of authentication that requires more than one verification method combined with the Azure Authenticator App, SMS or phone call verification
    • Read more here
  • What is Modern Authentication?
    • Modern Authentication is oAuth 2.0 used via ADAL to enable newer applications (Outlook, Word, OneNote, Skype for Business and other Office applications) to authenticate to services such as Skype for Business, Exchange and SharePoint
    • In Office 2013 march 2015 update and later Modern Authentication is supported and in Office 2016it is enabled by default and will use an in-application browser control to render the Azure AD sign-in experience
    • Read more here
  • What is oAuth?
    • Open Authentication 2.0 (oAuth 2.0) is used as a component via ADAL as the web-based authorization flow between servers or clients and servers
    • Read more here
  • What is ADAL?
    • Microsoft Azure Active Directory Authentication Library (ADAL) is a tool in the .NET framework that lets client applications authenticate users to Office 365 and Azure AD
    • Read more here
  • Two options are available for SSO with on-premises AD that requires Modern Authentication
    • Pass Through Authentication (PTA)
      • Works with Office 365 only
      • Enabled on latest AADC with outbound connection only, no DMZ server
      • Just set up several AADC and it is automatically loadbalanced resulting in low operational cost
      • Does not store password in Azure AD, authenticates user in on-premises AD first and presents MFA after that if enabled
      • In combination with password sync you are not dependent on AADC uptime
      • Read more here and here
    • ADFS 3.0
      • Used for hybrid Skype for Business and Exchange environments
        • Skype for Business server Hybrid supports Modern Authentication, but will do NTLM authentication to on-premises AD and give MFA pop-up when authenticating to Exchange Online, read more here 
        • I recommend Pointsharp MFA for on-premises and hybrid Skype for Business deployments
        • Exchange Server hybrid requires MFA Server, read more here
        • For best Azure MFA result an Online only deployment is recommended
      • ADFS is best for larger organizations
      • More complex and requires proxy servers in DMZ with public IP and Certificate
      • Requires loadbalancer for high-availability
      • Is required when doing MFA with Smart Card, 3rd party tokens and certificate based authentication
      • Read more here
  • You can now use Microsoft Intune to control MFA options and turn of MFA for certain subnets and conditions, read more here
  • Read about conditional access, MFA with Intune Hybrid and SCCM
  • Use Azure AD Premium with automated password roll-over for business social media profiles protected by a MFA enabled identity with centrally controlled delegation, read more here

mfastalehansen

3 tips for sending notes, pictures and tweets to OneNote from mobile

untitledRead about the basics, on becoming more structured with OneNote and Getting Things Done (GTD), in my first article and download the OneNote Template I created and refer to in this article. In the article you will find links to all my “collect to OneNote” posts as well. If you find this article helpful, let me know on Twitter or as a comment. Check out my OneNote LifeHacks YouTube series

Using mobile to collect thoughts, whiteboards and slides from seminars to OneNote is key for finding them again and working structured with OneNote

Collection is key

When succeeding with OneNote being structured with tasks and information, collecting the information and tasks in the same place is key. Everything you collect from email, meetings, workshops, thoughts, Pictures and everything else must go in to the collection tab in OneNote. Here is how I collect from my mobile device

#1 Point your OneNote mobile quick notes to your collection section

In OneNote Mobile I set my quick notes to send to my collection section in OneNote, to make sure I do not get another place to look for the stuff I collect. After that, I process it and distribute it as described in my GTD and OneNote article. This works from all mobile platforms and the example is from Android where you can quickly capture using the OneNote Badge

To select the default section, navigate to you collection section, hold until you get the menu, and select default

screenshot_20160925-061811thumb

#2 Capture Whiteboards and presentations directly to OneNote using Office Lens

Office Lens is really great for capturing whiteboards from workshops and taking pictures of slides at seminars. Office Lens will clean up the picture and align it correct if you are taking a picture at an angle.

You can now connect Office Lens to your school or work account in Office 365 as well as your private Outlook.com account. Heres is how you capture to the collection section in OneNote. Read more about Office Lens here

screenshot_20160925-062532thumb

 

#3 Use IFTTT to send all your Twitter likes to OneNote

While this is not really a mobile trick, it is worth mentioning here and it works from any platform. You can like a tweet and it will get sent to your collections section in OneNote. I get most of my professional updates from Twitter and find articles I want to save or read later. Collecting them to OneNote makes sure I can process them for reading later or having content for future blogposts.

Here is the If This Then That rule. There is one caveat, it only supports OneNote stored in your private Outlook.com account, which means you need to either store your collection OneNote there or your entire GTD OneNote.

To use it, register to IFTTT and use my published rule, or create one yourself, find it here

ifttt

Thanks to @OneNoteEDU for creating this nice gif for my blogpost

References

How to process your #Outlook inbox and do calendar right with #OneNote

untitledRead about the basics, on becoming more structured with OneNote and Getting Things Done (GTD), in my first article and download the OneNote Template I created and refer to in this article. In the article you will find links to all my “collect to OneNote” posts as well. If you find this article helpful, let me know on Twitter or as a comment. Check out my OneNote LifeHacks YouTube series

Your email inbox is someone elses agenda, take control and move emails with actions that takes more than 2 minutes to your collection section in OneNote

Collection is key

When succeeding with OneNote being structured with tasks and information, collecting the information and tasks in the same place is key. Everything you collect from email, meetings, workshops, thoughts, Pictures and everything else must go in to the collection tab in OneNote

Processing and collecting emails in Outlook

There are two ways to work with emails in Outlook

  1. Everything that takes two minutes or less you do right away
  2. Everything that takes more than two minutes you move to the Collection section in OneNote

All email elements that are processed including spam and information are moved to an archive folder to keep your inbox clean. This is how you get an empty inbox. That using you inbox as an archive and keeping interesting items as unread is a good approach is a myth. Process everything, and move them to the collection section in OneNote and process everything from there. If you want to read something later, tag it as someday maybe or move it to the mobile section. Do not leave it in your inbox.

Emptying you inbox helps free your mind, so that you know you do not have any urgent email you should have answered. If you are to use this system then you must schedule time to work on your OneNote tasks. I schedule time for two hours every monday and friday to process my tasks and plan my weeks. As you see in the picture, I also like to process my inbox every morning, that way I can answer all those 2 minute emails and process the rest

Outlook

Why empty your Outlook inbox and move elements to OneNote? Because your inbox is not your finite folder for all you information, it is just your email inbox. Your email inbox is someone elses agenda, take control and move emails with actions that takes more than 2 minutes to your collection section in OneNote. The collection section is your finite list of tasks and a better chance to prioritize correct.

Can it be done in less than 2 minutes? Do it right away and move the email to archive

LessThan2Minutes

If you get a task in an email, move it to OneNote

Send email to onenote

Collecting meeting notes

I send all my meeting notes to the Meeting section in OneNote where I have notes from workshops, meetings and Skype for Business calls sorted by customer. It is a great way for taking notes and creating tasks right away and a good source material for followup emails and actions. You can also send your Skype meetings to OneNote, but then you lose the agenda, but you gain an updated attendee list

Sending a scheduled meeting from my calendar to OneNote

MeetingNotes2

You can also send a Skype meeting to OneNote, will get a current attendee list

SkypeNotes3

Use options in OneNote to select send-to section for Outlook and web

if you already have configured other OneNote sections or want to predefine where to send your emails and meetings, use options in OneNote

OneNoteOptions

 

References