Legal Research, Litigation Strategy, Tutorial

Using Microsoft OneNote to Organize Case Research and Notes

Posted on by Jeff Kirksey
05
Apr

Attorneys and legal support staff gather large volumes of case law, witness notes, deposition transcripts, and internal strategy documents. Microsoft OneNote provides a digital notebook format that allows law firms to organize, annotate, and securely store legal research in a searchable, collaborative format.

This tutorial walks through how to set up a OneNote legal notebook to manage research for litigation, corporate due diligence, tax matters, or real estate transactions.

  1. Open Microsoft OneNote (desktop app or web version).
  2. Click + Add Notebook and name it (e.g., “Litigation – State v. Smith”).
  3. Choose OneDrive or SharePoint as the location for access control and collaboration.

🗂️ Best Practice: Use one notebook per case or matter.

Step 2: Structure Your Notebook with Sections and Pages

  1. Click + Section to add topics like:
    • Case Law
    • Witness Statements
    • Deposition Notes
    • Legal Strategy
    • Correspondence
  2. Under each section, create pages for specific entries (e.g., “Motion to Dismiss Research”).

📄 Legal Use Case: Use the “Case Law” section to copy/paste or link key rulings and decisions.

  1. In a page, click anywhere and begin typing.
  2. Use Insert > File Attachment to upload PDFs, contracts, or exhibits.
  3. Use Insert > Link to add hyperlinks to case databases (e.g., Westlaw, Lexis).
  4. Use Draw tools to highlight or annotate scanned documents.

✍️ Efficiency Tip: Copy key deposition testimony and summarize directly within the notebook.

Step 4: Share and Collaborate Securely

  1. Click Share > Share with People.
  2. Choose Edit or View only access based on team role.
  3. Share with attorneys, paralegals, or outside counsel securely via Office 365 accounts.

🔐 Compliance Tip: OneNote inherits SharePoint and OneDrive security settings.

Step 5: Search and Tag Notes for Quick Reference

  1. Use the Search bar to find any word or phrase across all notebooks.
  2. Use Tags (Home > Tags) to mark:
    • Important!
    • To Do
    • Question
    • Definition
  3. Use the Find Tags tool to review all tags by case or section.

🔍 Productivity Tip: Quickly locate all notes tagged “To Do” or “Important” before trial or client meeting.

Conclusion

Microsoft OneNote offers legal professionals a flexible and secure platform to organize case materials, annotate legal research, and collaborate in real time. It reduces paper reliance, improves knowledge sharing, and accelerates trial or deal preparation.