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In OneNote 2010 Essential Training, instructor David Rivers demonstrates how OneNote can be used to take notes, organize thoughts, do research, and collaborate with others on projects. This course shows how to quickly add rich content to notebooks, format the content with OneNote's new formatting and styles capabilities, organize information to suit individual needs, and retrieve information effectively. It also shows how to take advantage of the robust OneNote 2010 sharing and collaboration features like Outlook integration, change highlighting and page versioning, wiki-style linking, and the OneNote web applications. Exercise files accompany the course.
Sometimes when you share a notebook, there are certain sections that are a little more sensitive than others and you may want to password protect them, allowing only people who know the password to access those sections. There are also password options we need to take a look at now. Let's experiment with our TwoTrees14 notebook here with the Revenues section selected. Here is a good example of data that might be sensitive and should only be viewed by certain people. Well in this case, we can password protect it just by going to the tab itself and right clicking. From the pop-up menu, we can choose to Password Protect This Section.
That opens up the Password Protection pane over here on the right-hand side, and there is the button for setting the password. Let's just do that for this section and we'll type in a password. You won't be able to see what you're typing, so you'll need to confirm it by typing it exactly the same in the Confirm Password field here. And when you click OK, you'll be password protecting this section. Now you maybe prompted at this point about backups. If a backup is made on a section or an entire notebook in this case, backup sections may not be password protected, so you'll have the opportunity at this point to either keep them or delete any backups.
So, that way people won't be able to look at the backups that are not password protected using this feature. So now there is another button available to us that allows us to remove the password and if we want to do that, we would have to know the password to remove it. At this point now, anyone you're sharing the notebook with, as soon as they try to go to the Revenues section, they will be prompted for password before they can see what's in there. Now you'll notice that if we move to another section, you can just click any section tab and go back to Revenues. It's not prompting you for a password, and that's because of one of the password options.
Notice from the Password Protection pane over here, we can access those Password Options. Right at the very bottom there's a link. But if this pane isn't open you can always go to Backstage View by clicking the File tab, going to Options, and then clicking Advanced on the left-hand side. You'll be able to scroll down directly to the Passwords section here and that's what that link in the Password Protection pane will take you to. Notice that sections that are password protected will not be disabled until you have left them for 10 minutes.
In other words, if you've navigated away from the Revenues section and it's been 10 minutes at least, as soon as you try to come back you'd be prompted for the password but this is adjustable. All the way from one minute to a day, and in fact, let's just select 10 Minutes. We can also make it so that the moment we navigate away from a section it's locked by clicking this second checkbox. This way the time doesn't matter at all. Also add-in programs sometimes need to access sections. Do you want them to be able to access a password-protected section when it's unlocked? And you have to enable that by clicking the checkbox.
It's checked off by default. If it's password protected, the add-in programs will not be able to access those sections. Only when they are unlocked. So there we go. There is our Password Options. We'll click OK. Notice there is also a button here to Lock All, and this is going to lock all password-protected sections, because as you know we've got that that 10 minute thing, but we just change the options. So if we go back to Revenues, notice that we don't go right into anymore. We're prompted to click over here to enter the password protected section.
So we'll click right there, type in the password, press Enter or click OK, and you're in. At any time, if you need to you can remove the password. We'll click Remove Password, but again, you'll need to know the password to be able to remove it. Click OK or press Enter and it's no longer password-protected. So we can close up the Password Protection pane, and now we have full access to all of the sections in our notebook. So that's Password Protection and some of the Password Protection options you have here in OneNote 2010.
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