While sharing a notebook with colleagues, there may be content that shouldn’t be accessible to everyone. Learn how to password protect a section, how to quickly lock protected sections, and how to customize the password protection settings.
- [Instructor] While working in a shared notebook, you may have content that should not be accessible to everyone. I'm going to show you how to password protect a section of a OneNote notebook. There are two methods to get the same end result. The first is to locate the section that you want to password protect and right-click in that area. Let's go ahead and right-click on Sales. Now, within the menu, we have Password Protect This Section. Let's go ahead and select this. By doing this, a Password Protection pane displays over to the right side of the page.
Now, we can set the password here by clicking on the Set Password button, but notice, below this, it's also giving you a bit more information on how to unlock password protected sections and the keyboard shortcut to help with locking all the sections. That keyboard shortcut is CTRL + ALT + L. It also gives you some tips, some typical things that you should think of. You may not be able to view password protected sections on particularly devices, like maybe the mobile application. Let's go ahead and set a password. Now, it's important that you can remember this password, because there's not a way for you to recover this.
You can't call your help desk or your service desk and have them unlock this for you. We're going to enter that password twice, just to make sure that we did indeed type it in correctly. Now let's click OK to set this password for the Sales section. Great. Now, let's close out of the Password Protection pane by clicking the X in the upper right corner. I'm going to navigate to another section called Landon Hotel, and I'm going to go back to the Sales section once more. Now, I'm able to work within the Sales section because it might take about five minutes in order for it to lock this section.
There's some settings that we can work with on how we want it to actually lock that. Is it going to lock the section the moment that I navigate to another section? Or is it going to what I like to refer to as time out after so many minutes and lock that section? So if I move over to one of these other sections and if we waited approximately five minutes, it will lock that section, and I won't be able to get back into it unless I type that password in. Now, these are what are known as advanced settings. Let's take a look at how you can control how passwords will work with these sections of a notebook.
To do that, we're going to go to the File tab, and in the backstage area, we're going to select Options. Within the OneNote options menu, we need to go to that Advanced area that I mentioned. Right now, we're looking at General. In the navigation pane on the left, let's click on Advanced. We need to scroll down to the Password section. It's going to be at the bottom of the page or towards the bottom of the page. Great. So here's the Password section. There are two things that are set by default. One is that it's going to lock the password protected section after I've not worked in them for about five minutes.
Notice that that's checked, and we do have a drop-down arrow where we can change that, if we want to set that to one minute, as I was mentioning, or maybe even make it longer. I'm going to go ahead and leave that at five minutes for now. I also mentioned that you could set this up that the minute that you navigate away from that section that you password protected, that it automatically locks for you. That's the preferred method that I like to use. The last choice that you'll see that was enabled by default is that any add-in programs that you're using with Microsoft OneNote, to allow access to those sections when they're unlocked so those add-in programs will not work if that section has not been unlocked by typing in the password.
Okay, now that we've made those adjustments to the Passwords area, let's go ahead and click OK to save those changes. Now if I go back to the Sales section, you'll notice that nothing is displaying within that page. That's because we made the change to have it automatically lock it the moment we navigate away from it. It's also, probably, I don't think it's been the five minutes quite yet, right, but if it had been and I hadn't made that change, it also would lock it, and we'd be seeing the same exact message on the page. In order for me to unlock it, I'm going to go ahead and press the enter key on my keyboard.
I'm going to type in the password as I set it and press enter or click OK. There you go, now we're able to see the content of the Sales section. Now that you know how to password protect sections, I hope that your notebooks are secure and just the way that you'd like them to be viewed.
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- Customizing the canvas view
- Merging content containers to consolidate ideas
- Password protecting notebook sections
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- Converting handwritten text to typed text
- Converting hand-drawn shapes to polished symmetrical shapes
- Importing content from other apps
- Sharing notes in a Skype for Business meeting
- Marking up web pages and saving to a notebook