Protecting sensitive data in a shared OneNote notebook is one of the exam objectives for the OneNote 2010 Microsoft Office Specialist exam (77-853). In this training video, we review setting password protection for a section and locking a password-protected section using the button and shortcut commands. We also explore the password protection settings in OneNote Options.
- [Instructor] When you share a notebook with others, whether it be on OneDrive or on SharePoint, all of the information in the notebook is visible. You can password protect sections of a notebook, so let's take a look at how you can protect your sensitive data. We'll walk through password-protecting a section, locking all password-protected sections, set the password protection options, as well as remove a password. I'm going to use my employee manual notebook that I created and stored earlier on SharePoint.
If you don't have access to SharePoint, not to worry. You can step through this with me on any locally stored notebook. I'm going to select my employee manual notebook and create a couple of sections. I'm going to rename my new section one to New Employee Hiring Process. And I also want to capture information about our salary scale. I'm going to add the new section and rename it Salary Scale. Now, obviously, any information in a salary scale is probably sensitive, so let's add a password.
We'll right click on the salary scale section heading and choose Password Protect This Section from the shortcut menu. It opens the Password Protection pane on the right hand side and we'll select set password. I'm going to just add a password of abc123 and of course I need to confirm the password again. Now, it gives you a warning there, reminding you that if you ever lose or forget the password, you won't be able to get back into your notebook.
I'll click okay to set the password. You'll notice on the right hand side in the Password Protection pane that the current section shows as password protected. If I click lock all, it will lock any password protected sections in this notebook. I can click on my New Employee Hiring Process section because it's not password protected. But if I return back to my Salary Scale section, I do see the warning that this section is password protected.
I'll click and be prompted for the password. So I'll re-enter the password and this section is now unlocked. I can relock a section at any time, whether the password protection pane is open or not, by pressing and holding down the Control and the Alt key on my keyboard and typing the letter L. I had to manually lock that section, but there are options in OneNote 2010 that control how password protected sections work.
Let's take a look. We're going to go back to File Options, and we'll select Advanced. And if I scroll down towards the bottom, on the Advanced page, I see the section that works with how passwords function. I can set the option to lock a password protected section after a certain amount of time and right now mine is set to 10 minutes. I can go as short as one minute or as long as one day. The ten minute option seems to be pretty reasonable.
I can also have OneNote actually lock a password protected section the moment I leave that section. That doesn't quite work for me, so I'm going to leave that option unselected. I'll choose okay, I haven't really made any changes. I need to unlock my section again by re-entering the password. And if I decide that I want to remove the password, I can simply click remove password in the password protection pane on the right hand side.
I need to enter the password again, click on okay, and there's now no password on that section any longer. To recap, we've seen how easy it is to password-protect a section. Just right-click on the section tab and select the option in the shortcut menu, Password Protect This Section. Locked sections must be unlocked before searching. So bear in mind, if you're searching a notebook and you're not getting the information that you know is in there, double check and make sure all sections in the notebook are unlocked before you try to search.
You can always lock a password-protected section manually by pressing and holding down your Control key, your Alt key, and typing the letter L. You can also modify through file options and the Advanced choice when password protected sections are locked. You can always remove a password protection as well, by simply clicking the remove password button. But remember, you've got to know the password to be able to remove it.
Julie begins with an overview of the certification program and the exam preparation process, and then walks you through all of the certification objectives. Get hands-on experience with downloadable practice files and take the challenges exercises to practice for the exam. It also provides a review of each challenge to give you a chance to see where you may need more focus in preparation for the exam.
- Creating a OneNote notebook
- Managing the OneNote environment
- Creating links within OneNote
- Managing OneNote history and backups
- Collaborating in OneNote
- Working with OneDrive
- Sharing notebooks