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Working with page groups, printing, page versions, tags, searching, authors, password protection.
Working with Pages in Microsoft OneNote Desktop 2016
Take a note
26 March 2017
Table of Figures 2
Working with Microsoft OneNote Desktop 5
Working with pages 5
Printing and Page Size 5
Language and Spell Checking 10
Page Templates 14
To Set a Default template for a Section 15
To create your own template 16
To delete a custom template 17
Page Versions 17
To view page history 19
To find changes by author 23
Mark As Read 24
To Add a Tag to a Page 25
To Remove a Tag from the Page 26
To Customise Tags 26
To Delete a Tag 27
To Create a Tag 27
To Modify an Existing Tag 28
To Find and Summarise Tags 30
Outlook tasks 31
Using the Search Box 34
Recent Edits 37
Password Protection 38
To Password Protect a Section 38
To View a Protected Section 40
Password Protection Settings 41
To Remove a Password from a Protected Section 42
The Recycle Bin 42
Table of Figures
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 1 Paper Size Command 5
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 2 Paper Size Pane showing Auto Size Default 6
Figure 3 Print Preview Dialog with scaling checked 7
Figure 4 Print Preview Dialog with scaling turned off 8
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 5 Paper Size Command 8
Figure 6 Page Size set to A4 9
Figure 7 Content adjusted to fit on printed paper 9
Figure 8 Set Proofing Language Command 10
Figure 9 Proofing Language Pane 11
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 10 Missing Proofing Tools Warning 11
Figure 11 Language Preferences in the OneNote Options Dialog 12
Figure 12 Additional language added to list 13
Figure 13 Page Group with Subpages 14
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 14 Page Templates Command 14
Figure 15 Recently Used Templates 15
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 16 Templates Pane 15
Figure 17 Save As Template Dialog 16
Figure 18 Page Context Menu 19
Figure 19 Page Versions Command 20
Figure 20 Page Versions Listed Under Page 20
Figure 21 Historical Page Version Context Menu 20
Figure 22 Hide Authors Command 22
Figure 23 Author Options in OneNote Options Dialog 23
Figure 24 Find by Authors Command 23
Figure 25 Search Results Pane 24
Figure 26 Changed pages highlighted in bold font 24
Figure 27 Next Unread Command 25
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 29 Expanded Tags List 26
Figure 28 Tags Group on Home Tab of Ribbon 26
Figure 30 Tag Context Menu 26
Figure 31 Customise Tag Dialog 27
Figure 32 New Tag Dialog 28
Figure 33 Modify Tag Dialog 29
Figure 34 Find Tags Command 30
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 35 Tag Summary Pane 30
Figure 36 Outlook Tasks Command 31
Figure 37 Outlook Task Window 32
Figure 38 Outlook Task Context Menu 33
Figure 39 Search Scope 34
Figure 40 Find on Page Search Box 35
Figure 41 Find on Page Matches 35
Figure 42 Search for a Phrase 35
Figure 43 Search Results Pane 36
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 44 Recent Edits Command 37
Figure 45 Recent Edits Presets 37
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 46 Password Command 38
Figure 47 Section Tab Context Menu 38
Figure 48 Password Protection Pane 39
Figure 49 Password Protection Dialog 39
Figure 50 Existing Sections Backup Dialog 40
Figure 51 Password Protected Page 40
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 52 Protected Section Dialog 41
Figure 53 OneNote Password Options 41
https://d.docs.live.net/efc8c16712f0229d/05.%20Training/Lessons/OneNote/Working%20With%20Pages.docxFigure 54 Notebook Recycle Bin Command 42
Working with Microsoft OneNote Desktop
For an introduction to OneNote basics,
https://doc.co/mNag3osee my guide here.
This guide covers more topics to assist you to utilise your OneNote notebooks to their fullest.
Working with pages
Printing and Page Size
OneNote is not primarily designed for printing notes on paper. Sharing of documents via the Cloud has significantly reduced the need for hardcopy; the idea of the paperless office is nearly a reality.
There are still occasions when you may wish to print some of OneNote’s content, however.
Figure 1 Paper Size CommandBy default, a OneNote page simply expands to accommodate whatever content you add – as wide and as long as you need. This is the Auto page size.
Click the Paper Size command in the View Tab of the Ribbon to open the Paper Size Pane. This pane is docked on the right-hand side of the OneNote Window by default, but may be floated or docked on the left-hand side by dragging its Title Bar.
Figure 2 Paper Size Pane showing Auto Size Default
To see how this Auto page size works when printing, I have created a very wide content container with “ABCDEFGHIJKLMNOPQRSTUVWXYZ1234567890abcdefghijklmnopqrstuvwxyz” typed in large text.
When I choose the Print Preview command from the File Tab/Print command, I see this dialog:
Figure 3 Print Preview Dialog with scaling checked
You will see that OneNote has tried to scale the content of the page down to fit (the check box labelled Scale content to paper width is ticked), but there is a limit to how far it will scale the contents. Under the page preview it tells me that it will be split across two printed pages.
If I remove the tick in the Scale checkbox:
Figure 4 Print Preview Dialog with scaling turned off
Now OneNote will print the page content full size and it will split the content over six printed pages. I may try changing to Landscape orientation to see if the content will fit.
However if you know that you will be printing the page’s content on paper, it may be best to set the page size to the paper size. That way you can certain of how the printed page will look as you enter content onto the page.
Figure 5 Paper Size CommandUse the Paper Size command in the View Tab of the Ribbon to open the Paper Size Pane.
Then choose the paper size (I use A4 size paper).
The OneNote page will now show the paper size and the grey section to the right is off the paper.
Figure 6 Page Size set to A4
I may now adjust the content to ensure it fits on the printed page:
Figure 7 Content adjusted to fit on printed paper
Note that OneNote will not allow you to create content entirely off the page (in the grey area), though it is still possible to extend content containers that begin on the page off the edge of the paper.
You may also set the Orientation and margin sizes in the Paper Size Pane.
Language and Spell Checking
As with other Office programs, such as Word, you may select any text on a OneNote page and mark the language it is typed in. So if you type some content in French, select the paragraphs and tell OneNote that the text is French. OneNote can now check the spelling for you using the French dictionary, as long as you have the French Proofing Tools installed.
Firstly select the content. Use the Language drop-down command on the Review Tab, and choose the Set Proofing Language… sub command.
Figure 8 Set Proofing Language Command
The Proofing Language Pane will open for you to choose a language.
Figure 9 Proofing Language Pane
If you set some text to a language for which you do not have the proofing tools available, OneNote will let you know. In this case I have set some text as German language:
Figure 10 Missing Proofing Tools Warning
To add the proofing tools for another language, click on the Language Command in the Review Tab, but this time choose Language Preferences…
Figure 11 Language Preferences in the OneNote Options Dialog
Note that these settings apply across all Office 2016 programs, not just OneNote.
In Figure 11 above, you will see that I have the proofing tools installed for English (Australia) (my default language) and French. I do not have the French keyboard layout enabled as I do not possess a French keyboard.
If I were to produce a significant amount of content in French it would be worthwhile obtaining a French keyboard to use. Then I would click on the link Not enabled to download the French language pack, including keyboard layout, into Windows 10.
To add the proofing tools for an additional language (German for example), simply choose the language in the drop-down [Add additional editing languages]. Click the Add button to add the language to the list.
Figure 12 Additional language added to list
The above figure shows that I have added the German language to my list of languages I will be using for content. However to finally install the German proofing tools, I have to click on the Not installed hyperlink and follow the instructions on the web page that opens.
Sehr einfach !
You can create subpages to group related pages into a Page Group. A subpage looks the same as any other page, but its page tab is indented. The visual difference makes it easier to keep information separate. In the example shown here, there are four subpages under the Project phases page.
Figure 13 Page Group with Subpages
1. Select Add Page. A new page is added below all the other pages.
2. Type a page title for the subpage, and then press Enter.
3. Drag the page tab to the right, or right-click on the page and choose Make Subpage (or Promote Subpage).
Note that there are two levels of indentation when you demote the page to the right in the Pages Pane.
Whenever you add a new Page to a Section, OneNote uses a template for how the Page should look. You may change this template, either for a single Page or for all new Pages in a Section.
Figure 14 Page Templates CommandUse the Page Templates command on the Insert Tab of the Ribbon:
If you click on the lower section of the command (with the down arrow-head) it will list recently used templates:
Figure 15 Recently Used Templates
You may simply click on any in the list to use again, or click on the Page Templates… command at the bottom of the list to open the Templates Pane. Clicking on the top section of the command in the Ribbon also opens the Templates Pane:
Microsoft provides multiple page templates in categories of Academic, Blank, Business, Decorative and Planners. Expand these categories and try these supplied templates by clicking on them in the list.
To Set a Default template for a Section
Figure 16 Templates PaneAt the bottom of the Templates pane, drop-down the template selector and choose a template from the list. Every time you now add a page to this section using CTRL+N or the Add Page command, OneNote will use this template.
To remove the template settings, simply open the Templates Pane again and set the drop-down back to “No Default Template” whilst in the same section.
To create your own template
Simply layout a page the way you wish your template to look, with any headings, boilerplate text, graphics, etc. Then open the Templates Pane and choose the link at the very bottom of the pane, Save current page as a template.
OneNote will ask you to give the template a name and, optionally, set this new template as the default for the section.
Figure 17 Save As Template Dialog
Note that if you use the same name as an existing template, OneNote will not replace the existing template, as you might expect. You will end up with multiple templates with the same name.
All such custom templates you create will be listed under the My Templates section of the Templates Pane.
To set a graphic as a background in your template
You will notice that some of the Microsoft-supplied templates include background graphics. You may include graphics as backgrounds in your own templates. Do this before saving the page as your template.
Simply add the graphic to your page at the position you want it, then right-click on it and choose the Set Picture as Background command from the context menu. You will have had to adjust the transparency of the graphic beforehand, using a graphic editing program or even the useful graphics tools in Microsoft Word.
Note that you may set any graphic on any page as a background for that page – it is not limited to pages you then save as a template.
To delete a custom template
Right-click on your template in the My Templates Section of the Templates Pane and choose the Delete command.
Note that there has been a bug in OneNote for some time, which is still an issue in my OneNote, whereby the Delete command is greyed out and not available.
If this is an issue for you too, there is a work around:
Open File Explorer
Go to the View tab in the Ribbon of File Explorer
Ensure the Hidden items check box is ticked
Navigate to C:\Users\%USER%\AppData\Roaming\Microsoft\Templates (note that %user% is a system parameter for your username under which you are logged into Windows)
In this folder, open the file called My Templates.one
Once this is open in OneNote you will see one page for each of your custom templates
Delete the page(s) for the custom template(s) you no longer want
Close the My Templates notebook within OneNote
If you had the Templates Pane open, close it then re-open it. The custom template(s) will no longer be listed.
By default, OneNote keeps a history of changes made to pages. It follows a set of rules about how often to save a historical copy of a page, and when to delete older versions of a page. You may use this feature without concerning yourself with the detail, but here are the rules it follows, by default, if you are interested (taken from a Microsoft Answers thread):
#1) When are versions created?
We create a new version any time a change is made to a page and either a) the author is different from the last change, or b) it’s been an hour since the last version we pinned.
The version we pin is a view of the page from right before the change was made. Thus, if Bob makes a change, and then Suzy does 10 minutes later, the page as Bob last left it will be saved as a version by Suzy’s change. If Suzy makes successive changes every 10 minutes for the next 2 hours, we’ll create a version before the first, 7th and 13th changes (i.e. at the 0-, 1- and 2-hour marks).
Version history can be turned off, so that no versions get created in the first place. Doing this after versions are pinned doesn’t delete existing versions unless you ask it to.
#2) How long do we keep them?
Every time we create a new version, we review the existing versions to see if any should be pruned. The default pruning rules are:
· We keep all the changes for the last 2 days.
· Older than that, we remove all but the first from any 1-hour period for the previous 5 days.
· Older than that, we remove all but the first from any 1-day period, for up to 10 unique days.
· After all of the above, we delete all versions.
All three of those numbers (2, 5 and 10) are all customizable by policy.
Furthermore, there are two more settings that can be changed.
· Version pruning can be turned on or off globally.
· A fourth number can be set which is the age (in days) after which any version will be pruned, regardless of the other rules. By default, this is -1 (off).
Regardless of what numbers are plugged in, versions are only pruned when either a new version is being created, or when the containing notebook is being optimized.
These settings may be modified using Group Policy or by manually changing registry settings.
To view page history
Right-click on any page in the page pane and choose the Show Page Versions command. If the command is unavailable, it means there are no historical versions of this page.
Figure 18 Page Context Menu
Alternatively, use the Page Versions command on the History Tab of the Ribbon:
Figure 19 Page Versions Command
The historical pages will appear beneath the current version of the page, indicating the date and the author:
Figure 20 Page Versions Listed Under Page
Right-click on any one of these previous versions to see a context menu:
Figure 21 Historical Page Version Context Menu
When you left-click on a historical page to view it, you will see a yellow information bar across the top of the page. Left-click on this bar to see the same menu. OneNote will also highlight the differences in this version of the page in colour.
Using this context menu you may:
Restore the older version of the page to make it the current version. The history will still be kept.
Delete the older version of the page
Copy the page to another location to keep it as a current page without changing the current version of this page
Delete all historical versions of pages that exist in the section – this may be for security, confidentiality or space-saving reasons
Delete all historical versions of pages that exist in the Section Group– this may be for security, confidentiality or space-saving reasons
Delete all historical versions of pages that exist in the Notebook – this may be for security, confidentiality or space-saving reasons
Turn off the history feature altogether for this Notebook – it may be turned back on again later. Note that OneNote will ask you if you wish to delete all existing page versions or keep them. You may retain existing page versions but no new versions will be created from this point on.
OneNote keeps track of who is making changes to each page. It uses the identity of the editor’s Office Account against each change that is made on a page.
On the History Tab of the Ribbon, ensure the Hide Authors command is toggled off (it will be a light colour when off, darker when on)
Figure 22 Hide Authors Command
With this command off, any changes on any page that were not made by you will have a coloured bar to the right of the content and some identifying initials. Any content that does not have this was created/edited by you.
Move your mouse over the initials of the author, without clicking, to see a tip with the full name of the author as well as the date and time the change was made. Right-click on the author’s initials to see a context menu that includes this information at the bottom of the context menu. Click on this last command to insert the details onto the page at the top of that person’s change.
There is a setting in the OneNote Settings that influences your authoring details. Under the General section of the settings, tick the box Always use these values regardless of sign in to Office to ensure that your name and initials (as shown in the text boxes just above this setting) are always used when using this copy of OneNote on this computer.
Figure 23 Author Options in OneNote Options Dialog
If you do not wish to see the author of changes to the pages in your notebook, turn the Hide Authors command back on.
To find changes by author
If you are collaborating on a notebook with others, you may wish to quickly find the changes that others have been making.
Use the Find by Author command on the History Tab of the Ribbon:
Figure 24 Find by Authors Command
The Search Results Pane will open listing the authors by name and the pages that they have changed, along with the date they made the change:
Figure 25 Search Results Pane
Click on any entry in the list to go to that page to view the changes made by that person. The changes will be highlighted in colour.
Mark As Read
When you are collaborating with others, when you open OneNote you may see that some notebook names, section names and page names are bold (darker and heavier font than usual).
Figure 26 Changed pages highlighted in bold font
OneNote is letting you know that changes have been made to these notebooks/sections/pages since you last had OneNote open on this device. You can quickly see that changes have been made.
If you view a page that is bolded in this way, OneNote will remove the bold highlight on the name after a few seconds, indicating that you have now viewed the change.
You may use the Next Unread command on the History Tab to skip to the next page that has unread changes.
Figure 27 Next Unread Command
You may right-click on the name of the notebook/section/page and choose the Mark as Read command to quickly turn the bolding off.
Tags are a way to categorise and prioritize notes in OneNote 2016. With tags, you can quickly return to important items, remind yourself about action items, or summarise notes you’d like to share with others.
To Add a Tag to a Page
You may add a tag to the title of a page, or any paragraph of text, graphic, embedded file, etc. on the page.
Figure 29 Expanded Tags ListSimply click in the title or text or on the graphic or embedded file, or other content, and use the Tags Group of commands in the Home Tab of the Ribbon.
Figure 28 Tags Group on Home Tab of Ribbon
Use one of the displayed commands or click on the More button to open the entire list of tags. Click on any tag to add it to the content.
To Remove a Tag from the Page
Click in the same content and click on the same tag in the ribbon again, or right-click on the tag itself on the page and choose the Remove Tag command:
Figure 30 Tag Context Menu
To Customise Tags
Extend the tag list by clicking on the More button in the tag selector on the Ribbon. Toward the bottom of the list use the Customize Tags… command. Alternatively, right click on an existing tag on the page somewhere and choose the same command from the context menu that appears.
The Customize Tags dialog window appears:
Figure 31 Customise Tag Dialog
In this dialog you may change the order of the tags in the list by selecting any tag and using the up and down buttons on the right-hand-side.
Note that whichever tags appear in the first nine positions are automatically allocated a shortcut key you may use to apply/remove these tags.
To Delete a Tag
Similarly a tag may be completely deleted from the list using the delete button in the Customise Dialog. Note that deleting a tag from the tag list does not delete any instances of this tag you have used in notebooks. It means you will no longer be able to add the tag in the future.
To Create a Tag
You may create your own tags that have meaning to you.
Click the New Tag… command in the Customize Tags dialog to open the New Tag dialog window:
Figure 32 New Tag Dialog
Name the tag (in my example I have named it Building Project), optionally select a symbol, font and highlight colour for the tag, then click OK. Note that the first section of the symbols available are check-boxes, allowing you to indicate that the task is complete.
The tag will now be available in the tag list and you may move it to a position you prefer in the list.
To Modify an Existing Tag
From the tag list, right-click the tag you wish to modify and choose the Modify Tag… command. Alternatively open the Customize Tags dialog, select the tag and choose the Modify tag… button.
The Modify Tag dialog window opens:
Figure 33 Modify Tag Dialog
Here you may change the name, symbol, font colour and/or highlight the click OK.
Note that making changes here does not change the appearance of all existing tags. To change existing tags you would have to click in each existence and click the tag in the tag list again to re-apply the tag with its new format.
To Find and Summarise Tags
Use the Find Tags command in the Home Tab of the Ribbon:
Figure 34 Find Tags Command
The Tags Summary Pane will open.
Some things to note about this pane:
The scope of the search for tags is set at the bottom of the pane (should be at the top in my opinion)
Changing this scope will refresh the list automatically
If you add, delete, or otherwise modify tags while this pane is open, you must manually click on the Refresh Results button to have the changes reflected in the pane
Any graphics that have been tagged will appear in the pane (including any embedded files)
The Customize tags dialog may be opened from the link at the bottom of the pane
Click on any item in the list to jump to that content
Figure 35 Tag Summary PaneYou may choose various groupings of the tags from the top drop-down control
For check box tags, you may select the option to show only unchecked items that are still to do
Use the Create Summary Page button to generate a new page in the current notebook with just the tagged content that is currently listed in the pane – try it.
Close the dialog by clicking on the cross in the top-right corner, or by clicking on the Find tags command in the Ribbon.
Outlook Tasks are a special kind of tag. An Outlook Task Tag links the OneNote content to a Task in Outlook, using Outlook’s reminder facility to follow up on that content.
Select the content you need a reminder about and click the Outlook Tasks command on the Home Tab of the Ribbon:
Figure 36 Outlook Tasks Command
If you choose one of the preset options, a flag icon will appear beside the content on the OneNote page and the Task will have been created in Outlook. Open Outlook, navigate to the Tasks section to view the Task:
Figure 37 Outlook Task Window
Alternatively, if you choose the Custom… command, the Outlook Task will open immediately for you to set your own Due Date, Reminder, etc. before saving back into Outlook.
Some things to note about the Outlook Task:
Its subject is the content that you tagged on the OneNote page – if you tagged a graphic, the subject will be a placeholder which you may change.
You may change the Task’s subject if you wish without affecting the OneNote content.
If the content you tagged was textural, it will also be copied into the body of the Task.
A link will be inserted into the Task body – click on this to take you to the content in OneNote.
You may further customise the Task using any of Outlook’s options, such as add a category, set a priority, etc. Save the Task after doing so.
If you manually delete the Task in Outlook, it will not delete the Tag in OneNote. The Tag will become “orphaned” and you can delete it by right-clicking on the Tag and choosing either the Remove Tag command or the Delete Outlook Task command.
You may open the Task from OneNote by right-clicking on the Tag and choosing the Open Task in Outlook command:
Figure 38 Outlook Task Context Menu
You may complete the Task within Outlook, but it will not mark the Tag as complete in OneNote – you must mark it as complete in OneNote manually by clicking on the flag icon – it changes to a tick mark. Alternatively, right-click the Tag and choose the Mark Complete command.
If you complete the Tag in OneNote, it will mark the Task as complete in Outlook.
One of the most useful features of OneNote is its excellent search facility. It is powerful and comprehensive, and includes the ability to search any textural content of graphics.
Using the Search Box
OneNote searches for the text you type in the search box within a scope of:
The current page
The current section group
The current section
The current notebook
One of these, apart from the current page, will be set as the default scope for searching. Click on the arrow head at the end of the search box to choose the scope for your current search, or to set the default scope for your future searches.
Figure 39 Search Scope
Use the shortcut key CTRL+F to quickly set the scope to the current page only. The search box changes to show that you are searching the current page only:
Figure 40 Find on Page Search Box
When the search term is found on the page, you may use the up and down arrows that appear to jump between instances of the text on the page.
Figure 41 Find on Page Matches
Click on the x at the end of the search box to clear the search term.
To search for a phrase
If you type multiple words in the search box, OneNote will look for all instances of each of the words typed within the scope of the search. If you wish to search for a specific phrase, surround the phrase with double quote characters.
Figure 42 Search for a Phrase
Note that the results lists is divided into a section where OneNote has found the search term in the title of an object, then a section where it has found it in the contents of a page. Scrolling down will also show where the search term has been found in the Recycle Bin.
OneNote indicates which object type it has found the search term in with different icons; notebook, section or page.
You may also use the AND and OR logical operators in the search box. These must be typed in ALL CAPS.
Pinning the Search Results Pane
When you see the results list, you may pin the results into the Search Results Pane by clicking on the command at the bottom of the list.
Figure 43 Search Results Pane
In this pane, you may change the order of the results to be sorted by:
Click on the AZ button at the end of the sort by drop-down to change between ascending and descending order.
At any time, you may press the escape key (ESC) on your keyboard to close the search results and return to the page.
The Search Results Pane will also appear when you use the Recent Edits command in the History Tab of the Ribbon:
Click on the command and choose one of the time periods:
Figure 44 Recent Edits Command
Figure 45 Recent Edits Presets
The Search Results Pane opens and you may again alter the scope of the search and the order in which the results are displayed.
It is possible to password protect a Section so that others may not see the pages in the Section unless they know the password. You may have sensitive personal or financial data in the section, for example.
Note that you cannot password protect a single page or a Section Group or a Notebook; only a Section.
To Password Protect a Section
To do so, right-click on the section tab and choose Password Protect this Section... (remember that whenever a command ends with an ellipses, it means a dialog window or pane will open to gather further information).
Alternatively, click the Password Command on the Review Tab of the Ribbon.
Figure 46 Password Command
Figure 47 Section Tab Context Menu
This command opens the Password Protection Pane:
Figure 48 Password Protection Pane
Note the warning that you may not be able to view password protected Sections on all devices.
When you then click on the Set Password… button, a dialog window opens for you to enter a password, twice:
Figure 49 Password Protection Dialog
Note the warning that if you forget the password, you will not be able to open the Section. Make your passwords at least 8 characters long and complex (no words from a dictionary).
OneNote may warn you that you have backups of the notebook (from OneNote’s own backup system) that don’t have the Section protected:
Figure 50 Existing Sections Backup Dialog
You have the option of deleting these backups so that others may not access them to circumvent your protection.
To View a Protected Section
When a Section is protected, clicking on the Section Tab displays:
Figure 51 Password Protected Page
Press the Enter Key on your keyboard (or click on this message), you will be prompted to enter the password:
Figure 52 Protected Section Dialog
Enter the correct password and you will be able to see the pages within the Section.
Password Protection Settings
Within the Advanced Category of OneNote’s options are three options that relate to such locked Sections.
Figure 53 OneNote Password Options
To Remove a Password from a Protected Section
You must firstly unlock the section. Then right-click on the Section Tab and choose the Password Protect this Section... command again to open the Password Protection Pane again.
Click on the Remove Password button; OneNote will ask you to enter the password again, then the password will be removed from the section.
The Recycle Bin
You may delete Pages, Sections or Section Groups from your notebook. These deletions are moved to the Recycle Bin for a period of 60 days (unless the Recycle Bin has been manually emptied before this period).
The Recycle Bin may be thought of as a hidden Section Group in each of your notebooks.
Figure 54 Notebook Recycle Bin CommandTo view the Recycle Bin, use the Notebook Recycle Bin command on the History Tab of the Ribbon:
The Recycle Bin Section Group opens, showing you the Pages and Sections that have been deleted. Note that if you have deleted a Section Group, it does not show in the Recycle Bin – only the individual Sections that had been in the Group are shown.
To restore any Page or Section, right-click on it and choose the Move or Copy… command. The selector opens for you to choose where to move or copy the Page/Section to.
To close the Recycle Bin, click on the green arrow beside the Deleted Pages Tab, or click on the Notebook Recycle Bin command in the History Tab once again.
If for any reason you delete a notebook that has not synchronised to its storage location, OneNote will warn you. If you proceed to delete it, it will place the sections in a special section called Misplaced Sections. This will appear at the bottom of the Notebooks Pane. You may again move these to another notebook, or delete them from this special group if not needed.
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The Recycle Bin may be t