Privacy supplement for Microsoft OneNote 2010

Linking to pictures and other documents

If you choose to create a link to an image, file, data source, or other document on your hard disk or on a server, the path to that file is saved in your notebook. In some cases, the link might include your user name or information about servers on your network. In the case of a data connection, you can choose to save a user name or password within the data connection link.

Also, when you apply an XML Schema to a notebook, a path to the XML Schema that you have created is saved to the notebook. In some cases, that path might include your user name.

Printing

When you print an OneNote 2010 notebook, and then save that notebook, OneNote 2010 saves the path to your printer with the notebook. In some cases, the path might include a user name or computer name.

Deleting pages from printouts protected by Information Rights Management

You can insert files that are protected by Information Rights Management (IRM) into OneNote notebooks as printout images. If you try to delete a page from a printout image protected by IRM, the deleted page is hidden, but not deleted, from the notebook. If you delete the entire printout, the pages are deleted and not hidden.

A Message Bar appears at the top of any page that has hidden printout pages.

Research and reference

OneNote 2010 allows you to request information about a particular term or phrase from a number of premium content providers. When you request a search on a particular word or phrase, OneNote 2010 uses the Internet to send the text that you requested, the software product that you are currently using, the locale to which your system is set, and authorization information indicating that you have the right to download research information, if needed by the third party.

OneNote 2010 sends this information to a service provided by Microsoft or the third-party provider that you select. This service returns information about the word or phrase that you requested.

Frequently, the information that you receive includes a link to additional information from the service’s Web site. If you click this link, the service’s provider might add a cookie to your system to identify you for future transactions. Microsoft is not responsible for the privacy practices of third-party Web sites and services. Microsoft does not receive or store any of this information unless you have queried a Microsoft-owned service.

You can turn off research and reference by doing the following:

1. Click the File tab.

2. Under Help, click Options.

3. Click Trust Center.

4. Click Trust Center Settings.

5. Click Privacy Options, and then clear the Allow the Research task pane to check for and install new services check box.

Translation service

OneNote 2010 allows you to translate all or part of your notebook by using a bilingual dictionary or a machine translation. You have a choice of how you want to translate your document.

You can select or enter a word or phrase that you want to translate, or you can choose to translate the entire document, in either case by selecting the applicable translation option in the Research and Reference pane. You can also use the Document Tips feature to translate by resting your cursor on the words you want translated. The Document Tips feature is off by default. You can turn it on by clicking the Review tab, and then clicking Mini Translator in the Translate group.

If you select or enter a word or phrase that you want to translate, the phrase that you have entered is compared to a bilingual dictionary. Some bilingual dictionaries are included with your software and others are available from Office.com. If a word or phrase you enter is not in the bilingual dictionary included with your software, the word or phrase is sent unencrypted to a Microsoft or a third-party translation service.

If you want to translate your entire notebook, it is sent unencrypted to a Microsoft or a third-party translation service. As with any information that is sent unencrypted over the Internet, it might be possible for other people to see the word, phrase, or document you are translating.

If you choose to use one of the dictionaries available on Office.com or a third-party translation service, OneNote 2010 uses the Internet to send the text that you requested, the type of software you have, and the locale and language settings (Click the File tab. Under Help, click Options. Click Language.) to which your system is set. For third-party translation services, OneNote 2010 might also send previously cached authentication information indicating that you previously signed up for access to the Web site.

Document Workspace sites

OneNote 2010 allows you to access a Document Workspace site on a Microsoft SharePoint Foundation 2010 site. A Document Workspace site is a shared space where you can collaborate with other team members on one or more documents.

When you access a Document Workspace site, OneNote 2010 downloads data from the Document Workspace site to provide you with information about that site. This data includes:

• Name of the SharePoint Foundation site

• URL or address of the site

• Names, e-mail addresses, and permission levels of the site users

• Lists of the documents, tasks, and other information available from the site

OneNote 2010 also stores a list of the SharePoint Foundation sites that you have visited on your computer, in the form of cookies. This list is used to provide you with quick access to the sites that you have visited before. The list of sites that you have visited is not accessed by Microsoft and is not exposed to the Internet unless you choose to make the list more broadly available.

SharePoint Foundation

Microsoft SharePoint Foundation 2010 provides shared, Web-based Workspace sites where you can collaborate on documents or meetings.

When you access a SharePoint site, by using either your Web browser or any Office program, the site saves cookies to your computer if you have permissions to create a new subsite on that site. Taken together, these cookies form a list of sites to which you have permissions. This list is used by several Office programs to provide you with quick access to the sites that you have visited before.

The list of sites that you have visited is not accessed by Microsoft and is not exposed to the Internet unless you choose to make the list more broadly available.

In SharePoint Foundation, when you create a new Web site or list, or add or invite people to an existing Web site or list, the site saves the following for each person, including your:

• Full name

• E-mail address

A user ID is added to every element that you or the other users of the site add to or modify on the site. As with all of the content on the SharePoint site, only administrators and members of the site itself should have access to this information.

All elements of the SharePoint site include two fields: Created By and Modified By. The Created By field is filled in with the user name of the person who originally created the element and the date when it was created. The Modified By field is filled in with the user name of the person who last modified the OneNote 2010 document and the date when it was last modified.

Administrators of the servers where SharePoint sites are hosted have access to some data from these sites, which is used for analyzing the usage patterns of the site and improving the percentage of time that the site is available. This data is available only to the server administrators and is not shared with Microsoft unless Microsoft is hosting the SharePoint site. The data specifically captured includes the names, e-mail addresses, and permissions of everyone with access to the site.

All users with access to a particular SharePoint site might search and view all content available on that site.

Auditing

Microsoft SharePoint Foundation 2010 provides auditing features that allow administrators to keep a reliable audit trail of how users are working with certain content.

When SharePoint Foundation administrators enable the Auditing feature, the server automatically records in the SharePoint content database certain actions performed by the user. These actions include view, edit, check-in, and check-out. For each recorded action, the server records identifying information about the file, the action, and the user's SharePoint ID. No data is sent to Microsoft as part of this feature.

This feature is off by default and is available only to administrators of the SharePoint sites where the content is stored.

Author name

All OneNote 2010 notebooks contain the name of the authors who created the notebook or sections or notes for the file. OneNote shows the author name for the last person who modified a note.

To ensure that your name is not saved as an author, do the following:

1. Click the File tab.

2. Under Help, click Options.

3. Click General, under Personalize your copy of Microsoft Office, in the User name box, delete the name.

4. In the Initials box, delete the initials.

This only applies to new notes created after you have deleted this information.

OneNote also stores timestamps in the file, including the creation time and the last modified time.

Notebook synchronization

OneNote 2010 allows you to edit a notebook on a shared location or a SharePoint site, and then to periodically merge your changes with changes from other users. If there is a conflict of versions during a merge operation, the author name is stored with each conflicting page and displayed beside that page. The author names can then be used to identify the sources of any conflicts. To change the author name, see the Author name section above.

Add-in metadata stored in OneNote notebooks

OneNote 2010 allows developers to create and access OneNote sections by using an add-in. When you create and modify OneNote notebooks, it is possible that an add-in can embed some metadata into the file. This metadata might include information that is not visible from within the OneNote program. If you are using an add-in for OneNote 2010, contact the developer for the add-in for more information.

Page Versions

By default, OneNote retains earlier versions of your OneNote pages. You and other users can access these earlier versions by clicking the Share tab, and then clicking Page Versions in the History group.

You can delete earlier versions of pages you have write access to by right-clicking the version page, and then clicking Delete. OneNote automatically deletes versions over time.

OneNote Recycle Bin

When a page or a section is deleted, OneNote puts it into that notebook’s Recycle Bin. You can access a notebook’s Recycle Bin by clicking the Share tab, and then clicking Notebook Recycle Bin in the History group. You can restore pages and sections from the Recycle Bin by moving them back into your other notebooks and sections. You can permanently delete them by right-clicking the page tab, and then clicking Delete.

OneNote automatically keeps Recycle Bin content for the default time of two months before deleting it.

Edit history

By default, OneNote saves the history of edits you make to OneNote notebooks. You cannot access these edits using OneNote, other than using the Page Versions feature. However, the edits could be seen by accessing the OneNote notebooks manually by using a text editor.

OneNote periodically deletes saved edits from OneNote notebooks. You can also force OneNote to delete saved edits from all open notebooks by doing the following:

1. Click the File tab.

2. Under Help, click Options.

3. Click Save and Backup, and then click Optimize All Files Now.

Deleting saved edits in this way does not remove versions saved by the Versioning feature or content in the notebooks’ Recycle Bins.

Dock to Desktop and linked notes

When OneNote is docked to the desktop, you can take notes on files that you have opened in supported applications. If an application supports this feature, it attempts to link to any file that you are reading while you take notes in OneNote. Linked notes include a linked file icon. If you click the linked file icon, you are taken to the file linked to the note.

Linked notes include some information about the file the note is linked to, such as the file name, Web page URL, or the file path of the document that you were viewing when you created the linked note. OneNote uses this information to take you back to the information the linked note refers to.

You can disable automatic linked note taking by clicking the File tab, under Help, clicking Options, clicking Advanced, and then clearing the Allow creating of new Linked Notes check box. You can also turn off this feature for a single page by clicking Stop Taking Linked Notes from the link icon that precedes the title that you see on every page while the application is docked. The link icon also shows when the program is not docked to notify the user that linked notes exist on this page. This icon can also be used to delete links from the page.

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