Privacy supplement for Microsoft Office OneNote 2007

Last updated: October 2006

This page is a supplement to the Privacy Statement for the 2007 Microsoft Office system. In order to understand the data collection and use practices relevant for a particular Office program or service, you should read both the Privacy Statement for the 2007 Microsoft Office system and this supplement.

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 document. In some cases, the link may 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 document, a path to the XML Schema that you have created is saved to the document. In some cases, that path may include your user name.

Printing

When you print a Microsoft Office OneNote 2007 notebook and then save that notebook, Office OneNote 2007 saves the path to your printer with the notebook. In some cases, the path may include a user name or computer name.

Research and reference

Office OneNote 2007 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, Office OneNote 2007 will use the Internet to send the text 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.

Office OneNote 2007 sends this information to the third-party provider that you selected. The third-party provider will return information about the word or phrase that you requested.

Frequently, the information that you receive will include a link to further information from the third-party provider's site. If you click this link, the provider may add a cookie to your system to identify you for future transactions. Microsoft is not responsible for the privacy practices of third-party sites. Microsoft does not receive or store any of this information unless you have queried a Microsoft-owned service.

Translation service

Office OneNote 2007 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 notebook. You can select or enter a word or phrase that you want to translate, or you can choose to translate the entire notebook.

If you select or enter a word or phrase that you want to translate, the phrase that you have entered will be compared to a bilingual dictionary. Some bilingual dictionaries are included with your software; others are available from Microsoft Office Online.

If you choose to perform a "Whole Notebook Translation," your notebook will be sent unencrypted to 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 notebook.

If you choose to use one of the dictionaries available on Microsoft Office Online or a third-party translation service, Office OneNote 2007 will use the Internet to send the text that you requested, the type of software you have, and the locale and language to which your system is set. For third-party translation services, Office OneNote 2007 may also send previously cached authentication information indicating that you previously signed up for access to the Web site.

Frequently, the information that you receive will include a link to further information from the third-party translation service's Web site. If you click this link, the provider may add a cookie to your system to identify you for future transactions.

Document Workspace sites

With Office OneNote 2007, you can access a Document Workspace site on a Microsoft Windows SharePoint Services site. A Document Workspace site is a shared space where you can quickly and easily collaborate with other team members on one or multiple documents.

When you access a Document Workspace site, Office OneNote 2007 downloads some data from the Document Workspace site to provide you with information about that site. Specifically, Office OneNote 2007 obtains the following:

  • Name of the Windows SharePoint Services 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

Office OneNote 2007 also stores a list of the Windows SharePoint Services 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.

Windows SharePoint Services

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

When you access a SharePoint site, by using either the Web browser or any Office program, the site will save a cookie 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.

You can clear this list by using your Web browser to clear your cache of cookies.

In Windows SharePoint Services, 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 you:

  • Full name

  • E-mail address

  • User logon name (Microsoft Windows NT logon — for example, DOMAIN\user name)

A user ID will be 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 Office OneNote 2007 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 may search and view all content available on that site.

Auditing

Windows SharePoint Services provides auditing features that allow administrators to keep a reliable audit trail of how users are working with important content.

When Windows SharePoint Services administrators enable the Auditing feature, the server will automatically record 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 will record identifying information about the file, the action, and the user's SharePoint ID and IP address. No data is sent to Microsoft as part of this transaction.

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

Author name

All Office OneNote 2007 files contain the name of the author who created that file or section. To ensure that this name is not saved, do the following in Office OneNote 2007:

  1. On the Tools menu, click Options.

  2. Click Display.

  3. Under Personalize your copy of Office, in the User name box, delete the name.

  4. In the Initials box, delete the initials.

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

Notebook synchronization

Office OneNote 2007 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 previous section called Author name.

Shared sessions

Office OneNote 2007 allows you both to create and to join shared sessions with other users for real-time collaboration on sections within shared notebooks. You can share a section by pointing to Live Sharing Session on the Share menu, and then clicking Start Sharing Current Section. Alternatively, you can join an existing session by pointing to Live Sharing Session on the Share menu, and then clicking Join Existing Session. Your IP address is used to establish the shared session, and it is visible to all participants who have joined the session or have been sent an invitation to join it. When you join a session, your user name is displayed to all other participants until you leave the session. During the session, the information from all of your pages within that shared section is visible to all participating users.

If you are an administrator on your computer, you can apply policy to disable shared sessions.

Metadata stored in OneNote files

Office OneNote 2007 allows developers to create and access OneNote sections by using an add-in. When you create and modify OneNote files, it is possible that an add-in could embed some metadata into the file. This metadata may include arbitrary information that may not be visible from within the OneNote program. If you are using an add-in for Office OneNote 2007, contact the add-in's developer for more information.

Instant messaging and notifications

Office OneNote 2007 provides you with the ability to send instant messages from within the program itself and provides you with the ability to be alerted when people are online or when certain changes are made to shared documents or workspaces.

Office OneNote 2007 uses a Microsoft instant messaging client to provide you with the ability to see the online presence of other people and to send messages to them. Office OneNote 2007 includes a Web control that allows the instant messaging presence to be displayed within a Web page. The purpose of this feature is to allow you to use Web pages to collaborate directly with other people who are working on the same documents or workspaces.

Web page scripts that are written with this Web control in mind can transmit presence data from your instant messaging program to the Web server that is hosting the script. By default, this functionality is enabled only for intranet sites, trusted sites, and sites on the local computer.

Microsoft Windows SharePoint Services pages and Microsoft Office SharePoint Server 2007 pages both make use of this control. Neither of these types of pages transmits presence data back to the Web server.

When you visit a Microsoft Windows SharePoint Services site or an Office SharePoint Server site and create an alert, Office OneNote 2007 adds a cookie to your computer with the following data:

  • Name of the site

  • URL of the site

  • Whether the alert source is a Windows SharePoint Services site or a SharePoint Server site

  • URL used by the site to expose the alert service

The data in this cookie allows alerts from the site to be sent to you correctly. Microsoft does not access this cookie unless the cookie was sent originally from a Microsoft server, in which case the cookie is used exclusively by the Windows SharePoint Services site or SharePoint Server site.

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