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Webucator's Free Advanced Microsoft Word 2013 Tutorial

Lesson: Protecting Documents

Welcome to our free Advanced Microsoft Word 2013 tutorial. This tutorial is based on Webucator's Advanced Microsoft Word 2013 Training course.

In this lesson, you will learn how to protect your Microsoft Word documents.

Lesson Goals

  • Mark documents as final and make them read only.
  • Password protect Microsoft Word documents.
  • Restrict formatting options before sharing a document with others.
  • Restrict editing options before sharing a document with others.

Making Word Documents Read Only

It is sometimes desirable to let readers know a document is final so they won't edit the document. The simplest way to do this is to mark the document as final.

To mark a Microsoft Word document as final:

  1. From the FILE menu, click Info and then Protect Document:File Info Protect Document
  2. Select Mark as Final:Mark as Final
  3. In the dialog box that appears, click OK:Dialog Box
  4. If a second dialog box appears, click OK:Dialog Box You can also check the Don't show this message again box if you do not want that dialog to come up every time you mark a document as final.

Note that the document is now clearly marked as final, but that readers may still edit the document by clicking Edit Anyway:Edit Anyway

We will cover actually preventing readers from editing a document later in this lesson.

Password Protect Word Documents

There are two ways to password protect Microsoft Word documents to prevent others from opening them.

Password Protect Documents using FILE > Info > Protect Document

The first way to encrypt a Microsoft Word document with a password is:

  1. From the FILE menu, click Info and then Protect Document (in Word 2007, click the Microsoft Office button, select Prepare, and click Encrypt Document):Protect Document
  2. Select Encrypt with Password:Encrypt with Password
  3. In the Encrypt Document dialog box, enter your password and click OK:Encrypt Document Dialog Box
  4. In the Confirm Password dialog box, reenter your password and click OK:Confirm Password Dialog Box
  5. Save your document.

To remove or change your password, simply follow the steps above and either remove your password or enter a new password.

Password Protect Documents using FILE > Save As

The second way to password protect a Microsoft Word document is:

  1. From the FILE menu, click Save As (in Word 2007, select the Microsoft Office button and select Save As):File Save As
  2. In the Save As dialog box, click Tools and select General Options:Save As Dialog Box
  3. In the General Options dialog box, enter password(s) to open and/or edit:General Options Dialog Box
  4. Click OK. You'll get a reenter password dialog box to confirm the password(s), one for each type of password.

You can remove the passwords by going to the Save as dialog box, selecting the General Options in the Tools drop-down, and clearing the passwords.

Removing Metadata from Files

When sharing documents, you may wish to remove document metadata, which is hidden or personal data.

To remove document metadata:

  1. Select the FILE menu tab, and then select Info, if necessary. File Info
  2. Select Check for Issues, and then select Inspect Document. Check for Issues Inspect Document
  3. In the Document Inspector dialog box, check the boxes to inspect for certain data, and then click Inspect. Document Inspector Dialog Box
  4. In the results, select Remove All to remove any found data. Document Inspector Dialog Box

Restrict Formatting and Editing

Sometimes when collaborating on a document, you might wish to let people make certain types of changes, but not other types of changes. In this case you can restrict the editing and formatting options before sharing the document with others.

To restrict formatting and editing options:

  1. From the FILE menu, click Info, then Protect Document, and then Restrict Editing to open the Restrict Formatting and Editing pane (in Word 2007, to access the Restrict Editing options, on the Ribbon, select the Review tab, and in the Protect group, select Protect Document):Restrict Editing
  2. To set formatting restrictions:
    1. In the Restrict Editing pane, check Limit formatting to a selection of styles and click Settings:Restrict Editing Pane
    2. Select or deselect styles according to the restrictions you wish to place:Formatting Restrictions Dialog Box
    3. In the dialog box that appears, choose to keep or remove styles currently in the document which you are not allowing going forward:Dialog Box
  3. To set editing restrictions:
    1. Check Allow only this type of editing in the document:Restrict Editing Pane
    2. Click the drop-down arrow to select the editing restrictions you wish to apply:Editing Restrictions
      1. No changes (read only): choose this option to prevent readers from making any changes to the document.
      2. Tracked changes: choose this option to allow changes, but require them to be tracked.
      3. Comments: choose this option to prevent changes but allow comments.
      4. Filling in forms: choose this option to allow readers to fill in forms, but not to make any other changes.
    3. Note that you can make exceptions to whom the editing restrictions apply: Restrict Editing Pane
  4. To start enforcing the formatting and editing restrictions you have set:
    1. Click Yes, Start Enforcing Protection:Restrict Editing Pane
    2. In the dialog box that appears, enter and confirm your password and click OK:Start Enforcing Protection Dialog Box

Protecting a Document

Duration: 10 to 20 minutes.

In this exercise, you will mark a document as final to discourage others from editing it, password protect a document to prevent others from editing it except to leave comments and then password protect a document to prevent others from opening it.

  1. Navigate to the Word2013.3/Exercises folder and open Plants in my yard2.docx.
  2. Mark the document as final to discourage others from editing it.
  3. Prevent, rather than discourage, others from editing the document by password protecting it with the password "password." Do allow reviewers to add comments.
  4. Password protect the document to prevent others from opening it.
  5. Remove the password and close the document.

Solution:

  1. Open the document.
  2. To mark the document as final:
    1. From the FILE menu, select Info, Protect Document and then Mark as Final:Mark As Final
    2. In the dialog box that appears, click OK:Dialog Box
    3. If a second dialog box that appears, click OK again:Dialog Box
  3. To prevent others from editing the document by password protecting it with the password "password":
    1. Unmark the document as final by selecting Info from the FILE menu, then selecting Protect Document and then Mark as Final:Mark As Final
    2. From the FILE menu, click Info, then Protect Document, and then Restrict Editing to open the Restrict Formatting and Editing pane:Restrict Editing
    3. In the Restrict Editing pane, check Allow only this type of editing in the document and select Comments:Restrict Editing Pane
    4. Click Yes, Start Enforcing Protection:Yes, Start Enforcing Protection
    5. Enter and reenter the password "password" and click OK:Start Enforcing Protection Dialog Box
  4. To password protect the document to prevent others from opening it:
    1. From the FILE menu, click Info and then Protect Document:Protect Document
    2. Select Encrypt with Password:Encrypt with Password
    3. In the Encrypt Document dialog box, enter your password and click OK:Encrypt Document Dialog Box
    4. In the Confirm Password dialog box, reenter your password and click OK:Confirm Password Dialog Box
  5. To remove password protection from the document:
    1. From the FILE menu, click Info and then Protect Document:Protect Document
    2. Select Encrypt with Password:Encrypt with Password
    3. Remove the password and click OK:Encrypt Document Dialog Box
    4. Close the document.