Restrict Formatting and Editing

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Restrict Formatting and Editing

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
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