Microsoft Office Tutorials and References
In Depth Information
Setting Passwords for File Access
TABLE 2.3 (continued)
Show detailed merge
changes when a merge
Shows full information about what was changed when you merge
two PowerPoint i les that are stored on a shared document man-
agement server.
Embed fonts in the i le
Turn this on if you are saving a presentation for use on a different
PC that might not have the fonts installed that the presentation
requires. You can choose to embed the characters in use only
(which minimizes the i le size, but if someone tries to edit the pre-
sentation, they might not have all of the characters they need) or to
embed all characters in the font set. Unlike the others, this setting
applies only to the current presentation i le.
Setting Passwords for File Access
If a presentation contains sensitive or confi dential data, you can encrypt the fi le and pro-
tect it with a password. Encryption is a type of “scrambling” done to the fi le so that nobody
can see it, either from within PowerPoint or with any other type of fi le-browsing utility.
You can enter two separate passwords for a fi le: the Open password and the Modify pass-
word. Use an Open password to prevent unauthorized people from viewing the fi le at all.
Use a Modify password to prevent people from making changes to the fi le.
You can use one, both, or neither of the password types. For example, suppose you have a
personnel presentation that contains salary information. You might use an Open password
and distribute that password to a few key people in the human resources department who
need access to it. But then you might use a Modify password to ensure that none of those
people make any changes to the presentation as they are viewing it.
For the Open password, you can specify an encryption method and strength. Many encryp-
tion codes are available, and the differences between them are signifi cant mostly to high-
end technical users. However, if you do have a preference, you can choose it when you
choose the Open password.
To manage a fi le’s passwords and other security settings, follow these steps:
1. Begin to save the file as you normally would from the Save As dialog box.
2. In the Save As dialog box, click Tools, and choose General Options. The General
Options dialog box opens (Figure 2.12).
3. If you want an Open password, enter it in the Password to Open box.
4. If you want a Modify password, enter it in the Password to Modify box. (You
don’t have to use both an Open and a Modify password; you can use just one or the
other if you like.)
Search JabSto ::

Custom Search