Microsoft Office Tutorials and References
In Depth Information
Restricting Formatting and Editing
• Editing restrictions. Here’s where you limit the kinds of changes others can
make to a document’s content. Turn on the checkbox labeled “Allow only this
type of editing in the document” and then choose one of these options from the
— Tracked changes. When you select this option, Track Changes is on by
default. Others can’t be sneaky and turn it off to hide any changes they
— Comments. This option lets readers insert comments into the document
but not make any changes to the text.
— Filling in forms. If the document contains forms (a web page might, for
example), this option lets others submit information to the forms but not
change the document.
— No changes (Read only). This option prevents others from making any
changes whatsoever to the document.
Tip: If it’s okay for some readers to edit but not others, you can create exceptions to editing restrictions.
When you turn on editing restrictions, the Restrict Formatting and Editing pane expands to include a
section for exceptions. Select a part of the document where editing is OK, and then turn on the checkbox for
the group who can edit it. To add people who aren’t listed in the Groups box, click the “More users” link.
After you’ve set up the formatting and editing restrictions you want, you’re ready to
enforce those restrictions. So click the button labeled Yes, Start Enforcing
Protection. Word opens a dialog box asking you to choose a protection method for this
document. Here you tell Word how to know who can turn restrictions on and off.
Pick one of these methods:
• Password. Turn on this radio button to require a password from anyone who
tries to remove restrictions from the document. If this is the first time you’re
protecting the document, type a password and confirm it in the appropriate
• User authentication. This method is more secure than password protection,
but to use it you need to have a Windows Live ID and sign up for Microsoft’s
Information Rights Management Service (it’s free). If you want to do that, then
turn on the “User authentication” radio button and click OK. A wizard opens
and takes you through the steps of signing up.
After you’ve selected a protection method, click OK. Word applies the restrictions
to the document.
Later, if you want to remove the restrictions (temporarily or for good), open the
Restrict Formatting and Editing pane again and click Stop Protection. Depending on
the protection method you chose, Word requests a password or authenticates you as
a user. If you pass muster, Word stops protecting the document.