Microsoft Office Tutorials and References
In Depth Information
Restricting Permissions
Protecting Your
Documents
Restricting Permissions
You can also go Backstage to restrict who can do what in a document. Click File Info
(Alt, F, E) and take a look in the Permissions section to see whether there are any
restrictions on the document. Click Protect Document (or press P if you’ve got
keyboard shortcuts on), and then select one of these Permissions options:
Mark as Final. This option makes the document read-only and marks it as final.
When you mark a document as final, Word hides the ribbon and places the
Marked as Final icon on the status bar (it looks like a rubber stamp marking a
document). When you choose this option, a dialog box opens telling you that
Word is about to mark the document as final and save it. Click OK.
Note: Marking a document as final doesn’t necessarily give you the last word. When a reader opens the
document, a yellow bar at the top of the screen displays this message: “An author has marked this
document as final to discourage editing.” There’s also an Edit Anyway button that the reader can click to turn
editing back on. If you want to make sure a document is really and truly read-only, set it that way using the
Restrict Formatting and Editing pane (Figure 9-10).
Encrypt with Password. When you choose this option, readers need to know
the password to open the file. To set a password, click Encrypt with Password;
Word opens the Encrypt Document dialog box, which asks you to set the
password for this document. Type it in (passwords are case-sensitive) and then click
OK. Word asks you to re-enter the password to confirm it. Type it again and
click OK.
Later, if you want to remove the password, come back here (Review Info
Protect Document Encrypt with Password) and clear the password from the
Encrypt Document dialog box.
Warning: When you password-protect a document, write down the password—and keep it in a location
that’s safe from prying eyes! If you forget it, there’s no way for anyone to open the document—not even
Bill Gates himself. It’s a good idea to keep a list of passwords and the documents they protect.
Restrict Editing. This opens the Restrict Formatting and Editing pane (Figure
9-10) so you can set restrictions there. (The previous section tells you how to
do that.)
Restrict Permission by People. You need to sign up for Microsoft’s
Information Rights Management Service to use this option, which lets you allow certain
people or groups to open the document but not edit, copy, or print it.
 
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