Microsoft Office Tutorials and References
In Depth Information
Keeping Documents Secure
Chapter 7
Discovering Word Tools
Figure 7-43
The read-only recommendation box.
Assigning a File Password
Another method to protect your documents, and
probably one of the safest methods, is to assign a
password. When you assign a file password, the
application uses a key to encrypt the document’s
contents. Word, Excel, and PowerPoint all allow
you to assign passwords. There are two levels of
password protection you can use. One forces
anyone who attempts to even open the file to supply a
password. Of course, if they cannot open the file,
they cannot view it or modify it. The second level is
where you could allow others (with or without
password protection) to open the file and view it,
but not allow them to edit the file in any way
without first providing another password.
Figure 7-44
Assigning a file password.
Password Etiquette
To create file passwords, click the File tab and
choose Save As. Select a folder for your file and
enter a file name. Choose Tools>General Options.
The General Options dialog box appears. Type a
password in the Password to Open text box if you
want users to enter a password before they can
open and view the document. Word displays
passwords with a black dot for each character, like
those shown in Figure 7-44.
Good passwords should be at least eight
characters and should contain a mixture of
numbers as well as upper- and lowercase
letters. Passwords are case sensitive. Don’t,
however, make your passwords so difficult you
can’t remember them. If you lose the
password to your Word, Excel, or PowerPoint
document, it cannot be recovered!
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