Microsoft Office Tutorials and References
In Depth Information
Protecting Templates
Protecting Templates
Protecting your template is a good idea, especially if you are creating a template that will
be used by others. If you are creating a standard template that everyone in your
department will use for any documents that will be sent to customers, putting a few safeguards
in place to ensure that template elements aren’t overwritten accidentally will help you to
ensure the quality of your work and the consistency of your documents. Protecting a
template is slightly different from protecting a document, but it’s a straightforward process.
Here are some ideas you might want to use to protect your templates:
Suggest that they be opened as read-only. Click File and then select Save As.
Click Tools at the bottom of the Save As dialog box and choose General Options. In
the General Options dialog box, select the Read-only recommended check box and
then click OK. Note that the recommendation to open the template as read-only will
be presented each time a new document based on the template is created.
Encrypt the document or template. Click File and then select Save As. Click Tools
at the bottom of the Save As dialog box and choose General Options. In the General
Options dialog box (see Figure 4-7), enter a password in the File Encryption Options
For This Document text box and then click OK. Note that the password must be
entered to create new documents based on the template.
Create a file-sharing password. Click File and then select Save As. Click Tools at
the bottom of the Save As dialog box and choose General Options. In the General
Options dialog box, enter a password in the File Sharing options for this document
text box and then click OK. Note that a dialog box requesting the password to modify
or open as read-only will be presented each time a new document based on the
template is created.
Protect formatting and editing changes. Click Restrict Editing on the Review tab
or Developer tab. The Restrict Formatting And Editing Task Pane opens, in which you
can specify detailed formatting and editing restrictions. Note that new documents
based on the template will contain the same restrictions.
Prevent the template from being forwarded, edited, or copied by
unauthorized people. Apply Windows rights management by clicking the File tab to display
Backstage view and then clicking Protect Document in the Permissions area. Click
Restrict Permission By People and select Restrict Access to tailor document
permissions (based on the roles) to specific people. You can also use the Do Not Reply All to
prevent people from inadvertently forwarding the document to a number of people.
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