Microsoft Office Tutorials and References
In Depth Information
Chapter 11: Managing Document Security, Comments, and Tracked Changes
Permission: Restrict a document so it can be opened and/or changed only by specifi c
individuals. Select File Info Protect Document Restrict Access. For this to work,
your system must be set up for Information Rights Management so it can connect to a
Digital Rights Management server, a topic that’s beyond the scope of this topic.
Digital signature: Sign a document with a digital signature to provide
assurance that you are the source of the document. Select File Info Protect
Document
Add a Digital Signature.
Inspect Document: Inspect the document to see if it contains private or sensitive
information or data. Select File
Info
Check for Issues
Inspect Document.
Mark as Final: Mark a document as fi nail to let recipients know that the document
is considered the fi nail revision. This setting makes the document read-only and
makes it unavailable for additional typing, editing, proofi ng, or tracking changes.
Note that this setting is advisory only — you can click the big Edit Anyway
button — this removes the Mark as Final setting. Recipients with earlier versions of
Word who have installed the Offi ce 2010 Compatibility Pack won’t even see the
fi le as read-only. Hence, this kind of gentle protection would have to be combined
with something more substantial to be meaningful. Select File
Info
Protect
Document Mark As Final.
Style formatting restrictions: Limit formatting to a selection of styles as well
as block Theme, Scheme, or Quick Style Set switching. Protection here is by
password, and is therefore less secure and robust than when using permissions. Select
File Info Protect Document Restrict Editing Limit formatting to a selection
of styles.
Editing restrictions — Read only: This offers password protection, which is not
very secure, along with exceptions of specifi c areas of the document. Exceptions
can be made wholesale, or you can limit them to individuals with specifi c Microsoft
account–associated e-mail addresses. Select File
Restrict
Editing Allow only this type of editing in the document No changes (read only).
Info
Protect Document
Editing restrictions — Tracked changes: This type of protection allows only
tracked changes to be made. Select File Info Protect Document Restrict
Editing
Allow only this type of editing in the document
Tracked changes.
Editing restrictions — Fill-in forms: This type of protection allows fi lling in of
form fi elds and content controls. Select File
Restrict
Editing Allow only this type of editing in the document Filling in forms.
Info
Protect Document
Editing restrictions — Comments: This type of protection allows only comments.
Exceptions can be made for selected areas of the document, for everyone, or for
specifi c individuals (using Microsoft account –associated e-mail addresses). Select
File Info Protect Document Restrict Editing Allow only this type of editing
in the document
Comments.
Password to open/modify: This type of protection lets you specify a password
to open and/or modify the document. This protection is not the same as the
Editing restrictions’ No Changes setting. You must choose one or the other. Select
File
Save As
Computer
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Tools
General Options.
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