Microsoft Office Tutorials and References
In Depth Information
Formatting and editing restrictions
The Formatting Restrictions dialog box provides the following options:
Checked styles are currently allowed: Place a check next to each style you want
to allow. Remove checks for styles you want to disallow. Note that the styles listed
might be limited based on settings in the Manage Styles dialog box, discussed in
Chapter 7, “Using Styles to Create a Great Looking Document,” so consult that
earlier discussion if you need to display additional styles here. Note that Normal is
not included in the list. As much as you might like to, you can’t deny access to the
Normal style.
Recommended Minimum: If the list is too inclusive, click Recommended
Minimum, and then add or remove checks as needed.
None: If the style list is way too inclusive, then choose None, and place a check
next to just those you want to allow.
All: If the style list is way too restrictive, then click All and remove the check next
to those you want to disallow.
Allow AutoFormat to override formatting restrictions: If AutoFormat’s rules and
practices are suffi ciently rigorous for your purposes, click to allow this option.
Block Theme or Scheme switching: Choose this option to limit formatting to the
currently applied theme or scheme.
Block Quick Style Set switching: Choose this option to use style defi nitions from
the current document and template only.
When you’re ready to proceed, click OK in the Formatting Restrictions dialog box. Word
next displays the message box asking whether to remove disallowed styles from the
document. Click Yes to remove disallowed styles or formatting. Note that if any styles are
removed, text will be reformatted using the Normal style.
Finally, click Yes, Start Enforcing Protection in the Restrict Editing pane. The Start
Enforcing Protection dialog box prompts you to password-protect your formatting
restrictions, if desired. Either type the password twice in the text boxes provided and
then click OK, or click OK without entering passwords. Even if the level of protection isn’t
as strong as rights management, applying passwords to your restrictions is still better
than nothing.
Why would you want to impose formatting restrictions? Some publishing processes depend upon only certain styles
being used. There are macros or other programs that process i les so that they can be fed into other parts of the
publishing process. If other styles are used, the process breaks down and requires manual intervention. Hence, it’s
better if only the allowed styles are used. In other cases, enterprise-wide formatting standards are strictly imposed
to ensure that all documents have a consistent and professional look. Enforcing style restrictions is one way
to do that.
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