Microsoft Office Tutorials and References
In Depth Information
Formatting and editing restrictions
With formatting restrictions applied, a number of formatting tools, commands, and
keystrokes on the Home tab are grayed out as unavailable.
No changes (Read only)
You can protect all or part of a document against changes. You can make different
exceptions for different users. Suppose, for example, that you have a document that has been
written by a group of people. You want each individual to be able to edit his or her own
section, but not that of others. At the same time, you don’t want to have to manage
The solution is to create a document with a speciﬁ c area for each individual. You make the
entire document read-only, but you make an exception for each individual’s section so that
the individual responsible can make changes as needed.
To set a document as read-only, open the Restrict Editing pane. In the Editing restrictions
section, click the check box to Allow only this type of editing in the document, and use the
accompanying drop-down list to set it to No changes (Read only).
To make an exception, select the part of the document to which you want to allow changes
by someone (or everyone). This selection can be any part of the document — a single letter,
word, sentence, line, paragraph, and so on. If you want the exception to apply to everyone,
click the check box next to Everyone. Or, if other groups are listed, you can place a check
next to any of them.
To make an exception for individuals, if they are listed, click to place a check by their
names. If the individuals aren’t listed (or if no individuals are listed at all), click More
Users. In Add Users, type the user IDs or e-mail addresses for the individuals you want to
exempt from the read-only proscription, and click OK. Word attempts to verify the names/
addresses you added. If they are veriﬁ ed, they are added to the list of individuals.
Back in the Restrict Formatting and Editing pane, you need to place a check by the name(s)
and e-mail address(es) you added. As shown in Figure 11.12, Word highlights and bookmarks
the text that you’ve indicated the checked user can edit. Add exceptions for other users
as desired, and then click Yes, Start Enforcing Protection. Add and conﬁ rm a password if
desired, as shown in Figure 11.13, noting that the document is not encrypted and is
susceptible to hacking by malicious users. If you enable User authentication, Word will use
Information Rights Management to control the permissions. Click OK to ﬁ nish applying the