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Chapter 25Protecting and Preparing Documents

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Working with Security Features

• When sharing a document with multiple users, you may want to use protections to limit who can open or edit the document.

• Restrict document formatting and editing with protection, passwords, or a read-only save.

• Use Information Rights Management and digital signatures for security.

• Use other preparation techniques such as inspection and encryption.

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Protecting Documents

• Use the Restrict Formatting and Editing task pane to limit who can make those types of changes in a document.

• Click the Protect Document button in the Protect group of the Review tab to display the task pane.

• Use the choices in the Formatting restrictions section to limit formatting to specific styles and options.

• Use the choices in the Editing restrictions section to specify the type of editing allowed.

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Restricting Formatting

• You can lock specific styles used in a document, allowing the use of only those styles to prevent other formatting changes.

• Check Limit formatting to a selection of styles under Formatting restrictions in the Restrict Formatting and Editing task pane, and then click the Settings link.

• Check Limit formatting to a selection of styles in the Formatting Restrictions dialog box, clear the check beside any style that is not allowed, and click OK.

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Enforcing Restrictions

• After choosing settings for formatting or editing, start enforcing the protection by clicking Yes, Start Enforcing Protection in the Restrict Formatting and Editing task pane.

• Enter and confirm a password in the Start Enforcing Protection dialog box that appears, and click OK.

• You can then click the task pane Close (X) button to close it.

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Restricting Editing

• Click Allow only this type of editing in the document under Editing restrictions in the Restrict Formatting and Editing task pane to limit user changes.

• Open the drop-down list and choose the type of edits to allow, such as comments or tracked changes.

• Then enforce the protection as just described.

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Adding a Document Password

• You can protect the document itself by applying a password in the General Options dialog box.

• Click the Office button, and click Save As.• Click the Tools button, and click General Options.• Enter a Password to

open and/or Password to modify, and click OK, confirming the passwords when prompted.

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Making a Document Read-Only

• A user can open a read-only document. To make changes, the document must be saved under a new name.

• Click the Office button, and click Save As.• Click the Tools

button, and click General Options.

• Click the Read-only recommended check box to check it, and click OK.

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Checkpoint

• What two types of protection can you apply within a document?

• What is the name of the task pane where you apply the protection?

• Why might you protect a document overall with a password rather than just restricting changes?

• What is a read-only document?

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Preparing a Document for Distribution

• Click the Office button and point to Prepare.

• A side menu with choices for preparing the document for distribution appears.

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Modifying Document Properties

• You can enter custom document properties such as a document title or subject in the document information panel.

• Click the Office button, point to Prepare, and click Properties to open the panel.

• Enter the desired properties and then click the Close (X) button to close the panel.

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Inspecting a Document

• Word can inspect a document for personal data, hidden data, and metadata so you have the opportunity to remove that information before distributing the document.

• Click the Office button, point to Prepare, and click Inspect Document.

• Clear the check beside any item you do not want to look for in the Document Inspector dialog box, and then click Inspect.

• Click Remove All to remove any type of found information.

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Encrypting a Document

• You can encrypt a document and apply a password required to decrypt and open the document.

• Click the Office button, point to Prepare, and then click Encrypt Document.

• Enter a password and click OK.

• Confirm the password when prompted.

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Restricting Permission

• Information Rights Management (IRM) restricts document access, preventing sensitive information from being printed or copied by unauthorized people.

• IRM requires a subscription, with a free trial available from Microsoft.

• After obtaining the subscription, click the Office button, point to Prepare, click Restrict Permission, and then click Restricted Access.

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Using a Digital Signature

• Apply a digital signature to a document to authenticate it.

• Applying a digital signature locks the document and prevents changes until you remove the signature.

• Obtain a digital signature or create your own, which is stored on the hard drive or network.

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Creating and Applying a Digital Signature

• Click the Office button, point to Prepare, and click Add a Digital Signature.

• Click OK at the information message. • In the Get a Digital ID dialog box, click Create your

own digital ID, and click OK. • Enter information for the digital ID in the Create a

Digital ID dialog box, and then click Create.• In the Sign dialog box,

type a purpose and click Sign.

• Click OK to confirm.

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Viewing Signature Details

• Click the Signatures button in the status bar to display the Signatures task pane, if needed.

• Point to the name in the task pane, click the down-pointing arrow, and click Signature Details.

• After reviewing information in the Signature Details dialog box, click Close.

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Removing a Digital Signature

• Click the Signatures button in the status bar to display the Signatures task pane, if needed.

• Point to the name in the task pane, click the down-pointing arrow, and click Remove Signature.

• Click Yes and then OKto confirm the removal.

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Inserting a Signature Line

• Include a signature line in the document to include information about and instructions to its intended signer.

• Position the insertion point where you want to add the signature line.

• Click the Signature Line button in the Text group of the Insert tab.

• Enter the desired information in the Signature Setup dialog box, and click OK.

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Inserting a Signature

• The signer can type his or her name on the signature line, select a digital image of his or her signature, or write a signature with a Tablet PC.

• Signing the document makes it a read-only document.

• Double-click the signature line, and click OK at the message.

• Type, write, or select a signature in the Sign dialog box, and click OK.

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Marking a Document as Final

• Save a document as read-only and then mark it as final so that others will be able to tell they are seeing the final copy of the document.

• After saving the document as read-only, click the Office button, point to Prepare, and click Mark as Final.

• Review the message boxes informing you that editing tools will be turned off, and so on, and click OK.

• A Mark As Final icon appears in the status bar.

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Running Compatibility Checker

• Compatibility Checker checks the document to identify elements that are not supported or will act differently if the document is saved for Word 97 through 2003.

• For example, a SmartArt object will be converted to a single object that cannot be edited.

• Click the Office button, point to Prepare, and click Run Compatibility Checker.

• Review the result in the Microsoft Office Word Compatibility Checker dialog box, and click OK.

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Checkpoint

• Why might you want to take steps to prepare a document for distribution?

• Name a custom property you can enter for a document.

• What does the Document Inspector do?• What is a digital signature? • How do you view digital signature information?• How do you insert a signature line?• What does Compatibility Checker inspect the

document for?

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Wrap Up

• Restrict formatting changes to certain styles in a document.

• Restrict editing changes to certain types of changes, such as comments.

• Add a password to protect the document as a whole.

• Mark a document as read-only to prevent changes in the original.

• Use the choices on the Prepare side menu to prepare a document for distribution.

• Inspect a document to find information such as personal data that you might want to remove before distribution.

• Encrypt a document with a password to apply another form of protection.

• Apply a digital signature to verify and lock a document.

• Add and use a signature line to finalize a document.

• Use Compatibility Checker before saving a document to an earlier version to identify objects that will behave differently in the new file format.