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Chapter 25 Protecting and Preparing Documents

3 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.

4 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.

5 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.

6 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.

7 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.

8 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.

9 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.

10 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?

11 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.

12 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.

13 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.

14 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.

15 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.

16 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.

17 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.

18 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.

19 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 OK to confirm the removal.

20 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.

21 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.

22 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.

23 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 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.

24 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?

25 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.