Objectives

Objectives© Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives

Chapter 25: Protecting and Preparing DocumentsPerformance Objectives

Protect Documents Manage Document Properties CHECKPOINT 1 Restrict Documents Inspect a Document CHECKPOINT 2


Protect Documents

In a company or organization, you may want to distribute copies of documents you create among members of your work group.

In some situations, you may want to protect a document and limit the changes that can be made to it.

If you create a document that contains sensitive, restricted, or private information, consider protecting it by saving it as a read-only document or securing it with a password.


Protect Documents…continued

To protect a document:1. Click the Review

tab.2. Click the Restrict

Editing button in the Protect group.

3. At the Restrict Formatting and Editing task pane, select the desired settings.

Restrict Editing button



Use options in this section to limitformatting to specific styles.

Use options in this sectionto specify the type of editingallowed in a document.

After specifying formatting and editing restrictions, click this button to display the Start Enforcing Protection dialogbox which contains protection options.



Note: The Protect group in the Review tab contains a Block Authors button.

This button is available only when a document is saved to a Microsoft SharePoint Foundation 2010 site that supports Workspaces.

If the button is active, select the portion of the document you want to block from editing and then click the Block Authors button.



To display the Formatting Restrictions dialog box:1. Click the Review tab.2. Click the Restrict

Editing button in the Protect group.

3. Click the Settings hyperlink in the Restrict Formatting and Editing task pane.

Settings hyperlink



Insert a check mark in the checkboxes preceding those styles youwant to allow and remove thecheck mark from the check boxespreceding styles you do not wantto allow.



To display the Start Enforcing Protection dialog box:1. Click the Review tab.2. Click the Restrict Editing

button in the Protect group.

3. Specify the formatting and/or editing options.

4. Click the Yes, Start Enforcing Protection button. Yes, Start Enforcing

Protection button



Type the same password ineach of these text boxes. Your password will display as bullets.



To remove the password protection:1. Click the Review tab.2. Click the Restrict Editing

button in the Protect group.3. Click the Stop Protection

button located toward the bottom of the task pane.

4. At the Unprotect Document dialog box, type the password in the text box.

5. Click OK.

password



Editing restrictions option



To add a password to a document:1. Click the File tab.2. Click the Save As option.3. Click the Tools button.4. Click the General Options

option.5. Type a password in the

Password to open text box.6. Press Enter.7. Type the same password again.8. Press Enter.

General Options option



Type a passwordin this text box.

Click this check box to identifythe document as read-only.



To open a document in different views:1. Display the Open dialog

box.2. Click the desired

document name.3. Click the Open button

arrow.4. Click the desired option

at the drop-down list.

Open button arrow


Manage Document Properties

To view document properties:1. Click the File tab.2. Click the Info tab.

Info tab


Manage Document Properties…continued

Click this button to displayoptions for inspecting andchecking the compatibilityand accessibility of yourdocument.

Click this button to display a drop-down list of options for protecting your document.

Click this button torecover and delete draftversions of a document.

Document information

Document thumbnail



To display the document information panel:1. Click the File tab.2. Click the Properties

button at the Info tab Backstage view.

3. Click the Show Document Panel option.

Show Document Panel option



Type document information in the textboxes in the document information panel.



To display the Properties dialog box:1. Click the File tab.2. Click the Properties


3. Click the Advanced Properties option.

Advanced Properties option



The Properties dialog boxdisplays information aboutthe document. Click each ofthe tabs to display additionaldocument information.



Click the desired option inthe Name list box, specifythe type, and then type thedata in the Value text box.

Objectives© Paradigm Publishing, Inc. 23

CHECKPOINT 11) The Restrict Editing button is

located in which tab?a. Fileb. Homec. Insertd. Review

3) You can make changes to this type of document, but you cannot save with the same name.a. change-onlyb. write-onlyc. read-onlyd. revise-only

2) When you type in your password, it displays as these.a. starsb. squaresc. arrowsd. bullets

4) Use the options at this dialog box with the Custom tab selected to add custom properties.a. Infob. Setupc. Datad. Properties

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Restrict Documents

The middle panel in the Info tab Backstage view contains buttons for protecting a document, checking for issues in a document, and managing versions of a document.

Click the Protect Document button in the middle panel and a drop-down list displays with the following options: Mark as Final, Encrypt with Password, Restrict Editing, Restrict Permission by People, and Add a Digital Signature.


Restrict Documents…continued

To mark a document as final:1. Click the File tab.2. Click the Protect

Document button at the Info tab Backstage view.

3. Click the Mark as Final option.

Mark as Final option



To encrypt a document:1. Click the File tab.2. Click the Protect


3. Click the Encrypt with Password option.

4. Type the password and then press Enter.

5. Type the password again and then press Enter.

Encrypt with Password option



Encrypt Document dialog box



Click the Protect Document button at the Info tab Backstage view and then click the Restrict Editing option at the drop-down list, and the document displays with the Restrict Formatting and Editing task pane.

In addition to restricting access to a document with the Restrict Formatting and Editing task pane, you can use Information Rights Management (IRM).

With IRM, you can restrict access to Word documents, Excel workbooks, and PowerPoint presentations, and you can prevent sensitive information from being printed or copied by unauthorized people.



You can add a digital signature to a document to authenticate it and indicate that you agree with its contents.

When you add a digital signature, the document is locked so that it cannot be edited or changed unless you remove the digital signature.

A digital signature is an electronic stamp that vouches for a document’s authenticity.

Before adding a digital signature, you must obtain one. You can obtain a digital signature from a commercial

certification authority, or you can create your own digital signature.



To create a digital signature:1. Click the File tab.2. Click the Protect


3. Click the Add a Digital Signature option.

4. Click OK.5. Click the Create your own

digital ID option.6. Click OK.

(continues on next slide)

Create your own digital ID option



7. Type the information at the Create a Digital ID dialog box.

8. Click the Create button.

9. Type the purpose at the Sign dialog box.

10. Click the Sign button.

11. Click OK.

Create a Digital ID dialog box

Sign dialog box



You can click the Signatures button located toward the left side of the Status bar. This displays the Signatures task pane at the right side of the screen.

You can view the invisible digital signature details by hovering the mouse pointer over your name in the Signatures task pane, clicking the down-pointing arrow that displays to the right of your name, and then clicking Signature Details at the drop-down list.



To remove a digital signature:1. Click the Signatures button

on the Status bar.2. Hover the mouse pointer

over the name in the Signatures task pane and click the down-pointing arrow.

3. Click the Remove Signature option.

4. Click Yes.5. Click OK.

Signatures button



To insert a signature line:1. Click the Insert tab.2. Click the Signature

Line button in the Text group.

3. At the Signature Setup dialog box, click OK.

4. Type the desired signature information.

5. Click OK.

Signature Line button



Signature Setup dialog box



To insert a signature on the signature line:1. Double-click the

signature line.2. At the Microsoft

Word message, click OK.

3. Type the signature in the Sign dialog box.

4. Click Sign.5. Click OK.

Sign dialog box


Inspect a Document

Use options from the Check for Issues button drop-down list at the Info tab Backstage view to inspect a document for personal and hidden data and to check a document for compatibility and accessibility issues.

When you click the Check for Issues button a drop-down list displays with the following options: Inspect Document, Check Accessibility, and Check Compatibility.


Inspect a Document…continued

To inspect a document:1. Click the File tab.2. Click the Check for Issues


3. Click the Inspect Document option.

4. Remove the check mark from the items you do not want to inspect.

5. Click Inspect.

Inspect Document option



Remove the check mark from those options that you do not want the document inspector to check.



To check the accessibility:1. Click the File tab.2. Click the Check for

Issues button at the Info tab Backstage view.

3. Click the Check Accessibility option.

Check Accessibility option



The accessibility checker examines the document for the most common accessibility problems in Word and documents and groups them into three categories: errors—content that is

unreadable to a person who is blind;

warnings—content that is difficult to read;

tips—content that may or may not be difficult to read.

Accessibility Checker task pane



Errors Warnings Tips

Alt text Heading spacing Layout table reading order

Table headers Blank table cells Image watermarks

IRM Access 2D tables structure Heading ordering

Document structure Heading length

Floating objects

Repeated whitespace



To check compatibility:1. Click the File tab.2. Click the Check for

Issues button at the Info tab Backstage view.

3. Click the Check Compatibility option.

4. At the Microsoft Word Compatibility Checker dialog box, click OK.

Check Compatibility option



This dialog box displays information on what will happen to text or elements in a document that is saved in a previous version of Word.



Word automatically creates backupsof your document. The backupdocuments are deleted when yousave the document. To open abackup, click the desired version.



To open an autosave backup document:1. Click the File tab.2. At the Info tab

Backstage view, click the document name at the right of the Manage Versions button.

document name



When you save a document, the autosave backup documents are deleted.

However, if you are working in a document that you close without saving (after 10 minutes) or the power is disrupted, Word keeps the backup file in the UnsavedFiles folder on the hard drive.

You can access this folder by clicking the Manage Versions button in the Info tab Backstage view and then clicking Recover Unsaved Documents. At the Open dialog box that displays, double-click the desired backup file you want to open.



To change the AutoRecover time:1. Click the File tab.2. Click the Options

button.3. Click the Save

option.4. Type the desired

minutes in the Save AutoRecover information every option box.

5. Click OK.

Save AutoRecover information every option box

Objectives© Paradigm Publishing, Inc. 49

CHECKPOINT 21) You can add this to a document to

authenticate it and indicate that you agree with its contents.a. compatibility checkerb. digital signaturec. permissiond. password

3) Check the accessibility of a document by clicking this button at the Info tab Backstage view.a. Check For Issuesb. Compatibility Checkerc. Permissiond. Properties

2) To add a digital signature, click this button at the Info tab Backstage view.a. Protect Documentb. Add Signaturec. Digital Signatured. Signature Line

4) Word automatically saves a backup of your document every how many minutes?a. 1b. 2c. 5d. 10

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