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Word 2010

Level 2

Unit 2 Editing and Formatting Documents

Chapter 8 Protecting and Preparing Documents

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Protecting and Preparing Documents

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

Quick Links to Presentation Contents

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Protect Documents

You may want to distribute copies of a document among members of your company or organization.

In doing so, you may choose to protect your document to limit the changes that can be made to it.

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

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Protect Documents…continued

To display the Restrict Formatting and Editing task pane:1. Click the Review tab.2. Click the Restrict Editing

button in the Protect group.

Restrict Formatting and Editing task pane

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Protect Documents…continued

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.

Formatting Restrictions dialog box

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Protect Documents…continued

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 option.4. Click the Yes, Start Enforcing

Protection button.5. Type the password.6. Press the Tab key, and type

the password again.7. Click OK.

Start Enforcing Protection dialog box

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Protect Documents…continuedTo restrict editing:1. Click the Review tab.2. Click the Restrict Editing button

in the Protect group.3. Click the Allow only this type of

editing in the document check box.

4. Click the down-pointing arrow at the right side of the option box.

5. Click the desired option at the drop-down list.

6. Click the Yes, Start Enforcing Protection button.

7. Click OK.

Allow only this type of editing in the document check box

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Protect Documents…continued

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

option.5. At the General Options dialog

box, type a password in the Password to modify text box.

6. Press Enter.7. Type the same password again.8. Press Enter.

General Options dialog box

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Protect Documents…continued

At the General Options dialog box, you can assign a password to open the document, modify the document, or both.

At the General Options dialog box, insert a check mark in the Read-only recommended check box to save a document as a read-only document.

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Protect Documents…continued

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

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Manage Document Properties

To display the Info tab Backstage view:1. Click the File tab.2. Click the Info tab.

Info tab Backstage view

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Manage Document Properties…continued

To display the document information panel:1. Click the File tab.2. Click the Properties button.3. Click the Show Document Panel option at the drop-

down list.

document information panel

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Manage Document Properties…continued

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

button.3. Click the Advanced

Properties option.

Properties dialog box

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CHECKPOINT 11) The Restrict Editing button is

located in this tab.a. Viewb. Reviewc. Referencesd. Insert

3) In this mode, you can make changes but you cannot save the document with the same name.a. change-onlyb. save-onlyc. write-onlyd. read-only

2) A password can contain up to this many characters.a. 5b. 10c. 15d. 20

4) The Properties button is located in this tab.a. Fileb. Viewc. Reviewd. Home

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Restrict Documents

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

Document button.3. Click the Mark as

Final option at the drop-down list.

4. Click OK two times.

Mark as Final option

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Restrict Documents…continued

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

Document button.3. Click the Encrypt with

Password option at the drop-down list.

4. Type the password.5. Press Enter.6. Type the password again.7. Press Enter.

Encrypt with Password option

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Restrict Documents…continued

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

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Restrict Documents…continued

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

button.3. Click the Add a Digital

Signature option at the drop-down list.

4. At the Microsoft Word digital signature message, click OK.

5. At the Get a Digital ID dialog box, click the Create your own digital ID option.

6. Click OK.continues on next slide…

Create your own digital ID option

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Restrict Documents…continued

7. At the Create a Digital ID dialog box, insert the desired information.

8. Click the Create button.9. At the Sign dialog box,

type the desired text in the Purpose for signing this document text box.

10. Click the Sign button.11. Click OK. Purpose for signing this document

text box

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Restrict Documents…continued

You can remove a digital signature from a document. When you remove the signature, the document is no

longer authenticated, and it becomes available for formatting and editing.

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Restrict Documents…continued

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

button.3. At the Microsoft Word

dialog box, click OK.4. At the Signature Setup

dialog box, type the desired signature information.

5. Click OK. Signature Setup dialog box

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Restrict Documents…continued

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

signature line.2. At the Microsoft Word

message, click OK.3. At the Sign dialog box,

type the signature.4. Click Sign.5. Click OK.

Sign dialog box

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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 the document for compatibility and accessibility issues.

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Inspect a Document…continued

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

Issues button.3. Click the Inspect

Document option at the drop-down list.

continues on next slide…

Inspect Document option

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Inspect a Document…continued

4. At the Document Inspector dialog box, click the desired options.

5. Click the Inspect button.6. Read through the

inspection results.7. Click the Remove All

button.8. Click the Reinspect

button.9. Click the Close button.

Document Inspector dialog box

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Inspect a Document…continued

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

Issues button.3. Click the Check

Accessibility option at the drop-down list.

continues on next slide…

Check Accessibility option

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Inspect a Document…continued

4. At the Accessibility Checker task pane, click an issue.

5. Read the information that displays.

Accessibility Checker task pane

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Inspect a Document…continued

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

Issues button.3. Click the Check

Compatibility option at the drop-down list.

continues on next slide…

Check Compatibility option

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Inspect a Document…continued

4. At the Microsoft Word Compatibility Checker dialog box, read the information that displays in the Summary list box.

5. Click the Select versions to show button and then click the desired option at the drop-down list.

6. Click OK. Select versions to show button

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Inspect a Document…continued

To view the autosave backup documents:1. Click the File tab.

autosave backup documents

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Inspect a Document…continued

To display the UnsavedFiles folder:1. Click the File tab.2. Click the Manage

Versions button.3. Click the Recover

Unsaved Documents option.

Recover Unsaved Documents option

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Inspect a Document…continued

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

button.3. Click Save.4. Type the desired

minutes in the Save AutoRecover information every option box.

5. Click OK.

Save AutoRecover information every option box

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CHECKPOINT 21) You can add this to a document to

authenticate it and indicate that you agree with its contents.a. digital signatureb. passwordc. propertyd. version

3) Use options from this button drop-down list at the Info tab Backstage view to inspect a document.a. Check for Issuesb. Manage Versionsc. Propertiesd. Print

2) The Signature Line button is located in this tab.a. Fileb. Homec. Reviewd. Insert

4) By default, Word automatically saves a backup of your unsaved document every how many minutes?a. 2b. 5c. 10d. 20

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Protecting and Preparing Documents

Restrict formatting and editing in a document and allow exceptions to restrictions

Protect a document with a password Open a document in different views Modify document properties Inspect and encrypt a document Restrict permission to a document Create and apply a digital signature Insert a signature line Mark a document as final Check a document for accessibility and compatibility issues Manage versions

Summary of Presentation Concepts