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Setting Document Security options

From: Word for Mac 2011 Essential Training

Video: Setting Document Security options

Sometimes we create documents that we need to keep private. Maybe they contain company secrets, or maybe they've got some embarrassing information we wouldn't want others to discover. Either way, we sometimes need to protect documents from prying eyes. Other times, we may need to create documents to share with others but we want to prevent others from modifying the document. So how can you protect your documents? Let me tell you about some of Word's security and document protection features. One way to protect the document is to password-protect it.

Setting Document Security options

Sometimes we create documents that we need to keep private. Maybe they contain company secrets, or maybe they've got some embarrassing information we wouldn't want others to discover. Either way, we sometimes need to protect documents from prying eyes. Other times, we may need to create documents to share with others but we want to prevent others from modifying the document. So how can you protect your documents? Let me tell you about some of Word's security and document protection features. One way to protect the document is to password-protect it.

Word offers two kinds of password protection. Let's go to up underneath the Word menu and choose Preferences, or press Command+Comma, and then in here we want to click Security. The top two boxes here enable you to enter passwords for the document. You can use either of them or both of them. Password to open requires a password to open the file. If you type a password into this box, anyone who wants to open the file after it's saved must provide the password to open it.

I'll type one in here to try it out. I'm just going to type in test, so I don't forget it. The Password to modify box requires anyone who wants to make changes in the document to enter a password to make those changes. I'll type one in here too so we can try it out. I'll make sure it's different. I'll use test2. Now you don't have to use them both. You can use either one. I do recommend using different passwords if you do use both. Let's click OK.

Word wants us to confirm that we know the password to open the document. Now if you remember, that password was test. So I need to type that in. This warning in the box is very important by the way. It's telling you that if you lose or forget the password, you can't recover it. You'll be locked out of the file. So don't lose or forget the password. I'll click OK. Now it wants to know the password to modify it. If you recall, I put it test2. So I'll type that in. Again, you don't want to forget this password. I'll click OK.

Now the document doesn't look like anything is different about it. We're going to save the document, File > Save, or press Command+S. That saves those changes, those security changes to the document. Now we'll just close. I'll press Command+W to close it. Now I'm going to reopen that document, which is right here by double-clicking it. The first thing Word wants from me is the password to open the file. If I don't have the password, if I type in a wrong password, something like that, and click OK, it's going to tell me that the password is incorrect and Word can't open the document.

We'll need to click OK. Click OK again, and try again. So the password is test. I'll type that in. I'll click OK. Now it's telling me that the file is reserved by Maria Langer. That's me, because I'm the one who saved it with the password. I have a couple of different options here. I can either enter the correct password, or I can click the Read Only button, which will open this is as a read-only document. We'll talk about that a little bit later on, or I can just not open the document at all if I click Cancel.

Well, I'm going to type in that password, which was test2, and click OK. Now we've opened up the document, and we have full access to the document. We can edit it, make changes to it, save it, and do anything we like with it. Now to remove that password, you need to go back into the security preferences and delete the password. So let's do that. Go into the Word menu, choose Preferences or press Command+Comma, and then down here click Security. What I need to do to get rid of those passwords is just delete them from here.

So I've selected them and delete them. Now they're gone. Now there is another option here and that's the Read-only recommended checkbox. Let's see what that does. What I'll do is I'll turn it on. I'll click OK. Then I'll save the document. I'm just going to press Command+S. That'll save it. Then I'll close it Command+W. Now let's double-click the document to open it again. When you open the document, a dialog like this comes up and recommends that the document be opened as a read-only document.

If I click Yes, Word opens the document and up here in the title bar you can see that it says Read-Only. If I try to make changes to this document and save them, I pull down File menu, choose Save, it tells me that This file is read-only. So the only thing I can do here is I can save the document with a different name. If I click OK, it'll display the Save As dialog and then I can use that dialog to save the file. So in other words, I can't change the original file or at least I can't save changes to it.

But I can save changes with a different file name. The original file is left untouched, but I can make a copy with a different name. Now I don't want to do this. So I'm just going to click Cancel here. Let's close this document again and open it again. You'll see here that it really offers two options. When I clicked Yes, it opened it as a Read-only file. But this is just a recommendation. I can actually click No and the file opens without being read-only. You don't see that up there.

So now if I wanted to save the file, File > Save, it will let me save changes to the document. So the Read-only recommended checkbox is just a recommendation. Let's turn that off. I'll go into the Word menu, choose Preferences, click Security, and I'll turn that off. I want to make sure I save changes to this. So I'll click OK. File > Save. Save the document. Close it. Now when I reopen it, it shouldn't prompt me anymore.

So that option is turned off. Once again, this document is completely unsecured. Now let's look at the document protection options. These options also allow you to set a password, although you don't have to. Let's pull down the Word menu, choose Preferences, and Security. If I click Protect Document here, it offers four different options to protect the document. Track changes works with Word's Track Changes feature. As we saw in another video, that's an editing feature that keeps track of changes made to a document, so they can be later accepted or rejected by a decision maker.

Comments works with Word's Commenting feature. That enables document readers to enter comments in the document. We saw that in our earlier video too. Forms works with Word's Form feature. That allows a Word document to be used as a fillable form. Then Read-only prevents any changes to the document. The Password field is optional. If you don't provide one, anyone who can come back into Security preferences, and unprotect the document. So let's give this a try. We'll choose Comments.

So we'll protect it for comments. That means that after we save this document, the only thing someone can do with it is make comments on it. We'll skip the password. I'll click OK. Then I'll click OK to dismiss this dialog. Remember in order to save changes to the document we have to actually save the documents. So I'll just press Command+S. That'll save the changes. Then I'll close the document and reopen it. At first, it seems like nothing has really happened. But if I try to make changes to this document, for example maybe I want to insert a paragraph right in front of this.

I put my insertion point in front of this first paragraph. If I press Return, I'm not getting a new line. If you look down at the bottom of the screen in the status bar area right down here, you'll see that it says, this command is not available because the document is locked for edit. If I start pulling down menus, you'll see that a lot of options are gray. Now one option I could pick from the Insert menu is New Comment. If I select that, at the insertion point of the closest word it puts in a comment box.

Then I can type in a comment here on the side. Again, we covered commenting in another video. Of course, we can always turn this option off, because if you remember, we didn't put a password on it. So if I go into the Word menu, choose Preferences, and then click Security, I can click Unprotect Document. It turns off the document protection. Now, if I click OK and then click somewhere in the document, I can start making changes again. So if you're serious about protecting the document against changes, maybe only allowing comments or revisions, things like that.

You really ought to use a password to protect it. Otherwise, anyone who has knowledge of Word can just turn that off. So that's a few ways you can protect the contents of your documents, either from unauthorized access or from changes. If you use a password, don't forget it, or you may lock yourself out of your own document.

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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 21852 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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