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When you need to share a document but at the same time restrict who has access to it, password protecting the document will work. By password protecting a document, you make it so the document cannot be opened or you can make it so it can't be changed without knowing the password. Setting up the document with a password is quite easy. So if you need to open up this document here, which is newsletter 18C, you see that up here if you don't have it open right now, go your Open button and make sure you navigate to the lesson 18 folder to find it here, newsletter 18C.
Alright, so this is the document that we want to protect and all we do is go up to the Office button and this is kind of hiding. A lot of people don't know it's here. Click Save As. And under the Save As dialog box. We've got something down here, which is the Tools drop-down, and when you click on that and then choose General Options, you'll notice that here's where we set up our password protection. So we can password it to open it, or we can create a password for people want to modify it or we can do both.
So let's do one for modifying. We'll type in the word "secret." You can type in whatever password you want, and notice that you also have the option to make this read-only. When you click Protect Document, you'll also get some other options about what kind of modifications can be made. So let's click Protect Document. Now what's happened is we've opened up the pane over here on the right-hand side so you can see we've got some different formatting restriction and editing restriction options here.
You can see the name of the document here is newsletter 18C. And when we click Save, you'll notice now that we can go into the restrictions for formatting or for editing. So I'm going to go down here and click the checkbox next to "Allow only this type of editing in the document " and right now, it's read-only. If I click the drop-down I can restrict it to tracking changes, comments or filling in forms. So I'm going to go to Track Changes. Once I make my selections, I simply click Yes, Start Enforcing Protection and when I click on it, I need to enter the password to do it.
So a new password, if I wanted to, would be entered here. I'm going to type in the same one and reenter it just to confirm. When I click OK, the document is now protected. So that's all there is to it. If I ever want to turn that off, no problem. Right from here, I can stop protection. Clicking that will force me to type in my password, which I do, and when I click OK, all of the restrictions will be gone, but still selected if I want to enforce them ever again.
Alright, as the owner of this document we can turn the protection on and off by enforcing our settings or not at any time. Just keep in mind it you have full control over who can edit your document, and how, and you can even control who is allowed to view it.
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