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Restricting editing for all or part of a document

From: Word 2010 Essential Training

Video: Restricting editing for all or part of a document

So I've created and saved my document, and I'd like to make sure that users can read it, but that no one can edit it without my permission. To do that, I'm going to go to File, and Protect Document, and we're going to restrict editing. This is a Task pane that opens that allows us to make some choices about what's allowable and not allowable in this document. In an earlier chapter, we looked at using the Formatting Restrictions Section. Because I'm asking to protect my document, Word has automatically checked this Editing restriction that says there are no changes that can be made to this document.

Restricting editing for all or part of a document

So I've created and saved my document, and I'd like to make sure that users can read it, but that no one can edit it without my permission. To do that, I'm going to go to File, and Protect Document, and we're going to restrict editing. This is a Task pane that opens that allows us to make some choices about what's allowable and not allowable in this document. In an earlier chapter, we looked at using the Formatting Restrictions Section. Because I'm asking to protect my document, Word has automatically checked this Editing restriction that says there are no changes that can be made to this document.

It is read-only. I can then choose to Start Enforcing Protection on my document. I'll be asked if I wish to supply a password. If I don't, it's relatively easy for someone to get back in here and turn off protection, if they know how to open this Restrict Formatting and Editing pane. So I'm going to supply a password. I'll need to enter that same password again, and say OK. So it says, this document is protected from unintentional editing.

I can only view this region, and it lets me see the regions, and it says Find Regions I Can Edit, and it says, there are no regions that you can edit. But notice that a user could just click Stop Protection. If I had not supplied a password, they would be able to edit very, very easily. I'm going to unprotect this document. When I unprotect it, it unprotects it not just for this session. I've turned Protection off. So again, I can easily protect the entire document by changing it to Read Only, Enforcing Protection, and supplying a password.

There're actually four things I can do here. One is I can actually force a review. In other words, I can make it so that another user reviewing this document cannot turn off Track Changes. So that's helpful when I'm working collaboratively. My second choice is you can't edit, but you can leave comments in the document, also a reviewing technique. Then the third would be for forms created in Microsoft Word, you could say the only thing allowed here is to fill in the form fields that are here in my document.

But I'm going to choose No changes (Read only). So just a quick review of that again, because it's a little bit complex. I start out on the left side of my screen saying I want to protect my document by Restricting Editing. I end up over here on the right side of the screen, and Word has already set No changes (Read only). I start enforcing protection, enter a password, confirm that password and say OK, and my document is now restricted. If I wish, I can close the Restrict Formatting and Editing pane, and save and close my document, and I have a well- protected document that anyone can read and no one can edit without a password.

I'm going to stop the protection and show you an alternative use of the Restrict Formatting and Editing pane. I have a document that I want people to be able to edit only one part of it. If you take a look, I have some text, and I don't want anyone to change the text. I want them to enter comments about this text. Then I have another section of text that I'd like them to review and provide comments. So I'm saying, no editing here, but editing here, no editing here, and so on.

So saying No changes won't really work for me. What I want to say is that there is no changes with some exceptions. So I'm going to select part of this document and choose users who're allowed to edit them. But there's a little more behind the scenes that we have to be attentive to here. I can't just select open blocks of text. I actually need to select sections to have this work. So I'm going to turn on my Show/Hide Mark, and there's actually a section break that's been inserted here and here.

Let's remember quickly how to do that which is Page Layout > Breaks, a Continuous section break right there. So with a section break above and below this area, I can say this part here, everyone can freely edit; the other parts of the document, No changes. Let's start enforcing protection. Now that Task pane that says Find Next Region I Can Edit will tell me you can edit here, and you can even notice that there is a set of brackets here.

I'll turn off Show/Hide to make it a little easier. It says you can edit here. So I can enter some text Show All the Regions I Can Edit right there, the Next Region, there is no Next Region, and I can't edit here. When I click, notice my toolbars are not enabled. When I click down here, my toolbars are not enabled. However, if I'm in the zone where I'm allowed to edit, I have full editing capability. I'm going to stop protection on this document. Again, remember that I've stopped protection going forward until I start enforcing protection again.

One way to think about the use of this is that I can create a document, set the protection and then make as many copies of it as I need to send out as a feedback form, as an informational form. Certainly not the kind of thing one would typically use for document review, but the kind of thing that you can use to get back feedback or information, broader text almost like a survey. So we've seen now four ways that we can protect documents. You can mark them as Final. You can encrypt them with a password to keep users from opening them at all.

You can restrict editing, either to make the entire document Read Only or to make part of the document available for editing. For all of those choices, except mark as Final, you'll be expected to provide a password.

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This video is part of

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Word 2010 Essential Training

89 video lessons · 55477 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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