Join Curt Frye for an in-depth discussion in this video Marking a document as final, part of Securing Microsoft Office Files.
When you create a document, it is important to know when the document is done. In other words, when you have created what is meant to be the final version of that file. In this movie, I will show you how to mark an office file as final, to indicate that no further changes should be made. My sample file is the Mark as Final PowerPoint presentation, and you can find it in the Chapter three folder of your exercise files collection. I've made all the changes I want to make to this presentation, so I want to mark it as final. I'll click the File tab, and then on the info page, in the back stage view, I'll click Protect Presentation, and this would be Protect Document in Word or Protect Workbook in Microsoft Excel.
So I'll click, Protect Presentation and the first option in the menu that appears is marked as Final. So I'll go ahead and click that. Confirmation dialog box comes up indicating that the presentation will be marked as final and then saved, so I'll click OK. After I do, a message box comes up and explains what marking a document as final means. If you want, you can pause the video to read through that, but I'll just go ahead and click OK. When I click OK, the document is marked as final, and you can see that on the message bar here, in yellow, there is an indication saying that the file is marked as final and author has marked this presentation as final to discourage editing.
And discourage is the key word there. You're not preventing editing. To do that, you would have to use a password. Instead, what you've done is indicate file should be finished, and if anyone wants to edit it, they would need to say, I want to edit it anyway. Just to show you what would happen if I tried to edit the file without clicking Edit Anyway, if I come down, I'll make my change. Let's say that I made it calendar year. I'm pressing the Delete key, but nothing is happening. And, if I use the right-arrow key to move over, and I try to edit the text, I'm pressing the Backspace key, but nothing is happening.
So it's marked as final, that means I can't edit it, unless I click Edit Anyway and I'll go ahead and do that just to show you what it looks like. And basically, what happens is that I go back to regular editing. So if I wanted to change FY 2013 to CY for calendar year 2013, I could do so. I will press Escape to get out of Edit mode. Marking an office file as final indicates that you think it's reached the final step in its development. If you or another author want to edit the file you can just click Edit anyway make the changes and then perhaps mark the file as final again
- Protecting files with strong passwords
- Restricting edits in Word documents
- Locking Excel worksheet cells
- Setting macro security levels
- Defining trusted publishers, locations, and documents
- Removing sensitive information with the Document Inspector
- Securing files with digital certificates