Join Gini von Courter for an in-depth discussion in this video Restricting editing to areas, part of Word 2013: Templates in Depth.
- While we're on the subject of what we can lock down, we can restrict editing within a template to particular areas of the template, and this is a cool thing to be able to do. We can get to this in two different places. If you have the developer tab available, it's under developer, restrict editing. If you don't, you'll also find it under review, restrict editing, and this will open up the task pane on the right. Now, there are other ways to do formatting restrictions to a selection of styles, and you can actually choose that here, and choose the styles that you would like people to be able to use.
This is, you'll recall, where we went to turn off switching of themes, and schemes, and quick styles. But what I'd like to focus on here is editing restrictions. So I can say only allow a particular type of editing in the document. And one of the choices is no changes, it's read-only except for particular people. And this is the one we're going to use. Notice our other choices are track changes only. This is how you lock down track changes, probably not something we want to do in most templates. You could say I'm only allowing comments, or if we were creating forms, you could say only filling in form fields.
But we're going to choose no changes, read only, and then we're going to select parts of the document that people can edit, so, for example, we need people to be able to edit the project title. So we'll select that and say everyone can edit this, and then we have some other areas that everyone has to be able to edit. And I don't have to choose everyone. I could choose specific groups, I could choose specific users if I wished, by their email address or their domain. If you'd like to know more about restricting editing in general, then check out the Word 2013 Essential Training course.
I don't want anybody to edit my titles, so I'm going to choose these areas, and remember, that as in Excel, I can hold control and multi-select, like that. When I'm done marking my areas, I can start enforcing protection. Now before I leave here, remember, that I have the ability to say, one group of users can edit some parts of this, and other specific users, others, so if you had a section at the bottom that was, for example, a review, and there was a small group of users who were assigned the role of reviewer, then you could add them as people who could check one specific area of your form, then you could add that more restricted group to one or more of the areas that you select in the form.
When you're ready to start enforcing protection, click yes, you can supply a password. If you don't, anybody who watches this movie, or who Googles restrict editing will figure out how to get in here. Remember, also, you're creating corporate documents, so if you're going to add a password, then you'll want to make sure that you have it stored somewhere where it can be found in case you win the lottery and never return to work. You can also use user authentication. If you do that, you don't need to supply a password. But let's assume that I;ve entered a password, and entered it again, and I would probably enter a longer one than that as a better practice, and say OK.
Now it says that this document is protected from unintentional editing. You may freely edit in this region, that means that I have an area selected where I can edit, but if not, for example, if I'm over here on the logo, it says you may only view this region. So the way I work my way through this document, is I can say find the next area I can edit, or I can say show all of the areas that I can edit. And I can highlight them, that's that yellow, or not. And as I'm then working on my document, and this is going to be the Kingsley Installation 2042, and I just want to go to the next region I can edit, I can click there, and it will take me to the next spot I can edit.
To turn off protection, I click stop protection, I have to do that to do much editing except in the areas the users would edit, and I will supply my password again to get back and make whatever changes I wish to my template, I want to make sure that protection is turned on, and this task pane closed. Oh, and remember, this was going to be the project name, now we're all done. Looks good.
I like the regions I can edit. I kind of like that, it's useful for my users. And now I could save this again. And it would look just like this, then, when a document is open. So let's do save, and this is going to be our fully locked down solar farm. I'm going to close this, and again, if what I wish to do is create a document based on that, I don't have to go anywhere but right here and open a copy, and here's my document, and I can begin editing.
This is how we restrict parts of our template so that users can't accidentally delete instructions, headings, or other things that we don't want them to delete.
- Opening, customizing, and saving templates
- Converting an existing document to a template
- Best practices for template creation
- Styling your templates
- Restricting editing to certain areas
- Modifying the Normal template
- Sharing templates via email and SharePoint
- Using building blocks
- Using content controls
- Using field codes
- Creating and attaching add-ins