Join Garrick Chow for an in-depth discussion in this video Using password protection, part of iWork '09 New Features.
One new feature that all three iWork '09 applications have gained is the ability to password protect your documents, making it so only authorized people can open them. In Pages, Keynote and Numbers, you will find the Password Protection feature located in the Document Inspector. Let's take a look at this in Pages. I'm here in the Pages Template Chooser and I'm just going to use this Visual Report Template here as my example. So let's say I want to restrict access to this document with a password. First of all, I'll open the Inspector and then I go to the Document Inspector and down here I check Require password to open. That gives me this dialog here where I can enter the password that I'm choosing and then type it again to make sure that I typed it right at the first time. Now if you are the sort of person that tends to forget passwords you might also want to type a hint to yourself to jog your memory. Because if you forget the password that you set up here you won't be able to open this document again.
Obviously, don't type that actual password here. It's best to type something cryptic that only you will understand, so others won't be able to guess. Now if you have trouble coming up with your own password or you just want Pages to do it for you, you can use the Password Assistant, which you can open up by clicking the little Key icon here. And you can see that opens up the Password Assistant and in here you can choose from five different types of passwords. First one is Memorable, which uses a combination of numbers, characters and actual words like in this case same8. smarmy or you can choose from Letters and Numbers, Numbers only, Random, or FIPS-181 Compliant.
FIPS stand for Federal Information Processing Standard and some government agencies have to use passwords that comply with the specifications of the FIPS-181 document. You can Google FIPS -181 for more information if you are really interested and you enjoy reading federal standards documents. Whichever type you choose you can select from several suggestions from a Suggestion menu here and you can also increase or decrease the length of the password using the Length slider. Just bear in mind that you will need to be able to recall and type the password that you end up with here when it comes time to open your document. So be sure to remember it or store it somewhere safe. But for this example, I'm not going to use the Password Assistant. I'll just go with the password that I had come up with on my own. And once you are done in here just click Set Password.
Now in order for your password to go into effect, you have to save your document. So I'll go ahead and save this. I'll just save this on my Desktop as castles. I'm going to close it and then double-click to open it again. So you can see the Pages is now asking me for my password. And you can save the password to your Mac's Keychain Utility if you feel your Mac is secure and you don't want to have to type the password each time you open your document. So this document is now protected by a password and only people to whom I gave the password and who have iWork '09 will be able to open it. Now if you ever need to change the password just come down here in the Document Inspector and click Change Password. There will be required to enter your Old Password before you can enter the New one in here.
And if you ever want to remove password protection from your document just uncheck Require password to open. You will again be asked to enter your password to disable the protection. I'm just going to Cancel that and leave the protection on. Incidentally, you can always tell when a document is password protected by the little Lock icon that you see up here in the Title Bar. And finally be aware that you can only password protect the document for use in iWork '09. People with earlier versions of iWork will not be able to open a password-protected document and if you plan on exporting your document into another format like Microsoft Word or plain text file you won't be able to keep password protection on it. So for example, if I choose File > Save As and try to save this as a Word document, you will see this message is saying, Are you sure you want to save a copy of this password-protected document? The copied document won't require a password to open it. So let me just Cancel out of it.
So you can't password protect documents that you export into other formats from Pages. Now the exception is if you export your document as a PDF. By going to Share > Export, again you will see a similar message here. I'll just click Next and go to PDF. Pages, Keynote and Numbers now have the ability to password protect PDFs that you export from the Share menu. Notice here we can require a password to open the document. You can even add an additional password to restrict people from being able to print your document or to copy its text. I'll just cancel out of there for now.
So those are the new password protection options you find in iWork '09. As you can see it's easy to password protect your documents and restrict access to only authorized viewers.
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- Exporting projects to various formats
- Using the new object positioning and motion guides in Keynote
- Displaying multiple data sets in a single chart
- Animating charts in Keynote