Objectives

1. Objectives

2. Chapter 25: Protecting, Preparing, and Sharing DocumentsPerformance Objectives • Protect Documents • Manage Document Properties • CHECKPOINT 1 • Restrict Documents • Inspect a Document • Share Documents • CHECKPOINT 2

3. Protect Documents • Within your company or organization, you may want to distribute copies of documents you create among members of a group. • In some situations, however, you may want to protect a document and limit the changes that can be made to it. • If you create a document that contains sensitive, restricted, or private information, consider protecting it by saving it as a read-only document or securing it with a password.

4. Protect Documents - continued To protect a document: • Click the REVIEW tab. • Click the Restrict Editing button in the Protect group. • At the Restrict Editing task pane, select the desired settings. Restrict Editing button

5. Protect Documents - continued Use options in this section to limit formatting to specific styles. Use options in this section to specify the type of editing allowed in a document. After specifying formatting and editing restrictions, click this button to display the Start Enforcing Protection dialog box which contains protection options.

6. Protect Documents - continued To display the Formatting Restrictions dialog box: • Click the REVIEW tab. • Click the Restrict Editing button in the Protect group. • Click the Settings hyperlink in the Restrict Editing task pane. Settings hyperlink

7. Protect Documents - continued Insert a check mark in the check boxes preceding those styles you want to allow and remove the check mark from the check boxes preceding styles you do not want to allow.

8. Protect Documents - continued To display the Start Enforcing Protection dialog box: • Click the REVIEW tab. • Click the Restrict Editing button in the Protect group. • Specify the formatting and/or editing options. • Click the Yes, Start Enforcing Protection button. Yes, Start Enforcing Protection button

9. Protect Documents - continued Type the same password in each of these text boxes. Your password will display as bullets.

10. Protect Documents - continued To remove the password protection: • Click the REVIEW tab. • Click the Restrict Editing button in the Protect group. • Click the Stop Protection button located toward the bottom of the task pane. • At the Unprotect Document dialog box,type the password in the text box. • Click OK. password

11. Protect Documents - continued Editing restrictions option

12. Protect Documents - continued To add a password to a document: • Press the F12 key. • Click the Tools button. • Click the General Options option. • Type a password in the Password to open text box. • Press Enter. • Type the same password again. • Press Enter. General Options option

13. Protect Documents - continued • At the General Options dialog box, you can assign a password to open the document, modify the document, or both. • To insert a password to open the document, click in the Password to open text box and then type the password. • Use the Password to modify option to create a password that a user must enter before making edits to the document.

14. Protect Documents - continued To identify a document as read-only: • Press the F12 key. • Click the Tools button. • Click the General Options option. • Click the Read-only recommended check box. • Click OK. Read-only recommended check box

15. Protect Documents - continued To open a document in different views: • Display the Open dialog box. • Click the desired document name. • Click the Open button arrow. • Click the desired view option at the drop-down list. Open button arrow

16. Manage Document Properties • Each document you create has properties associated with it, such as the type of document, where it is located, and when it was created, modified, and accessed. • You can view and modify document properties at the Info backstage area and modify document properties at the document information panel.

17. Manage Document Properties - continued Click this button to display a drop-down list of options for protecting your document. Click this button to display options for inspecting and checking the compatibility and accessibility of your document. Click this button to recover and delete draft versions of a document. Document information

18. Manage Document Properties - continued To display the document information panel: • Click the FILE tab. • Click the Properties button at the Info backstage area. • Click the Show Document Panel option. Show Document Panel option

19. Manage Document Properties - continued Type document information in the text boxes in the document information panel.

20. Manage Document Properties - continued To display the Properties dialog box: • Click the FILE tab. • Click the Properties button at the Info backstage area. • Click the Advanced Properties option. Advanced Properties option

21. Manage Document Properties - continued The Properties dialog box displays information about the document. Click each of the tabs to display additional document information.

22. Manage Document Properties - continued Click the desired option in the Name list box, specify the type, and then type the data in the Value text box.

23. CHECKPOINT 1 • The Restrict Editing button is located on this tab. • FILE • HOME • INSERT • REVIEW • You can make changes to this type of document, but you cannot save with the same name. • change-only • write-only • read-only • revise-only Answer Answer Next Question Next Question • When you type in your password, it displays as these. • stars • squares • arrows • bullets • Use the options at this dialog box with the Custom tab selected to add custom properties. • Info • Setup • Data • Properties Answer Answer Next Question Next Slide

24. Restrict Documents • The middle panel at the Info backstage area contains buttons that provide options for protecting a document, checking for issues in a document, and managing versions of a document. • Click the Protect Document button in the middle panel and a drop-down list displays with the following options: Mark as Final, Encrypt with Password, Restrict Editing, Restrict Access, and Add a Digital Signature.

25. Restrict Documents - continued To mark a document as final: • Click the FILE tab. • Click the Protect Document button at the Info backstage area. • Click the Mark as Final option. Mark as Final option

26. Restrict Documents - continued To encrypt a document: • Click the FILE tab. • Click the Protect Document button at the Info backstage area. • Click the Encrypt with Passwordoption. • Type the password and then press Enter. • Type the password again and then press Enter. Encrypt with Password option

27. Restrict Documents - continued Encrypt Document dialog box

28. Restrict Documents - continued • Select the Add a Digital Signature option at the Protect Document button drop-down list to insert an invisible digital signature in a document. • A digital signature is an electronic stamp that verifies a document’s authenticity. • If you have obtained a signing certificate or if your company provides a signing certificate, you can insert a signature line in a document that specifies who should sign it. • The signature line can include information about the intended signer, such as the person’s name, title, and email address.

29. Inspect a Document • Word includes a document inspector that will inspect your document for personal data, hidden data, and metadata. • Metadata is data that describes other data, such as document properties. • You may want to remove some personal or hidden data before you share a document with other people. • By default, the document inspector checks all of the items listed in the dialog box. • If you do not want the inspector to check a specific item in your document, remove the check mark preceding the item.

30. Inspect a Document - continued To inspect a document: • Click the FILE tab. • Click the Check for Issues button at the Info backstage area. • Click the Inspect Document option. • Remove the check mark from the items you do not want to inspect. • Click Inspect. Inspect Document option

31. Inspect a Document - continued Remove the check mark from those options that you do not want the document inspector to check.

32. Inspect a Document - continued To check the accessibility: • Click the FILE tab. • Click the Check for Issues button at the Info backstage area. • Click the Check Accessibility option. Check Accessibility option

33. Inspect a Document - continued • The accessibility checker examines the document for the most common accessibility problems in Word and documents and groups them into three categories: • ERRORS—content that is unreadable to a person who is blind • WARNINGS—content that is difficult to read • TIPS—content that may or may not be difficult to read Accessibility Checker task pane

34. Inspect a Document - continued

35. Inspect a Document - continued To check compatibility: • Click the FILE tab. • Click the Check for Issues button at the Info backstage area. • Click the Check Compatibility option. • At the Microsoft Word Compatibility Checker dialog box, click OK. Check Compatibility option

36. Inspect a Document - continued This dialog box displays information on what will happen to text or elements in a document that is saved in a previous version of Word.

37. Inspect a Document - continued Word automatically creates backups of your document. The backup documents are deleted when you save the document. To open a backup, click the desired version.

38. Inspect a Document - continued To open an autosave backup document: • Click the FILE tab. • At the Info backstage area, click the document name at the right of the Manage Versions button. Document name

39. Inspect a Document - continued • When you save a document, the autosavebackup documents are deleted. • However, if you close a document without saving it (after 10 minutes) or the power is disrupted while you are working, Word keeps the backup file in the UnsavedFiles folder on the hard drive. • Access this folder by clicking the Manage Versions button at the Info backstage area and then clicking Recover Unsaved Documents. • You can also display the UnsavedFiles folder by clicking the FILE tab, clicking the Open option, and then clicking the Recover Unsaved Documents button that displays near the Recent Documents list.

40. Inspect a Document - continued To change the AutoRecover time: • Click the FILE tab. • Click the Options button. • Click the Save option. • Type the desired minutes in the Save AutoRecover information every option box. • Click OK. Save AutoRecover information every option box

41. Share Documents • Word allows for sharing documents between programs, websites, and other computers and as email attachments. • Options for sending and sharing documents are available at the Share backstage area.

42. Share Documents - continued To invite people to view a document: • Save the document in your SkyDrive. • Click the FILE tab. • Click the Share option. • With the Invite People option selected, specify the email addresses of the recipientsand editing options. • Click the Share button. Invite People option

43. Share Documents - continued Type the name or email address of each person you want to view the document. Separate multiple names or email addresses with semicolons. Use this option to specify whether the people you invite can view and edit the presentation or only view the document. The names of the people you invite display in this section of the backstage area.

44. Share Documents - continued • If you open a document that is saved to your SkyDrive, the Share backstage area displays additional options, including Get a Sharing Link and Post to Social Networks. • Click Get a Sharing Link and options display for creating a link for viewing or for editing. • Click the Post to Social Networks options to connect to and post your document to a social network, such as Facebook or Twitter.

45. Share Documents - continued • Clicking the Email option at the Share backstage area displaysoptions display for sending a copy of the document as an attachment to an email, sending a link to the document, attaching a PDF or XPS copy of the open document to an email address, and sending an email as an Internet fax. • An Outlook email account is required to use Word send a document as an email attachment. • To create an email that contains a link to the document, the document must be saved to your SkyDrive or a shared location(website or SharePoint library).

46. Share Documents - continued • Click the Send as PDF button and your document is converted to PDF format and attached to the email. • Click the Send as XPS button and your document is converted to XPS format and attached to the email. • Click the Send as Internet Fax button to fax the current document without using a fax machine.

47. Share Documents - continued To present a document online: • Click the FILE tab. • Click the Share option. • Click the Present Online option. • Click the Present Online button. • Click the CONNECT button. • Click the Copy Link hyperlink in the Present Online window. • Paste the link into an email and send the email. • Click the START PRESENTATION button. Present Online window

48. CHECKPOINT 2 • You can add this to a document to authenticate it and indicate that you agree with its contents. • compatibility checker • digital signature • permission • password • Word automatically saves a backup of your document every how many minutes? • 1 • 2 • 5 • 10 Answer Answer Next Question Next Question • Check the accessibility of a document by clicking this button at the Info backstage area. • Check for Issues • Compatibility Checker • Permission • Properties • Invite people to view your document with options at this backstage area. • Export • Save As • Info • Share Answer Answer Next Question Next Slide