Objectives

1. Objectives

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

3. Protect Documents • In a company or organization, you may want to distribute copies of documents you create among members of your work group. • In some situations, 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 Formatting and 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 • Note: The Protect group in the Review tab contains a Block Authors button. • This button is available only when a document is saved to a Microsoft SharePoint Foundation 2010 site that supports Workspaces. • If the button is active, select the portion of the document you want to block from editing and then click the Block Authors button.

7. 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 Formatting and Editing task pane. Settings hyperlink

8. 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.

9. 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

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

11. 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

12. Protect Documents…continued Editing restrictions option

13. Protect Documents…continued To add a password to a document: • Click the File tab. • Click the Save As option. • 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

14. Protect Documents…continued Type a password in this text box. Click this check box to identify the document as read-only.

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 option at the drop-down list. Open button arrow

16. Manage Document Properties To view document properties: • Click the File tab. • Click the Info tab. Info tab

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

18. Manage Document Properties…continued To display the document information panel: • Click the File tab. • Click the Properties button at the Info tab Backstage view. • 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 tab Backstage view. • 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 in which 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 in the Info tab Backstage view contains buttons 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 Permission by People, 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 tab Backstage view. • 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 tab Backstage view. • 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 • Click the Protect Document button at the Info tab Backstage view and then click the Restrict Editing option at the drop-down list, and the document displays with the Restrict Formatting and Editing task pane. • In addition to restricting access to a document with the Restrict Formatting and Editing task pane, you can use Information Rights Management (IRM). • With IRM, you can restrict access to Word documents, Excel workbooks, and PowerPoint presentations, and you can prevent sensitive information from being printed or copied by unauthorized people.

29. Restrict Documents…continued • You can add a digital signature to a document to authenticate it and indicate that you agree with its contents. • When you add a digital signature, the document is locked so that it cannot be edited or changed unless you remove the digital signature. • A digital signature is an electronic stamp that vouches for a document’s authenticity. • Before adding a digital signature, you must obtain one. • You can obtain a digital signature from a commercial certification authority, or you can create your own digital signature.

30. Restrict Documents…continued To create a digital signature: • Click the File tab. • Click the Protect Document button at the Info tab Backstage view. • Click the Add a Digital Signature option. • Click OK. • Click the Create your own digital ID option. • Click OK. (continues on next slide) Create your own digital ID option

31. Restrict Documents…continued • Type the information at the Create a Digital ID dialog box. • Click the Create button. • Type the purpose at the Sign dialog box. • Click the Sign button. • Click OK. Create a Digital ID dialog box Sign dialog box

32. Restrict Documents…continued • You can click the Signatures button located toward the left side of the Status bar. This displays the Signatures task pane at the right side of the screen. • You can view the invisible digital signature details by hovering the mouse pointer over your name in the Signatures task pane, clicking the down-pointing arrow that displays to the right of your name, and then clicking Signature Details at the drop-down list.

33. Restrict Documents…continued To remove a digital signature: • Click the Signatures button on the Status bar. • Hover the mouse pointer over the name in the Signatures task pane and click the down-pointing arrow. • Click the Remove Signature option. • Click Yes. • Click OK. Signatures button

34. Restrict Documents…continued To insert a signature line: • Click the Insert tab. • Click the Signature Line button in the Text group. • At the Signature Setup dialog box, click OK. • Type the desired signature information. • Click OK. Signature Line button

35. Restrict Documents…continued Signature Setup dialog box

36. Restrict Documents…continued To insert a signature on the signature line: • Double-click the signature line. • At the Microsoft Word message, click OK. • Type the signature in the Sign dialog box. • Click Sign. • Click OK. Sign dialog box

37. Inspect a Document • Use options from the Check for Issues button drop-down list at the Info tab Backstage view to inspect a document for personal and hidden data and to check a document for compatibility and accessibility issues. • When you click the Check for Issues button a drop-down list displays with the following options: Inspect Document, Check Accessibility, and Check Compatibility.

38. Inspect a Document…continued To inspect a document: • Click the File tab. • Click the Check for Issues button at the Info tab Backstage view. • Click the Inspect Document option. • Remove the check mark from the items you do not want to inspect. • Click Inspect. Inspect Document option

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

40. Inspect a Document…continued To check the accessibility: • Click the File tab. • Click the Check for Issues button at the Info tab Backstage view. • Click the Check Accessibility option. Check Accessibility option

41. 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

42. Inspect a Document…continued

43. Inspect a Document…continued To check compatibility: • Click the File tab. • Click the Check for Issues button at the Info tab Backstage view. • Click the Check Compatibility option. • At the Microsoft Word Compatibility Checker dialog box, click OK. Check Compatibility option

44. 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.

45. 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.

46. Inspect a Document…continued To open an autosave backup document: • Click the File tab. • At the Info tab Backstage view, click the document name at the right of the Manage Versions button. document name

47. Inspect a Document…continued • When you save a document, the autosave backup documents are deleted. • However, if you are working in a document that you close without saving (after 10 minutes) or the power is disrupted, Word keeps the backup file in the UnsavedFiles folder on the hard drive. • You can access this folder by clicking the Manage Versions button in the Info tab Backstage view and then clicking Recover Unsaved Documents. At the Open dialog box that displays, double-click the desired backup file you want to open.

48. 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

49. 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 • Check the accessibility of a document by clicking this button at the Info tab Backstage view. • Check For Issues • Compatibility Checker • Permission • Properties Answer Answer Next Question Next Question • To add a digital signature, click this button at the Info tab Backstage view. • Protect Document • Add Signature • Digital Signature • Signature Line • Word automatically saves a backup of your document every how many minutes? • 1 • 2 • 5 • 10 Answer Answer Next Question Next Slide