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Word 2010 Level 2 Unit 2 Editing and Formatting Documents

Word 2010 Level 2 Unit 2 Editing and Formatting Documents Chapter 8 Protecting and Preparing Documents. Protecting and Preparing Documents. Quick Links to Presentation Contents. Protect Documents Manage Document Properties CHECKPOINT 1 Restrict Documents Inspect a Document

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Word 2010 Level 2 Unit 2 Editing and Formatting Documents

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  1. Word 2010 Level 2 Unit 2 Editing and Formatting Documents Chapter 8 Protecting and Preparing Documents

  2. Protecting and Preparing Documents Quick Links to Presentation Contents • Protect Documents • Manage Document Properties • CHECKPOINT 1 • Restrict Documents • Inspect a Document • CHECKPOINT 2

  3. Protect Documents • You may want to distribute copies of a document among members of your company or organization. • In doing so, you may choose to protect your document tolimit the changes that can be made to it. • If you create a document containing sensitive, restricted, or private information, consider protecting the document by saving it as a read-only document or securing it with a password.

  4. Protect Documents…continued To display the Restrict Formatting and Editing task pane: • Click the Review tab. • Click the Restrict Editing button in the Protect group. Restrict Formatting and Editing task pane

  5. 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. Formatting Restrictions dialog box

  6. 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 option. • Click the Yes, Start Enforcing Protection button. • Type the password. • Press the Tab key, and type the password again. • Click OK. Start Enforcing Protection dialog box

  7. Protect Documents…continued To restrict editing: • Click the Review tab. • Click the Restrict Editing button in the Protect group. • Click the Allow only this type of editing in the document check box. • Click the down-pointing arrow at the right side of the option box. • Click the desired option at the drop-down list. • Click the Yes, Start Enforcing Protection button. • Click OK. Allow only this type of editing in the document check box

  8. Protect Documents…continued To add a password to a document: • Click the File tab. • Click the Save As button. • Click the Tools button. • Select the General Options option. • At the General Options dialog box, type a password in the Password to modify text box. • Press Enter. • Type the same password again. • Press Enter. General Options dialog box

  9. Protect Documents…continued • At the General Options dialog box, you can assign a password to open the document, modify the document, or both. • At the General Options dialog box, insert a check mark in the Read-only recommended check box to save a document as a read-only document.

  10. 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

  11. Manage Document Properties To display the Info tab Backstage view: • Click the File tab. • Click the Info tab. Info tab Backstage view

  12. Manage Document Properties…continued To display the document information panel: • Click the File tab. • Click the Properties button. • Click the Show Document Panel option at the drop-down list. document information panel

  13. Manage Document Properties…continued To display the Properties dialog box: • Click the File tab. • Click the Properties button. • Click the Advanced Properties option. Properties dialog box

  14. CHECKPOINT 1 • The Restrict Editing button is located in this tab. • View • Review • References • Insert • In this mode, you can make changes but you cannot save the document with the same name. • change-only • save-only • write-only • read-only Answer Answer Next Question Next Question • A password can contain up to this many characters. • 5 • 10 • 15 • 20 • The Properties button is located in this tab. • File • View • Review • Home Answer Answer Next Question Next Slide

  15. Restrict Documents To mark a document as final: • Click the File tab. • Click the Protect Document button. • Click the Mark as Final option at the drop-down list. • Click OK two times. Mark as Final option

  16. Restrict Documents…continued To encrypt a document: • Click the File tab. • Click the Protect Document button. • Click the Encrypt with Password option at the drop-down list. • Type the password. • Press Enter. • Type the password again. • Press Enter. Encrypt with Password option

  17. 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. The document displays with the Restrict Formatting and Editing task pane open.

  18. Restrict Documents…continued To add a digital signature: • Click the File tab. • Click the Protect Document button. • Click the Add a Digital Signature option at the drop-down list. • At the Microsoft Word digital signature message, click OK. • At the Get a Digital ID dialog box, click the Create your own digital ID option. • Click OK. continues on next slide… Create your own digital ID option

  19. Restrict Documents…continued • At the Create a Digital ID dialog box, insert the desired information. • Click the Create button. • At the Sign dialog box, type the desired text in the Purpose for signing this document text box. • Click the Sign button. • Click OK. Purpose for signing this document text box

  20. Restrict Documents…continued • You can remove a digital signature from a document. • When you remove the signature, the document is no longer authenticated, and it becomes available for formatting and editing.

  21. Restrict Documents…continued To insert a signature line: • Click the Insert tab. • Click the Signature Line button. • At the Microsoft Word dialog box, click OK. • At the Signature Setup dialog box, type the desired signature information. • Click OK. Signature Setup dialog box

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

  23. 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 the document for compatibility and accessibility issues.

  24. Inspect a Document…continued To inspect a document: • Click the File tab. • Click the Check for Issues button. • Click the Inspect Document option at the drop-down list. continues on next slide… Inspect Document option

  25. Inspect a Document…continued • At the Document Inspector dialog box, click the desired options. • Click the Inspect button. • Read through the inspection results. • Click the Remove All button. • Click the Reinspect button. • Click the Close button. Document Inspector dialog box

  26. Inspect a Document…continued To check the accessibility of a document: • Click the File tab. • Click the Check for Issues button. • Click the Check Accessibility option at the drop-down list. continues on next slide… Check Accessibility option

  27. Inspect a Document…continued • At the Accessibility Checker task pane, click an issue. • Read the information that displays. Accessibility Checker task pane

  28. Inspect a Document…continued To check the compatibility of a document: • Click the File tab. • Click the Check for Issues button. • Click the Check Compatibility option at the drop-down list. continues on next slide… Check Compatibility option

  29. Inspect a Document…continued • At the Microsoft Word Compatibility Checker dialog box, read the information that displays in the Summary list box. • Click the Select versions to show button and then click the desired option at the drop-down list. • Click OK. Select versions to show button

  30. Inspect a Document…continued To view the autosave backup documents: • Click the File tab. autosave backup documents

  31. Inspect a Document…continued To display the UnsavedFiles folder: • Click the File tab. • Click the Manage Versions button. • Click the Recover Unsaved Documents option. Recover Unsaved Documents option

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

  33. CHECKPOINT 2 • You can add this to a document to authenticate it and indicate that you agree with its contents. • digital signature • password • property • version • Use options from this button drop-down list at the Info tab Backstage view to inspect a document. • Check for Issues • Manage Versions • Properties • Print Answer Answer Next Question Next Question • The Signature Line button is located in this tab. • File • Home • Review • Insert • By default, Word automatically saves a backup of your unsaved document every how many minutes? • 2 • 5 • 10 • 20 Answer Answer Next Question Next Slide

  34. Protecting and Preparing Documents Summary of Presentation Concepts • Restrict formatting and editing in a document and allow exceptions to restrictions • Protect a document with a password • Open a document in different views • Modify document properties • Inspect and encrypt a document • Restrict permission to a document • Create and apply a digital signature • Insert a signature line • Mark a document as final • Check a document for accessibility and compatibility issues • Manage versions

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