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Word 2010
Level 2
Unit 2 Editing and Formatting Documents
Chapter 8 Protecting and Preparing
Documents
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Protecting and Preparing Documents
Quick Links to Presentation Contents
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Protect Documents
Manage Document Properties
CHECKPOINT 1
Restrict Documents
Inspect a Document
CHECKPOINT 2
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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
to limit 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.
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Protect Documents…continued
To display the Restrict
Formatting and Editing task
pane:
1. Click the Review tab.
2. Click the Restrict Editing
button in the Protect
group.
Restrict Formatting and
Editing task pane
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Protect Documents…continued
To display the Formatting
Restrictions dialog box:
1. Click the Review tab.
2. Click the Restrict Editing
button in the Protect
group.
3. Click the Settings
hyperlink.
Formatting Restrictions
dialog box
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Protect Documents…continued
To display the Start Enforcing
Protection dialog box:
1. Click the Review tab.
2. Click the Restrict Editing
button in the Protect group.
3. Specify the formatting
and/or editing option.
4. Click the Yes, Start Enforcing
Protection button.
5. Type the password.
6. Press the Tab key, and type
the password again.
7. Click OK.
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Start Enforcing Protection
dialog box
Protect Documents…continued
To restrict editing:
1.
2.
3.
4.
5.
6.
7.
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.
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Allow only this type of editing
in the document check box
Protect Documents…continued
To add a password to a
document:
1.
2.
3.
4.
5.
6.
7.
8.
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.
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General Options
dialog box
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.
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Protect Documents…continued
To open a document in different views:
1. Display the Open dialog box.
2. Click the desired document name.
3. Click the Open button arrow.
4. Click the desired option at the drop-down list.
Open
button arrow
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Manage Document Properties
To display the Info tab Backstage view:
1. Click the File tab.
2. Click the Info tab.
Info tab
Backstage view
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Manage Document Properties…continued
To display the document information panel:
1. Click the File tab.
2. Click the Properties button.
3. Click the Show Document Panel option at the dropdown list.
document information
panel
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Manage Document Properties…continued
To display the Properties
dialog box:
1. Click the File tab.
2. Click the Properties
button.
3. Click the Advanced
Properties option.
Properties
dialog box
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1) The Restrict Editing button is
located in this tab.
a. View
b. Review
c. References
d. Insert
Answer
Next Question
2) A password can contain up to this
many characters.
a. 5
b. 10
c. 15
d. 20
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3) In this mode, you can make
changes but you cannot save the
document with the same name.
a. change-only
b. save-only
c. write-only
Answer
d. read-only
Next Question
4) The Properties button is located
in this tab.
a. File
b. View
c. Review
d. Home
Answer
Answer
Next Question
Next Slide
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Restrict Documents
To mark a document as
final:
1. Click the File tab.
2. Click the Protect
Document button.
3. Click the Mark as
Final option at the
drop-down list.
4. Click OK two times.
Mark as Final
option
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Restrict Documents…continued
To encrypt a document:
1. Click the File tab.
2. Click the Protect
Document button.
3. Click the Encrypt with
Password option at the
drop-down list.
4. Type the password.
5. Press Enter.
6. Type the password again.
7. Press Enter.
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Encrypt with Password
option
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.
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Restrict Documents…continued
To add a digital signature:
1.
2.
Click the File tab.
Click the Protect Document
button.
3. Click the Add a Digital
Signature option at the dropdown list.
4. At the Microsoft Word digital
signature message, click OK.
5. At the Get a Digital ID dialog
box, click the Create your
own digital ID option.
6. Click OK.
continues on next slide…
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Create your own digital ID
option
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Restrict Documents…continued
7.
At the Create a Digital ID
dialog box, insert the
desired information.
8. Click the Create button.
9. At the Sign dialog box,
type the desired text in
the Purpose for signing
this document text box.
10. Click the Sign button.
11. Click OK.
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Purpose for signing this document
text box
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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.
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Restrict Documents…continued
To insert a signature line:
1. Click the Insert tab.
2. Click the Signature Line
button.
3. At the Microsoft Word
dialog box, click OK.
4. At the Signature Setup
dialog box, type the
desired signature
information.
5. Click OK.
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Signature Setup
dialog box
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Restrict Documents…continued
To insert a signature on a
signature line:
1. Double-click the
signature line.
2. At the Microsoft Word
message, click OK.
3. At the Sign dialog box,
type the signature.
4. Click Sign.
5. Click OK.
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Sign
dialog box
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Inspect a Document
 Use options from the Check for Issues button dropdown 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.
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Inspect a Document…continued
To inspect a document:
1. Click the File tab.
2. Click the Check for
Issues button.
3. Click the Inspect
Document option at the
drop-down list.
continues on next slide…
Inspect Document
option
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Inspect a Document…continued
4. At the Document
Inspector dialog box,
click the desired options.
5. Click the Inspect button.
6. Read through the
inspection results.
7. Click the Remove All
button.
8. Click the Reinspect
button.
9. Click the Close button.
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Document Inspector
dialog box
Inspect a Document…continued
To check the accessibility of
a document:
1. Click the File tab.
2. Click the Check for
Issues button.
3. Click the Check
Accessibility option at
the drop-down list.
continues on next slide…
Check Accessibility
option
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Inspect a Document…continued
4. At the Accessibility
Checker task pane, click
an issue.
5. Read the information
that displays.
Accessibility Checker
task pane
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Inspect a Document…continued
To check the compatibility
of a document:
1. Click the File tab.
2. Click the Check for
Issues button.
3. Click the Check
Compatibility option at
the drop-down list.
continues on next slide…
Check Compatibility
option
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Inspect a Document…continued
4. At the Microsoft Word
Compatibility Checker
dialog box, read the
information that displays
in the Summary list box.
5. Click the Select versions
to show button and then
click the desired option
at the drop-down list.
6. Click OK.
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Select versions to show
button
Inspect a Document…continued
To view the autosave backup documents:
1. Click the File tab.
autosave backup
documents
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Inspect a Document…continued
To display the UnsavedFiles
folder:
1. Click the File tab.
2. Click the Manage
Versions button.
3. Click the Recover
Unsaved Documents
option.
Recover Unsaved Documents
option
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Inspect a Document…continued
To change the
AutoRecover time:
1. Click the File tab.
2. Click the Options
button.
3. Click Save.
4. Type the desired
minutes in the Save
AutoRecover
information every
option box.
5. Click OK.
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Save AutoRecover information every
option box
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1) You can add this to a document to
authenticate it and indicate that
you agree with its contents.
a. digital signature
b. password
c. property
Answer
d. version
3) Use options from this button dropdown list at the Info tab Backstage
view to inspect a document.
a. Check for Issues
b. Manage Versions
c. Properties
Answer
d. Print
2) The Signature Line button is
located in this tab.
a. File
b. Home
c. Review
d. Insert
4) By default, Word automatically
saves a backup of your unsaved
document every how many
minutes?
a. 2
b. 5
c. 10
Answer
d. 20
Next Slide
Next Question
Answer
Next Question
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Next Question
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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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