Protecting a Document with a Password


Microsoft Office Specialist Sometimes, you will want only certain people to be able to open a document. To protect a document, you can click Options on the Tools menu and display the Security tab of the Options dialog box. To set a password, enter it in the “Password to open” box and click OK.

To open a protected document, you need to enter the password exactly as it was set, including spaces, symbols, and uppercase and lowercase characters. When you set a password, take a moment to write it down in a safe place. Word doesn’t keep a list of passwords. If you lose or forget the password for a protected document, you will not be able to open it.

If you want other people to be able to read or copy the document but not change it, you can select the “Read-only recommended” check box on the Security tab of the Options dialog box. Then when someone opens the document, Word displays a message suggesting that a read-only version of the document be opened. For even more control, Word also gives you the option to require a password to modify a document. That way, anyone who doesn’t know the password has no choice but to open a read-only version. Setting a document as read-only is useful when you want a document, such as a company-wide bulletin, to be distributed and read but not changed. It does not prevent people from opening the file or from saving a copy with a different name so that they can edit the copy.

In this exercise, you will set a password for a document. You’ll save and close the document, and then you’ll test the document’s security by entering an incorrect password. You will open a read-only version of the document and then reopen it with the correct password. Finally, you’ll remove the protection from the document.

USE

the ProtectDoc document in the practice file folder for this topic. This practice file is located in theMy Documents\Microsoft Press\Word 2003 SBS\CollaboratingOther\ProtectingDoc folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Word 2003 Step by Step.

OPEN

the ProtectDoc document.

  1. On the Tools menu, click Options.

    The Options dialog box appears.

  2. Click the Security tab to display security options.

    click to expand

  3. In the Password to modify box, type tgc3.

    As you type the password, dots appear instead of the characters to keep the password confidential.

    Tip

    Don’t use common words or phrases as passwords, and don’t use the same password for multiple documents.

  4. Click OK to close the Options dialog box.

    The Confirm Password dialog box appears.

  5. In the Reenter password to modify box, type tgc3.

  6. Click OK to set the password.

    Save

  7. On the Standard toolbar, click the Save button

    The document is saved.

    Close Window

  8. Click the Close Window button at the right end of the menu bar.

    The ProtectDoc document closes.

  9. On the Standard toolbar, click the Open button.

  10. In the Open dialog box, navigate to the My Documents\Microsoft Press\Word 2003 SBS\CollaboratingOther\ProtectDoc folder, and then double-click the ProtectDoc file.

    Because this document is protected by the password you just set, the Password dialog box appears.

  11. In the Password box, type tgc1, and click OK.

    A message tells you that you typed an incorrect password.

  12. In the message box, click OK.

  13. In the Password dialog box, click Read Only.

    The ProtectDoc document opens as a read-only document, as indicated by (Read-Only) in the title bar.

  14. Click the Close Window button at the right end of the menu bar.

  15. On the Standard toolbar, click the Open button, navigate to the My Documents\Microsoft Press\Word 2003 SBS\CollaboratingOther\ProtectDoc folder, and double- click the ProtectDoc file.

  16. In the Password dialog box, type tgc3, and click OK.

    This time you typed the correct password, so the document opens.

  17. On the Tools menu, click Options.

  18. On the Security tab of the Options dialog box, select the contents of the Password to modify box, press [DEL], and then click OK.

    The document’s password protection is removed.

  19. On the Standard toolbar, click the Save button to save the document.

    CLOSE

    the ProtectDoc document.

Information Rights Management

If you work for a company that frequently handles sensitive or proprietary information, the ability to protect that information from unauthorized access—whether from nosy employees or from computer criminals—can be critical. The Information Rights Management feature available with Microsoft Office 2003 provides the basis for a secure information system.

If your company or organization has implemented the Information Rights Management feature, you can restrict who can change, print, or copy a document, and you can limit these permissions for a specific period of time. If Microsoft Windows Rights Management Services is running on your company’s Microsoft Windows Server 2003 system, your system administrator can establish policies that further restrict how documents can be manipulated and circulated and can create templates for use with confidential or otherwise sensitive documents.

To set the permissions for the open document:

  1. Click the Permission button on the Standard toolbar.

    The Permission dialog box opens.

  2. Select the Restrict permission to this document check box to activate the other features in the dialog box.

  3. To grant users permission to only read the document, enter their e-mail addresses in the Read box. To grant users permission to read, edit, and save changes to the document (but not print it), enter their e-mail addresses in the Change box. You can also click the Read or Change buttons to select names from your Outlook Address Book.

  4. If you want to grant additional permissions, such as permission to print or copy document contents, or if you want to set an expiration date for permissions, click the More Options button, set the permissions, and then click OK.

If you send a document with restricted permissions to someone who uses a version of Microsoft Office that’s older than Microsoft Office 2003, that person can still use the document by opening it in a version of Microsoft Internet Explorer that has been updated with rights management software.




Microsoft Office Word 2003 Step by Step
MicrosoftВ® Office Word 2003 Step by Step (Step by Step (Microsoft))
ISBN: 0735615233
EAN: 2147483647
Year: 2003
Pages: 156

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