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Word 2003: Protect & Restrict Forms & Documents

Word 2003: Protect & Restrict Forms & Documents

Once the form has been created, it’s time to add form protection. When a form is protected, your users can quickly and easily move throughout the form only filling in data at form fields.

Adding Form Protection
     
  1. Open the form
     
  2.  
  3. Choose Tools from the Menu bar
     
  4.  
  5. Choose Protect Document…
     
  6.  
  7. Under Step 2, select “Allow Only This Type of Editing in the Document,” then click the drop-down arrow and choose “Filling In Forms
     

Figure 6. Protect Document Task Pane

    5.       Click Yes, Start Enforcing Protection

Figure 7. Start Enforcing Protection Dialog Box

    6.       Enter a password and confirm (if desired)

    7.       Click OK

    8.       Save the document

Adding Document Protection

To add password protection to a document that doesn’t contain form fields is fairly similar to protecting a document with form fields. When you assign the form-level protection, you are locking down everything except the form fields to other users. This is very beneficial as it allows your users to only navigate to the areas that need to modify.

However, Word does offer some slightly different levels of protection. For instance, you can lock down a document to prevent formatting changes to only specific styles.

Or, you can get more specific. You can force change tracking as well as comments only options. All of this is done within the same Protect Document task pane.

Adding Document Protection
     
  1. Choose Tools from the Menu bar
     
  2.  
  3. Choose Protect Document…
     
  4.  
  5. Under Step 2, select “Allow Only This Type of Editing in the Document,” then click the drop-down arrow and choose your preferred level of protection
     
  6.  
  7. Click Yes, Start Enforcing Protection
     
  8.  
  9. Enter a password and confirm (if desired)
     
  10.  
  11. Click OK
     
  12.  
  13. Save the document
     

Finally, there are protection options related to opening and viewing the document. These are found in the Save As dialog box. You just have to know where to look. To assign a password for users to enter before viewing or editing the document, follow these steps:

     
  1. Choose File: Save As… from the Menu bar
     
  2.  
  3. Near the top of the Save As dialog box (in the toolbar), choose Tools: Security Options…
     

Figure 8. Security Dialog Box

    3.       Next to Password to open:, type a password (if desired); Next to Password to modify:, type a password (if desired)

    4.       To suggest the Read Only option for users opening your document, click the Read-Only Recommended checkbox (if desired)

    5.       Click OK

    6.       If you entered passwords, you’ll be prompted to confirm each

 

Figure 9. Confirm Password Dialog Box