Inspect Documents Before Sharing

Edit or Remove Personal Information

Edit Author Information for a Document 

1.   From the Menu Bar, go to Word menu > Preferences…

2.   In the Word Preferences dialog box, under Personal Settings, click on User Information

  • In the User Information Dialog box, enter or remove the information you wish others to view when they see your documents

 

Remove Personal Information

1.   From the Menu Bar, go to Word menu > Preferences…

2.   In the Word Preferences dialog box, under Personal Settings, click on Security

  • In the Security dialog box, under Privacy Options, check Remove personal information from this file on save check box

 

Finalize and Protect a Document with Password

The Read Only command helps to communicate that the shared document is a completed version, as well as prevents reviewers or readers from making inadvertent changes to the document.

 

Finalize and Make a Document Read Only

1.   From the Menu Bar, go to Tools menu > click Protect Document 

  • In the Protect Document dialog box, select Read Only

 

Protect Documents with Password

Although Read Only prevents other people from editing the document, Encrypt with Password ensures that the document will be protected by password and cannot be opened without the password

1.   From the Menu Bar, go to Word menu > Preferences…

  • In the Word Preferences dialog box, under Personal Settings, click on Security
  • In the Security dialog box, under Security Options for… , enter a password to open the document and a password to modify the document

 

Set Restriction for Editing All or Part of a Document

Set Restrictions on Editing a Document

1.   From the Ribbon, go to Review tab > Protection group > click Document

2.   In the Protect Document dialog box, under Protect document for, select a desired restriction:

  • Tracked changes- automatically tracks any changes someone makes in the document
  • Comments - only allows the viewer to add comments, no other changes allowed
  • Forms - allows document to be used as a fillable form
  • Read only

  • If desired, you have the option to set a password, if you don’t then anyone can unprotect the document
  • Click OK

 

Stop Restrictions

1.   From the Menu Bar, go to Word menu > Preferences… 

2.   In the Word Preferences dialog box, under Personal Settings, click on Security

  • In the Security dialog box, click on the Unprotect Document button