Word: Inspecting and Protecting Documents

Word: Inspecting and Protecting Documents


Before you share an important document
with someone else, there are couple of things you can do to finalize and
protect it. You’ll find everything you need in the
Backstage view. The Inspect Documents feature will let
you remove any hidden personal information that’s stored in the file. It
also checks for document elements that you generally don’t want in a final
draft; for example, tracked changes that you forgot to accept or reject. Some of
the changes from the inspector can’t be undone so it’s a good idea to save an
extra copy before you continue. When you’re ready go ahead and click
Check for Issues Choose Inspect Document from the menu then click Inspect in the dialog box. The results will appear with an
exclamation mark next to anything that may contain sensitive information. In this example, it looks like there are
some hidden document properties and personal info and also some comments
that I forgot to do we which can happen when Show Markup for tracked changes is turned off.
I definitely don’t want these things in the final draft so I’m going to take
this opportunity to remove them. Click the button to the right that says
Remove All and Word will erase the data instantly. I’m also going to remove the personal
information the inspector found because the people and sharing with just don’t
really need access to that. When you’re done, click the Close button. Now that our document has been finalized, we can protected to prevent people from making any further changes. This step is
optional but it’s a great way to control who’s allowed to view or edit your work. All you have to do is click the Protect
Document command and make a selection from the menu. Some of these options
offer a high level of protection such as Encrypt with Password, which is good for
really important or sensitive documents. If you don’t need that much security
though you might want to consider one of the other options. In this case I’m going to choose Mark as Final, which will make the document read-only. This will discourage people from making
any more changes to the file and also let them know that this is the final draft. Once you make your selection, click OK to
confirm, then OK again, and and the setting will be applied. Now whenever someone opens the file they’ll see this little bar at the top
of the window and they won’t be able to type or delete anything. Now if they do need to make changes they can just click the button that says Edit Anyway In short, this option doesn’t
provide any actual security for your document, but it’s a good way to keep
people from changing or deleting something by accident. OK, so now you know some ways to finalize and protect your documents before sending them out to others

2 Replies to “Word: Inspecting and Protecting Documents”

Leave a Reply

Your email address will not be published. Required fields are marked *