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Creating a Microsoft Word document and sending it to business contacts by email or uploading it to a shared workspace can leave the document vulnerable to editing and changes that you haven't authorized. One way to protect the contents of your Word document is to restrict editing permissions before the document leaves your computer. This will prevent other people from editing important, commercially sensitive or confidential information. Edit permissions in a document with Word's Restricting Formatting and Editing tools.
1.Open the Microsoft Word document on which you want to edit permissions.
2.Click the 'Review' tab above the program's main menu ribbon. Click the 'Restrict Editing' button in the Protect group on the menu ribbon.
3.Click and enable the 'Editing Restrictions' check box in the Restricting Formatting and Editing pane on the right side of the screen.
4.Select your preferred permission level from the 'Allow only this type of editing in the document' pull-down menu. For example, select the 'No Changes (Read Only)' option for the maximum protection of preventing all edits and changes. Alternatively, you can choose to restrict editing permissions only for tracked changes or document comments. If you want to allow certain contacts editing permissions, add them from your address book in the Exceptions field under the Editing Restrictions section.
5.Click and enable the 'Formatting Restrictions' check box if you also want to stop other users from changing the format and style of the document. Click the blue 'Settings' link and select your preferred formatting restrictions. For example, you can stop all formatting or limit formatting options to only certain styles such as block text or headings.
6.Click the 'Yes, Start Enforcing Protection' button at the bottom of the pane to implement your selected permissions in the Word document.
7.Type a password for the document into both password fields. Click the 'OK' button.
Tips
- If you want to disable protection on the Word document, open the document and access the Restricting Formatting and Editing pane. Click the Stop Protection button at the bottom of the pane and enter your password to remove the document's protection.
- Only people with the password can remove the protection from a Word document. If you want permission to edit a document restricted by another user, you'll need to ask that user for the password, or ask them to edit the document's permissions again and add you as an exception.
References (1)
About the Author
Adrian Grahams began writing professionally in 1989 after training as a newspaper reporter. His work has been published online and in various newspapers, including 'The Cornish Times' and 'The Sunday Independent.' Grahams specializes in technology and communications. He holds a Bachelor of Science, postgraduate diplomas in journalism and website design and is studying for an MBA.
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- James Woodson/Digital Vision/Getty Images
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Grahams, Adrian. 'How to Edit Permissions on a Word Document.' Small Business - Chron.com, http://smallbusiness.chron.com/edit-permissions-word-document-51197.html. Accessed 23 December 2019.
Grahams, Adrian. (n.d.). How to Edit Permissions on a Word Document. Small Business - Chron.com. Retrieved from http://smallbusiness.chron.com/edit-permissions-word-document-51197.html
Grahams, Adrian. 'How to Edit Permissions on a Word Document' accessed December 23, 2019. http://smallbusiness.chron.com/edit-permissions-word-document-51197.html
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