IT Professionals

Protect Your Word Documents

Posted by on Apr 17, 2009 | One Comment

Imagine you spend hours upon hours perfecting a document only to have another user make unwanted changes to it. It then takes you additional hours to undo those changes. If you share documents with other people, you could be concerned about them making unwanted modifications to them. If you are creating your documents in Microsoft Word, there are a few different options you have for protecting your documents, depending what you want to protect.

One way you can prevent people from modifying a document is by having a prompt appear that recommends the document be opened as read-only. If it is opened in read-only mode, the changes can only be saved by giving the document a new name. The steps below outline how to accomplish this using Word 2003

To recommend read-only mode in Word 2003:

  1. From the Tools menu, click Options. The Options dialog box will appear.
  2. Click the Security tab.
  3. Click the Read-only recommended option.
  4. Click OK.

Another method for protecting a document is to assign a password to modify. You should use this option when you want to let others read the content of the document but only allow specific individuals to make changes. When you assign a password to modify, only those individuals who know the password can modify the document. The steps below outline how to accomplish this in Word 2003:

  1. Open the appropriate document.
  2. From the File menu, click Save as.
  3. Within the Save As dialog box, click Security Options from the Tools menu.
  4. In the Password to modify box, enter a password to secure the document.
  5. Re-enter the password when prompted.
  6. Click OK.
  7. Click Save.

Finally, you can assign a password to open a document. You should use this option when you only want specific individuals to read the document. Only those individuals who know the password will be able to open the document. The steps below outline how to assign a password in Word 2003:

  1. Open the appropriate document.
  2. From the File menu, click Save as.
  3. Within the Save As dialog box, click Security Options from the Tools menu.
  4. In the Password to open box, enter a password to secure the document.
  5. Re-enter the password when prompted.
  6. Click OK.
  7. Click Save.

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  • Arun Kumar

    the answer provide by you is fine and helpful. i have improved the answer to suit my requirement.

    my answer is:-

    Three types of protection can be done in word document.
    1) Restrict the user to modify the document.
    2) Restrict the user to open the document.
    3) Document can be opened and modified by others but the file owner later knows about the modification done.

    All the above mentioned protection can be achieved in the following way:-

    1) Password for restricting the user for modification. In this the file will open in read only form.
    Steps are:-
    Step 1. Open the document.
    Step 2. From the File menu, click Save as.
    Step 3. Within the Save As dialog box, click Security Options from the Tools menu.
    Step 4. In the Password to modify box, enter a password to secure the document.
    Step 5. Re-enter the password when prompted.
    Step 6. Click OK.
    Step 7. Click Save.
    2) Password for restricting the user to open the file.
    Step 1. Open the document.
    Step 2. From the File menu, click Save as.
    Step 3. Within the Save As dialog box, click Security Options from the Tools menu.
    Step 4. In the Password to open box, enter a password to secure the document.
    Step 5. Re-enter the password when prompted.
    Step 6. Click OK.
    Step 7. Click Save.
    3) By using Protect document & Track change option of Tool Menu.
    Step 1. Open the document.
    Step 2. From Tool menu, click ‘protect document’ option.
    Step 3. Select ‘Comment’ option and in password open box ,enter the password and click OK.
    Step 4. Re-enter the password when prompted .
    Step 5. Click OK.