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Important Systems: Help and Security
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Figure 3-4 Save your finished file in PDF or XPS format to preserve the file in a universal, secure format.
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XPS Fact Sheet
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An XPS document is a platform-independent file that preserves page by page the final presentation of a document as it will appear when printed. XPS is developed by Microsoft and is similar to PDF (developed by Adobe Systems), but is XML-based. The XPS format is available as an option in Office Word 2007, Office Excel 2007, Office PowerPoint 2007, Office Access 2007, Microsoft Office Publisher 2007, and Microsoft Office Visio 2007. The XPS format is secure, and the content is fixed no macros or scripts are preserved in the format. XPS includes support for digital signatures and is compatible with Windows Rights Management for additional protection. The XPS format preserves live links within documents, making files saved in this format fully functional as live online documents. Users of the Microsoft Office system applications with XPS support can create XPS documents using the familiar Save As procedure available in the File menu. The XPS Document Viewer comes with Microsoft Windows Vista and also is available for Microsoft Windows XP and Microsoft Windows Server 2003.
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To find out more, read Microsoft s XML Paper Specification by visiting www.microsoft.com/whdc/xps/default.mspx.
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Part I:
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Introducing the 2007 Microsoft Office System
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In Office Word 2007, Office Excel 2007, and Office PowerPoint 2007, the File menu includes a new Finish command that provides a number of ways to safeguard finished documents, worksheets, and presentations (see Figure 3-5). Here s a quick introduction to the tools:
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The Properties option enables you to add identifying information about the open file, including the author name, keywords, subject, and more (See Figure 3-6). Use the Inspect Document option to find and remove any personal or sensitive information in your document before you share it. Choose Restrict Permission to set and control access you give others to your files. Select Add A Digital Signature to attach a hidden signature to the document so that only authorized recipients can view it. Use Mark As Final to save a read-only version of your file so that the document you share with others cannot be modified by the recipients.
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The Compatibility Checker available in the Finish submenu reviews the current document to make sure that your version of the file is compatible with other versions of the software.
Figure 3-5 The Finish command provides a number of options you can use to finalize and secure your files.
3:
Important Systems: Help and Security
Figure 3-6
Add identifying information to the file using the Properties command.
Removing Personal or Private File Information
The Document Inspector (available in Office Word 2007, Office Excel 2007, and Office PowerPoint 2007) searches your file for information that could be inadvertently included in the finished file. When you click Finish and then Document Inspector in the File menu, the Document Inspector provides you with the inspection choices shown in Figure 3-7 After you click Inspect, the tool evaluates the document and displays a results window (see Figure 3-8). If you want to remove the information, click the Remove All button for any items you want to remove; then click Reinspect to review the document again. Repeat this as many times as necessary until the file is in the finished form you want. Tip
The procedure for setting file permissions in the Microsoft Office system is identical to the process in Microsoft Office 2003; but now you can set and control file permissions from the File menu. To work with permissions for your file, open the File menu, choose Finish, and click Restrict Permissions. Choose the option from the submenu that applies to the settings you want to use.
Part I:
Introducing the 2007 Microsoft Office System
Figure 3-7 The Document Inspector can evaluate your document, worksheet, or presentation for a number of potential problems.
Figure 3-8
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