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Part 5: Collaborating Online and on Team Projects
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Microsoft Office Word 2003 Inside Out To configure any of these editing limitations, follow these steps:
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1 Open the document you want to protect, and then choose Tools, Protect Document
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(or press Ctrl+F1 to open the task pane, and then choose Protect Document in the task pane title bar list). The Protect Document task pane opens, as shown previously in Figure 28-8.
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2 Click the Allow Only This Type Of Editing In The Document check box in the Edit
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ing Restrictions section.
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3 Click the arrow, and then choose Tracked Changes, Comments, Filling In Forms, or
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No Changes (Read Only), depending on how you want to protect the document.
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4 Click Yes, Start Enforcing Protection in the Protect Document task pane. 5 If you want to apply a password, type a password in the Enter New Password
(Optional) box, type the password again in the Reenter Password To Confirm box, and click OK. If you don t include a password, users will be able to unprotect your document by choosing Tools, Unprotect Document or by clicking Stop Protection in the Protect Document task pane. If you do assign a password, users will have to enter the password before they can unprotect the document. After you protect a document, users will be limited by the settings you ve configured. You can turn off document protection by choosing Tools, Unprotect Document or clicking Stop Pro tection. If you assigned a password, you ll need to enter the password to unprotect the docu ment. After you unprotect a document, it will remain unprotected until you reconfigure the settings in the Protect Document task pane.
Controlling Restrictions for Parts of Documents
Protecting a document from changes doesn t have to be an all-or-nothing affair. With a little planning, you can allow selected groups and users to freely edit certain sections of your doc ument after you restrict the entire document by using the Comments or No Changes (Read Only) editing restriction. When you choose either the Comments or No Changes (Read Only) option, the Protect Doc ument task pane changes to show the Exceptions section, which lists access level groups (Everyone, Full Control, and Change) and a list of individual users who are permitted Full Access or Change permissions for the document, as shown in Figure 28-9. At this point, you can select portions of the document and use the Groups check boxes, in the Exceptions sec tion, to specify which users can edit the selected portions of the document. You can make multiple selections for various user combinations throughout the document. For instance, you could select one area (or a number of areas by pressing Ctrl and selecting blocks of text), and specify that a particular set of individual(s) and/or group(s) can change that area or areas. Then, you can select other sections in the document text and assign another set of indi vidual(s) and/or group(s) the ability to change this newly selected text. When you use multiple exceptions, the excepted text is offset in color-coded highlighting by default.
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Part 5: Collaborating Online and on Team Projects
Addressing Document Protection and Security Issues
Figure 28-9. You can control the amount of editing allowed in a document by selecting areas in the document that can be edited and then assigning which users can edit which content areas.
The steps for creating editing exceptions are as follows: Restrictions section in the Protect Document task pane, select text in the document that you want to enable for additional editing.
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1 After you assign the Comments or No Changes (Read Only) setting in the Editing
2 In the Protect Document task pane, choose all individuals and groups who will have
full editing privileges for the selected text. If you choose more than one individual, a group is created that consists of the selected individuals. This simplifies the process of selecting the same group of individuals for subsequent procedures.
3 Continue to select and assign content until you have completed creating exceptions. 4 Click in a blank area of the document to clear the final excepted text. Each instance of
excepted text will be highlighted in the color representing the individual or group allowed to edit the text.
5 Click the scroll arrow at the bottom of the Protect Document task pane (if necessary),
and then click Yes, Start Enforcing Protection in the Start Enforcement section in the Protect Document taskbar. The Protect Document task pane adjusts to indicate that the document has special restrictions in effect, as shown in Figure 28-10. You can con trol whether excepted text appears highlighted by clearing or checking the Highlight The Regions I Can Edit check box in the Protect Document task pane.
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