protect your valuable documents

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Protect your valuable documents:

Protect your valuable documents Chapter 18 Group 6: 陳 氏 瓊 莊 (u9924602) 潘 红 茸 (u9924605) 王 氏 玉 欣 (u9924601) 阮 氏 玉 青 (u9924614)

THIS CHAPTER SHOWS YOU How to… :

THIS CHAPTER SHOWS YOU How to… Understand Word’s security features Protect a document with a password Protect a document with encryption Implement read-only protection Apply access restrictions to a document Remove sensitive or personal information from a document

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U nderstand Word’s Security Features Protect a Document with a Password To protect a document with a password, follow these steps: Click the Office button => click Save As. 1 Click the Tools button => choose General Options from the pop-up menu. 2 To apply an Open password, type it in the Password To Open text box. 3 To apply a Modify password, type it in the Password To Modify text box. 4

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Click the OK button. 5 Type the password in the Reenter Password To Open text box or the Reenter Password To Modify text box => click the OK button. 6 Click the Save button. 7 Click the Yes button. 8

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To remove the password: open the General Options dialog box again delete the password save the document again.

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T able 18-1 Word’s Security Features Feature Brief Explanation Purpose Open Password Requires a password for opening a document. Prevent colleagues from opening a document they shouldn’t. Modify Password Requires a password for opening a document in read-write mode rather than read-only Enable colleagues to read but not alter a document. Encryption Requires a password to decrypt the document. Prevent colleagues who don’t have the password from opening the document. More secure than an Open password. Read-Only Protection Recommends to the person opening the document that they do so in read-only mode. Request colleagues to open a document as read-only unless they need to save changes.

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Editing and Formatting Restrictions Restricts the user to performing only some actions—for example, enforces the use of change tracking. Limit the actions your colleagues can take in a document. Access Restrictions Allows only approved users to open a document or take other actions with it. Define which users can take which actions with a document. For example, you can allow some people to read a document and others to edit it. Digital Signature “ Signs” the document electronically to indicate that it has not changed since being signed. Mark a document as being verifiably final. Document Inspector Removes sensitive or personal information from a document. Clean up a document before distributing it.

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P rotect a Document with Encryption To protect a document more securely, you can encrypt it. To do so, follow these steps: 1 .Click the Office button => choose Prepare | Encrypt Document. 2 . Type a strong password in the Password text box. 3. Click the OK button. 4. Type the password in the Reenter Password text box => click the OK button . 5. Click the Save button on the Quick Access Toolbar. Alternatively, press CTRL-S. Word saves the document.

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U nderstand What IRM Is and When to Use It IRM is typically used in corporate, government, and military situations rather than in small businesses or homes.

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Implement Read-Only Protection Encryption provides effective protection for your important documents, but other documents may need a lesser degree of protection. Word’s weakest form of protection is read-only protection. To implement read-only protection, follow these steps: 1. Office button → Save As → Save As dialog box. 2. Tools button → General option → General Options dialog box. 3. Select the Read-Only Recommended check box. 4. Click the OK button. Word closes the General Options dialog box.

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5. Click the Save button. Word closes the Save As dialog box and saves the document.

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www.themegallery.com When you implement read-only protection, Word displays a message box when someone goes to open the document. You can see the weakness: The user can simply click the No button to open the document with full editing privileges.

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When you open a document in read-only mode, Word displays “(Read-Only)” in the title bar to remind you. You can make changes freely—but you cannot save them to the original document. Instead, click the Office Button, click Save As, and then specify a different filename or folder.

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Apply Editing and Formatting Restrictions In the previous section, we know a read-only recommendation gives your document minimal protection. If you want more protection, you can apply editing and formatting restrictions to the document.

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To apply editing and formatting restrictions, follow these steps: Review → Protect → Protect Document → Restrict Formatting And Editing

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2. If you want to restrict your colleagues to applying only styles you choose, follow these steps: ■ Select the Limit Formatting To A Selection Of Styles check box. ■ Click the Settings link → Formatting Restrictions dialog box

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Click the None button to clear all the check boxes Click the Recommended Minimum button to make Word select the most widely used styles. ■ Use the check boxes in the Checked Styles Are Currently Allowed list. Click the All button to select all the check boxes

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For greater control, select or clear the check boxes manually .

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■ Select the Allow AutoFormat To Override Formatting Restrictions check box if you want AutoFormat to be able to apply formatting. Normally, this is not a good idea. ■ Select the Block Theme Or Scheme Switching check box if you want to prevent your colleagues from changing the document’s theme or color scheme. ■ Select the Block Quick Style Set Switching check box if you want to prevent your colleagues from changing the Quick Style Set applied to the document. ■ Click the OK button. Word closes the Formatting Restrictions dialog box.

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Depending on the restrictions you chose, Word may warn you that the document may contain formatting or styles that aren’t allowed. Click the Yes button if you want Word to remove them; click the No button if you prefer to deal with them manually yourself.

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3. If you want to apply editing restrictions to the document, select the Allow Only This Type Of Editing In The Document check box, and then choose which type in the drop-down list: ■ Tracked Changes: force everyone to use tracked changes. ■ Comments : allow others to use comments but no other editing tool. ■ Filling In Forms : allow everyone to use form features ( filling in fields ) but no other editing. ■ No Changes (Read Only) : prevent others from making any changes.

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4. If you chose Comments or No Changes (Read Only), you can define exceptions for parts of the document. Follow these steps: ■ If the person or group for whom you want to define an exception doesn’t appear in the Groups list box or the Individuals group box, click the More Users button. Word displays the Add Users dialog box:

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■ Type each user name or group name, separate the names using semicolons

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■ Select the area you want the user or group to be able to edit, and then select the user’s check box or group’s check box in the Exceptions area. Repeat this process as needed to assign other areas that each user or group can edit. ■ To check which parts of the document a user or group can edit, move the mouse pointer over the user’s name or group’s name, and then click the drop-down arrow that appears. Use the Find Next Region This User Can Edit, Show All Regions This User Can Edit or Remove All Editing Permissions For This User

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Click the Yes, Start Enforcing Protection button. Word displays the Start Enforcing Protection dialog box: 5

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6. Choose how to protect the document: ■ Password : Type the password in the Enter New Password text box and the Reenter Password To Confirm text box. ■ User Authentication Select this option button to authenticate users by user name. Word encrypts the document and enables the Restricted Access feature.

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7. Click the OK button. Word closes the Start Enforcing Protection dialog box, applies the protection, and displays details of the protection and your permissions in the Restrict Formatting And Editing pane:

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8. Click the Save button on the Quick Access Toolbar. Word saves the document. To remove the restrictions, click the Stop Protection button, type your password in the Unprotect Document dialog box, and then click the OK button.

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I mplement IRM on a Document Follow these steps: 1 .Choose Review | Protect | Protect Document | Restricted Access.

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2. Select the Restrict Permission To This Document check box. 3. Add to the Read box the name of anyone who may read the document but not change, copy, or print it. Add to the Change box the name of anyone who may read, edit, and save changes to the document, but again not print it.

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4 To implement further restrictions, click the More Options button. 5 Make sure the Restrict Permission To This Document check box is selected.

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6 In the The Following Users Have Permission To This Document list box

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7. In the Additional Permissions For Users area, decide whether to allow other permissions: ■ This Document Expires On ■ Allow Users With Read Access To Copy Content ■ Print Content ■ Access Content Programmatically Title

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9. Authenticate the user each time they open the document, select the Require A Connection To Verify A User’s Permission check box. 8. If you want users to be able to request additional permissions for the document, select the Users Can Request Additional Permissions From check box, and then enter a hyperlink to the appropriate URL.

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10. Use the permission settings you’ve chosen here as your default settings for all Office documents to which you apply permissions, click the Set Defaults button. Click the OK button.

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11 . Click the OK button. 12 . Click the Save button on the Quick Access Toolbar

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O pen a Document That Has Permissions Applied If you to open a protected document on a user account that doesn’t have IRM installed, Word prompts you to get credentials for the IRM service, as shown here. Click the Yes button.

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Word may display the following Microsoft Office dialog box warning you that the document has restricted permissions.

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For example, if the permission holder has provided a mailto hyperlink, Word launches Outlook or your default mail program and starts an e-mail message in it.

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Can click the Change User button, which displays the Select User dialog box (shown next) so that you can supply other credentials for opening the document.

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S et Word Up to Use a Digital Signature Follow these steps: 1. Open a Word document that has been saved. 2. Click the Office Button, click or highlight Prepare, and then click Add A Digital Signature.

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4. Choose how to get a digital ID 3. Select the Don’t Show This Message Again check box, and then click the OK button.

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Apply a Digital Signat ure Follow these steps: 1 Click the Office Button => click or highlight Prepare => click Add A Digital Signature . 2 Finalize the document, and save any unsaved changes to it.

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3 4 In the Purpose For Signing This Document text box, type a description of why you’re signing the document. C lick the Change but ton, choose the correct certificate in the Select Certificate dialog box => click the OK button.

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5 Click the Sign button. 7 6 Select the Don’t Show This Message Again check box => click the OK button. Close the document.

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www.themegallery.com R emove Sensitive or Personal Information from a Document To run the Document Inspector and remove such information, follow these steps: 1. If the document contains unsaved changes, click the Save button on the Quick Access Toolbar (or press CTRL-S) to save it. 2. Click the Office Button, highlight or click Prepare, and then click Inspect Document. Word displays the Document Inspector (see Figure 18-5).

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3. Select the check box for each type of data that you want to scan the document for: Comments, Revisions, Versions, And Annotations Document Properties And Personal Information A document can contain information such as your name, your manager’s name, and custom document properties. Custom XML Data The document may contain XML tags and mappings that you don’t want to share outside your company. Headers, Footers, And Watermarks If you’re working in Draft view or Outline view, it’s easy to forget to check the headers or footers in a document.

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Click the Inspect button. Word inspects the document for the items, providing a Remove All button for each category found. Click any of the Remove All buttons to remove all instances of those items. Click the Reinspect button to reinspect the document. Click the Close button. Double-check your document => save the document. 4 5 6 7 8

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FIGURE 18-5 Use the Document Inspector to identify hidden content or metadata that you might want to remove before distributing a document.

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Thank You for listening !

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