M
ICROSOFT
W
ORD
2011
S
ECURE AND
S
HARE DOCUMENT
Inspect documents before Sharing ... 3
Edit or Remove Personal Information ... 3
Edit author information for a document ... 3
Remove personal information... 4
Finalize and protect a document with Password ... 6
Finalize make a document Read Only ... 6
Protect Documents with password ... 7
Set restriction for editing all or part of a document ... 7
Set Restrictions on editing a document ... 7
Stop Restrictions ... 8
Share documents ... 9
Email Documents ... 9
Use Word on the Web ... 10
Save and Open a Document to a Windows SkyDrive ... 10
Save a Document to SharePoint ... 11
The following training document is using information from MicrosoftOfficeExcel2011 Help andI
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Edit or Remove Personal Information
Edit author information for a document
From the Menu Bar, go to Word menu Preferences…
In the User Information Dialog box, enter or remove the information you wish others to view when they see your documents
Remove personal information
In the Word Preferences dialog box, under Personal Settings, click on Security
In the Security dialog box, under Privacy Options, check Remove personal information from this file on save check box
Finalize and protect a document with Password
The Read Only command helps to communicate that the shared document is a completed version, as well as prevents reviewers or readers from making inadvertent changes to the document.
Finalize and make a document Read Only
From the Menu Bar, go to Tools menu click Protect Document
Protect Documents with password
Although Read Only prevents other people from editing the document, Encrypt with Password ensures that the document will be protected by password and cannot be opened without the password
From the Menu Bar, go to Word menu Preferences…
In the Word Preferences dialog box, under Personal Settings, click on Security
In the Security dialog box, under Security Options for… , enter a password to open the document and a password to modify the document
Set restriction for editing all or part of a document
Set Restrictions on editing a document
In the Protect Document dialog box, under Protect document for, select a desired restriction:
Tracked changes- automatically tracks any changes someone makes in the document
Comments - only allows the viewer to add comments, no other changes allowed
Forms - allows document to be used as a fillable form
Read only
If desired, you have the option to set a password, if you don’t then anyone can unprotect the document
Click OK
Stop Restrictions
From the Menu Bar, go to Word menu Preferences…
In the Word Preferences dialog box, under Personal Settings, click on Security
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Email Documents
From the Menu Bar, go to File menu click Share select a desired email option from the drop down list
E-mail as Attachment - opens an e-mail message with a copy of the file in its original file
format attached.(editable version)
E-mail as HTML- takes the contents of a message and pastes it in the body of the message
using HTML formatting (only works if you have an account set up with Outlook or Apple Mail)
E-mail as Link- sends a link to the document (only works if the document that you are
working on is located on Windows Live SkyDrive or SharePoint)
Use Word on the Web
With the release of Office 2010, Microsoft also released Office for the Web, which is a Web version of Excel, PowerPoint, OneNote and Word
If documents are stored in SharePoint or on a Window SkyDrive, Office for the Web will open, view, edit and save those documents and create new documents on any computer connected to the Internet, even if it doesn’t have the latest version of Microsoft Word
Save and Open a Document to a Windows SkyDrive
To save a document onto Windows SkyDrive, from the Menu Bar, go to File menu click
Share click Save to SkyDrive…, and then sign up/in Windows Live account
(Hotmail/Messenger/Xbox LIVE account) to save the document
To open a document from Windows SkyDrive, go to www.SkyDrive.com sign in Windows Live account (Hotmail/Messenger/Xbox LIVE account) to open the document on the website
Save a Document to SharePoint
SharePoint creates a corporate website with discussion, file libraries, calendars, to-do lists, tasks, the things that users can all collaborate on
Check Out feature on SharePoint makes sure that two people aren’t making changes to the
same file at the same time
Check In feature on SharePoint allows other users know what has been changed when the
file was checked out
To save a document on SharePoint, from the Menu Bar, go to File menu click Share click Save to SharePoint…
