Word Document privacy protection must learn seven strokes

Hide Document Records

When we open word, what do we see first? Right, just click on the "File" menu with the mouse, and the most recently used files are listed by default. For the sake of confidentiality, we often do not want others to see their recently edited files, to achieve this purpose, as long as the "tools" → "Options" → "General" tab does not select the "list of recent files" can be. So no one can find the files that have been used recently? The answer is, of course, negative.

In general, the Documents submenu of the Windows Start menu lists all the files that users have recently used, and the sensitive content should be purged in a timely manner. We can click "open" → "setting" → "Taskbar and Start Menu" → "clear" button on the Advanced tab (this is a method under Windows 2000, similar to Windows 98). Of course, we can also modify the registry to achieve. (Click to see more software usage tips)

Create a new DWORD value named "NoRecentDocsHistory" under the Hkey_current_usersoftwaremicrosoftwindowscurrentversionpoliciesexplorer branch. Set its key value to 1 to make the contents of the document menu no longer change. Alternatively, create a new binary value named "NoRecentDocsMenu" under the above branch and set its key value to "01 00 00 00", and the document menu will disappear from the Start menu after the reboot.

To avoid the sight of others

Sometimes we don't want people to see the document they're editing. If you turn off word and so on, you will be able to reopen the edited document, but for those who have set the "Do not show recently used files", if the directory is very deep, it is miserable ... In fact, there is a simple way: First Use "CTRL + a" to select the full text, and then use the toolbar "Font Color" button to set the font to white.

If too many steps, you can record a macro command: select "Tools" → "macro" menu, "Record New Macro" command, in the pop-up dialog box, enter the name of the macro (if you like "Hide"), press the button to assign the macro to the keyboard, and in the pop-up dialog box, specify the shortcut key combination used to execute the macro ( We can choose any, but do not conflict with existing shortcut key combinations. When others go away, we can press the CTRL+Z key combination (in fact, this is done using the principle of "undo" command).

Set a password for a document

Long text entry work is finally completed, if you do not want those unauthorized users to use your saved files, you should set the password for it. Open "file" → "Save As" → Click "General Options" in the "Tools" button, enter the password in the password bar, confirm the input. Here's how Word provides two types of passwords for File Protection: "Open password"--Restrict unauthorized users from opening documents; "Modify Permission Password"--restricts unauthorized users from making changes to the document, and users who do not have the password to modify permission can open the document only as read-only.

The two passwords are independent of each other and can be set separately according to their own needs. The maximum length of a password is 15 characters and is case-sensitive. Also, select the recommend open document as read-only option, so that a prompt that advises users to open read-only appears before the document is opened, and the document opens in the normal way if we choose No to accept the recommendation.

Small measures after encryption

Even if the document has been encrypted, I can still get some information about your document just by moving the mouse. You can see part of the body of the document in the title item of the Summary tab by right-clicking the document and choosing Properties from the pop-up menu. It turns out that a lot of people are accustomed to entering the text directly when editing a new document and then giving the document a title. As a result, Word automatically saves the first dozens of words in the body as document summary information.

So in order to make their privacy better protected, we have to form the first to enter the title of the article or in time to manually change the title of the habit. If you don't want people to know about your user information, you should also do some modification work (including "User name", "initials", "mailing address", etc.) in the tools → options → user information tab.

Easy to secure review

Through the above methods of processing documents, it can be said that the basic is safe. However, once we have finished a document, we may need to give it to someone else to review it and use the tools → protect document command to protect the original document. In this way, the changes that others make to the document's manuscript are recorded in the form of revision marks or annotation marks. Another approach is to use the version feature: select "File" → "Save As" → Click "Save Version" in the "Tools" button, and then select "Version" from the File menu to select the old version you want to view and process in the dialog box.

Macro Virus prevention

Word provides warning protection for macro viruses, and users can choose tools → macros → security commands to set various security levels in the pop-up dialog box. The recommendation is set to high or medium to prevent Word from running macros in unreliable source documents, or to give warning prompts before running to let users choose whether to run or not. But some software, such as IBM ViaVoice 2000, may force you to set it to "low." In addition, need to remind you that Word can only to a certain extent to prevent macro virus and can not antivirus, so to really eliminate macro virus, should use anti-virus software.

Document protection in the event of an emergency

With the "Auto Save" feature provided by word, set "automatic save Interval" in "Tools" → "Options" → "Save" tab, do not set this interval too short, otherwise frequent save, a waste of time, and damage hard disk. When you're done, the automatic recovery feature of Word automatically opens the recovery file the next time you use Word, and the recovery file contains the last automatic save feature to make changes to the document.

If Word does not automatically open the recovery file, we can open it manually. The recovery file has a suffix named ASD, whose path is found in the tools → options → file location tab, and for Windows 9x/me generally the WindowsApplication Datamicrosoftword folder, for Windows 20,001 as "Documents and Settings User name Application Datamicrosoftword" folder.

Word also provides the ability to back up a document. Select the "Keep Backup" option on the tools → options → save tab, and Word automatically retains a backup document (the backup document is WBK suffix) while the current changes are saved to the original document.