Make your Word document more secure

Word processing is necessary for a computer user, and for the sake of confidentiality, we often need to protect our own documents. The word "protection" here has two layers of meaning. First, to ensure that the information in their own documents is not being seen by other unauthorized users, and secondly, to avoid macro viruses, misoperation and other causes of the document file damage, to ensure the integrity of the document. Now I have many years of experience in word processing, talking about the methods and measures to protect the document.

Hide Document Records

When we open word, what does a see first? Right, just click on the "File" menu with the mouse, and the 4 files that have been recently used are listed by default. In this way, we open the file will be completely exposed, no need to find can easily be found by others. For privacy reasons, we often don't want people to see the files they have recently edited, and to do so, simply remove the list of recent files in the General tab of Tools/options.

Of course it's not enough to do that, in general, the Document 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 the right mouse button in the taskbar, select the properties, open the Taskbar and Start Menu window, click on the "Advanced" "clear" button. However, frequent clearance is too troublesome, and then, sometimes forget how to do, there is no lasting way? We can do this by modifying the registry.

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 "01000000", and the document menu will disappear from the Start menu after the reboot.

To avoid the sight of others

Now we can start to edit the file, but there are people coming and going in the office, we do not want others to see the document they are editing, what should we do? If you turn off word and so on, you will have to reopen the edited document, and if the directory is very deep for users who have set the "Do not show recently used files", That's too bad. 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 the tools/macros/record new Macros command, enter the name of the macro in the pop-up dialog box, press the button to assign the macro to the keyboard, and in the dialog box that pops up, specify the shortcut key combination you want to use to execute the macro (note: You can choose any, but do not conflict with existing shortcut key combinations) )。 When others go away, we will press the CTRL+Z key combination.

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 "General Options" under the Tools button in the file/Save As Selection window, and enter a password in the password bar to confirm the entry. The explanation here is that Word provides two types of passwords for File Protection. Open the password, restrict unauthorized users to open the document, modify the password to restrict unauthorized users to make changes to the document, users without the password to modify the permissions can only read-only open the document, the two passwords are independent of each other, Can be set 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. Need to remind everyone, do not think that add a password to everything OK, for many cracked Office document password software, the length of too short or more regular Office document password can be said to be fragile. So, the real need for encryption of important documents, we need to pay more attention to the use of digital, letter-case mixed encryption.

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. What is this for?

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 on the User Information tab in Tools/options, including "User name", "initials", "Mailing address", and so on.

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 way is to use the "version" feature, select File/Save As, click Save version in the Tools button, and then select Version on the File menu to view and process the old version that you want in the pop-up dialog box.

Macro Virus prevention

Word provides warning protection for macro viruses, and users can select the Tools/Macros/security command 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 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

Is it possible that the document could not be saved because of unexpected events (such as a power outage or crash) that would have been undone? We should try to use the "AutoSave" feature provided by word and set the "AutoSave interval" in the Save tab in Tools/options. Do not set this interval too short, otherwise frequent save, both waste time and damage the hard drive. 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 File Location tab in Tools/options.

Word also provides the ability to back up a document. When you save the current modification to the original document, Word automatically retains a backup document with the WBK suffix, which is the normal backup document, when you select the Keep backup option on the Save tab in Tools/options.

Well, said so much, may have been found that the original document file Protection work, not necessarily through encryption software to complete, word itself has provided us with a lot of functions, as long as we usually pay attention to accumulation, will make their own documents more and more secure.