Six effective ways to protect Office documents

Office documents are one of the most common document formats we use in our office, where the content is generally important to companies or individuals, and in many cases it is forbidden to be modified or viewed by others. So how do you do that? In fact, the reasonable use of Office software itself, some of the settings can better meet the requirements of everyone. Let's take Word 2003 as an example to introduce you to the specific practice.

First, set the save password

Using a password to protect a document is one of the most common practices. Password protection is divided into two tiers, that is, to open the password and modify the permissions password.

Set a password on a document a total of two places can be carried out, the operation is relatively simple. If the document is saved for the first time, then we can set the Save As window to be saved as the location and file name. Click the Tools button in the upper-right corner of the Save as window to open the Security window by selecting security Options on the pop-up menu, where we can set the password to open the file separately. "and" Password to modify the file, "We recommend that you do not set the two passwords to the same content.

If the file was first saved without a password, then it doesn't matter, we just need to open the Options command under the Tools menu and switch the Open Options window to the Security tab, where you can also set the password to open and modify permissions.

For a password with open permission, when you open a protected document, the document is read-only, and if you modify it, you can save it without affecting the contents of the original document; If you have a password for modifying permissions, you have full control over the document.

Second, prevent document attribute exposure information

Even if we encrypt the document, it is not guaranteed to be secure. Because when we create a document, if we first enter the contents of the document and then save it, we will display some personal information in the Summary tab of the document's properties. To do this, we only need to open the Properties window of the document in Explorer, switch it to the "Summary" tab, and then delete the title, subject, author, note, and so on, or fill in some irrelevant content.

Second, we can also open the Options command under the Tools menu directly in the document, and then select the "Remove personal information from file properties" Item under Privacy options in the Security tab.

Iii. Protection of documents

In Word 2003 we also provide a "protect document" utility that restricts illegal users from making arbitrary changes to document formatting and content.

To start document protection, simply open the document, and then click the Tools menu, select Protect Document, and a "protect document" edit area on the right side of the current editing window. There are three parts in the area: the first part of "Formatting restrictions" is primarily to prevent illegal users from making changes to the document's formatting, so we just need to select the "Restrict formatting to selected styles" option, and then click the "Settings" button, which pops up on the formatting restrictions window to set the type of formatting that prevents the user from modifying the For example, font, font size, and so on, the second part is "edit limit", which prevents others from arbitrarily modifying the contents of the document, select "only allow such edits in the document", and then in the Drop-down menu, select what the user can do, such as "annotation", This prevents others from modifying the original contents of the document, and can only add or modify the contents of the annotation.

After doing both of the above protection, we only need to click the "Yes, start the Force Protection" button in the third section, which will eject the Password Settings window and set a protection password so that the document will be protected without the password. If you want to make changes to the document, just open the Tools menu again, select the Unprotect Document command, and enter a preset password in the pop-up window.

Four, prevent others peeping

Prevent others from peeping in addition to the encryption protection described above, we can use some of the more ingenious methods. Because of the password, others can use professional crack tools to crack, and change a thought for encryption may open to the effect of surprise.

Open the Edit menu, choose Select All to select all of the document, and then set it all to white, so that because the document background color is also white, others open to see is only a blank, thinking that this is just a blank file. Of course, in order to improve security, we can insert some irrelevant pictures in the document so that the voyeur will not be suspicious because of the change in the volume of the document.

Of course, this method is a surprise operation, in order to improve the security of its operation, we can also make a few changes in this method.

Open the Tools menu, select Record New macro under Macros, in the Open window, click the Keyboard button in the Assign macro to, and then set the mouse in the open window Press new shortcut key, press a specified shortcut key on the keyboard, such as Ctrl+1, and then click the Specify button to add it to the Current shortcut list, click the Close button to return to the main window, set the document to white, and then click the Stop Recording button on the macro Recording toolbar.

So if others do not know that we set the shortcut key will not be able to successfully modify the color of the document, and we want to modify, we only need to change before the setting of the shortcut key.

In addition, to improve security, we recommend that you cancel the paragraph identification in your document. The method is to open the Options command under the Tools menu, and in the View tab, remove the paragraph mark item under formatting marks.

Five, macro security

To prevent macro viruses from causing damage to documents, it is necessary to provide warning protection for macro viruses.

To open the Tools menu, select the Security command on the Macros submenu, where we can assign a security level. We recommend that you use at least medium, advanced, do not use low-level.

Vi. prevention of accidental damage loss

Protecting Office Documents is not just about secrecy, but we also have to deal with unexpected situations, such as damaged documents or loss of power.

For these contingencies, we can also reduce the damage to the lowest point as long as we take precautions in advance. Open the Options command under the Tools menu, switch to the "Save" tab, first select the "Keep Backup" and "Allow background save" two options, so that when we save the original document, the program will automatically generate a WBK suffix name of the backup document; second, in order to prevent power outages, crashes and other accidents, We also need to select "AutoSave interval" in the "Save" tab and set a time interval. This way, even if an unexpected document is not saved, there is no need to worry about the loss of content.

Reasonable use of the above methods, I believe that you will be able to ensure that the security of your documents.