How to Control the Way a Word Document Opens from the Internet or Intranet

Controling access to Word documents can be done with formatting restrictions, passwords or limiting access.

There are many ways to control the way a Word 2007 document opens from the Internet or an Intranet. As the document creator, you can protect the formatting of the file so others may view the file, but have limits on the style changes they can make. Another option is to password-protect a document so only certain members of your company can have access. If you have Windows Information Rights Management (IRM) running on your Intranet or can give IRM permissions, you can also control access to a file by making a document read-only or allowing some individuals to only make editing comments.

Things You'll Need

• Microsoft Word 2007
• Windows Information Rights Management (if you want to use this service)

Instructions

Protect the Formatting

1. Open Microsoft Word and the file you want to control. To restrict the formatting, click on the "Home Tab." In the Styles sections, look for a small diagonal arrow (the Dialog Box Launcher) in the lower-right corner of this group. Click on "Dialog Box Launcher" and in the bottom of the menu, click on the "Manage Styles Button" (the right button at the bottom of the screen).

2. Click on the "Restrict Tab" in the Manage Styles dialog box. In the center section of the dialog box, you can select the styles you use in the document. You will need to hold down your control key if you want to select more than one style.

3. Click the "Restrict Button" (which becomes visible after you have selected a style) and then click "OK." If you want people to edit the document, you can select "Limit Formatting to Restricted Styles" so the style you have chosen will remain the default for the document, even if someone else edits the file.

Password-Protect the Document

1. Open Microsoft Word and the file you want to protect. Click on the "Microsoft Office Button" in the top left of the Ribbon, then select "Prepare."

2. Set a password for the document by clicking on "Encrypt Document."

3. Type in a password for the document. Make sure it is something you will remember! Give the password only to individuals you want to have access to the document, although they could still make changes unless you have restricted access to styles.

Restricting Access

1. Open Word and click on the "Microsoft Office Button." Select "Prepare" and click on "Restrict Permission."

2. Click on "Restricted Access." If you have never used Information Rights Management Services (IRM) before, you will be prompted to download the IRM Client; this service needs to be running on the server you use in order to give out permissions. Once you have signed up for IRM, you will have much wider control over who has access to the document and who can make changes to it, including allowing others to only read the file or to be able to change aspects of the document based on what rights you give them.

3. Select the access rights you want to give and click "OK."

References

• Office Online: Restrict or Permit Formatting Changes
• Office Online: Protect your Documents in Word 2007
• Office Online: Information Rights Management in the 2007 Microsoft Office System
• Office Online: Introducing Information Rights Management