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Protect a Document (with a Password)


In Word, you can protect/secure your document with a password to restrict access to your file. When you assign a password to a document in Word, you restrict such file from indiscriminate/unauthorized access. Such document can be viewed or modified by only you or those who are privy to the password. Sometimes you create certain documents which you do not want to share with other people or which you do not want others to view or be able to modify. This is usually the case when such document is highly sensitive, confidential or classified.

To ensure that your document is not accessed or modified by others without your consent, you need to protect it with a password. A password adds a level of security to your file. If you share your PC with other users, your documents are more secure when you assign a password to your prized files. In Word, a password can contain any combination of letters, numerals, spaces, and symbols, and it can be up to 15 characters long. If necessary, you can make a it as long as 255 characters by choosing Advanced  and then selecting an RC4 encryption type from the encryption options.

Word allows you to protect your files in two ways, by assigning Password to Open and Password to Modify. Depending on your need, you can protect your files with one or combination of both password categories.

While assigning a password to your file, you need to be extremely careful about the capitalization of the characters forming the password. The reason is because passwords are very case-sensitive. For example, if the characters of your password are capitalized as Bencidi, you cannot retrieve such file if you type the password as bencidi or BENCIDI, or otherwise. You must enter it in the exact characterization as you entered the characters when creating the password.



When you create a password, write it down and keep it in a secure place. If you lose the password, you cannot open or gain access to the password-protected document.

In Word, there are two ways you can assign a password to your document. These methods use:
  • The Tools menu
  • File menu

Assigning a Password, Using the Tools Menu
You can use this method at any time, either while creating the document or later.
  1. If the document you want to assign a password to is not already displayed, open it.
  2. On the Tools menu, click Options. The Options dialog box is displayed. 
  3. Click Security tab to display the Security tab page.
  4. Do one or both of the following:
  1. Create a password to open 
    1. In the Password to open box, type a password, and then click OK. 
    2.  In the Reenter password to open box, type the password again (exactly as in step (a) above), and then click OK. 
    •  Create a password to modify
    1. In the Password to modify box, type a password, and then click OK. 
    2. In the Reenter password to modify box, type the password again, exactly as in (i) above, and then click OK.
          5.  Save the file to preserve the password.




    Assigning a Password, Using the File Menu
    1.  With the document displayed in the window, click File on the Menu bar and then click Save As... The Save As dialog box appears.
    2. In the Save in list, choose the drive and the folder where to store the file.
    3. In the File name box, enter a new name for the file.
    4. Click on Tools in the Save As dialog box toolbar, and then click on Security Options from the drop-down menu. 
    5. Do one or both of the following: 

    • Create a password to open
      1. In the Password to open box, type a password, and then click OK.
      2. In the Reenter password to open box, type the password again, exactly as in i above, and then click OK.
    • Create a password to modify
      1. In the Password to modify box, type a password, and then click OK.
      2. In the Reenter password to modify box, type the password again (must be same as a above), and then click OK.

          6. Click Save.



    Retrieve/Open a File with Password
    1. In Microsoft Word document window, click File, and then click Open.
    2. In the Look in list, double-click the drive or the folder that contains the file you want to open.
    3. In the file list, locate and double-click the required file. Password dialog box appears.
    4. Enter the correct password to open in the Enter password to open text box and then click OK.
    5. If prompted, enter the correct password in the password to modify in the text box, and then click OK.














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    2 comments:

    1. Interesting blog. It would be great if you can provide more details about it. Thanks you.

      ReplyDelete

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