MICROSOFT WORD 2011
SECURE AND SHARE DOCUMENT
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
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Inspect documents before Sharing ........................................................... 3
Edit or Remove Personal Information ...................................................................... 3
Edit author information for a document ........................................................................................ 3
Remove personal information........................................................................................................ 4
Finalize and protect a document with Password ..................................................... 6
Finalize make a document Read Only ........................................................................................... 6
Protect Documents with password................................................................................................ 7
Set restriction for editing all or part of a document ................................................ 7
Set Restrictions on editing a document ........................................................................................ 7
Stop Restrictions ............................................................................................................................ 8
Share documents ........................................................................................ 9
Email Documents ....................................................................................................... 9
Use Word on the Web .............................................................................................. 10
Save and Open a Document to a Windows SkyDrive ................................................................. 10
Save a Document to SharePoint ............................................................................. 11
The following training document is using information from Microsoft Office Excel 2011 Help and
Lynda.com
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
Technology Training and Education
© Metropolitan State University of Denver
2
Inspect documents before Sharing
Edit or Remove Personal Information
Edit author information for a document
From the Menu Bar, go to Word menu  Preferences…
In the Word Preferences dialog box, under Personal Settings, click on User Information
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
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 In the User Information Dialog box, enter or remove the information you wish others to view
when they see your documents
Remove personal information
From the Menu Bar, go to Word menu  Preferences…
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
Technology Training and Education
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In the Word Preferences dialog box, under Personal Settings, click on Security
 In the Security dialog box, under Privacy Options, check Remove personal information
from this file on save check box
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
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Finalize and protect a document with Password
The Read Only command helps to communicate that the shared document is a completed version, as
well as prevents reviewers or readers from making inadvertent changes to the document.
Finalize and make a document Read Only
From the Menu Bar, go to Tools menu  click Protect Document
 In the Protect Document dialog box, select Read Only
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
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Protect Documents with password
Although Read Only prevents other people from editing the document, Encrypt with Password
ensures that the document will be protected by password and cannot be opened without the
password
From the Menu Bar, go to Word menu  Preferences…
 In the Word Preferences dialog box, under Personal Settings, click on Security
 In the Security dialog box, under Security Options for… , enter a password to open the
document and a password to modify the document
Set restriction for editing all or part of a document
Set Restrictions on editing a document
From the Ribbon, go to Review tab  Protection group  click Document
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
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In the Protect Document dialog box, under Protect document for, select a desired restriction:
 Tracked changes- automatically tracks any changes someone makes in the document
 Comments - only allows the viewer to add comments, no other changes allowed
 Forms - allows document to be used as a fillable form
 Read only
 If desired, you have the option to set a password, if you don’t then anyone can unprotect the
document
 Click OK
Stop Restrictions
From the Menu Bar, go to Word menu  Preferences…
In the Word Preferences dialog box, under Personal Settings, click on Security
 In the Security dialog box, click on the Unprotect Document button
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
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Share documents
Email Documents
From the Menu Bar, go to File menu  click Share  select a desired email option from the drop
down list
 E-mail as Attachment - opens an e-mail message with a copy of the file in its original file
format attached.(editable version)
 E-mail as HTML- takes the contents of a message and pastes it in the body of the message
using HTML formatting (only works if you have an account set up with Outlook or Apple Mail)
 E-mail as Link- sends a link to the document (only works if the document that you are
working on is located on Windows Live SkyDrive or SharePoint)
Enter the recipient(s) edit the subject line and message body as necessary click Send.
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
Technology Training and Education
© Metropolitan State University of Denver
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Use Word on the Web
With the release of Office 2010, Microsoft also released Office for the Web, which is a Web
version of Excel, PowerPoint, OneNote and Word
If documents are stored in SharePoint or on a Window SkyDrive, Office for the Web will open,
view, edit and save those documents and create new documents on any computer connected to
the Internet, even if it doesn’t have the latest version of Microsoft Word
Save and Open a Document to a Windows SkyDrive
To save a document onto Windows SkyDrive, from the Menu Bar, go to File menu  click
Share  click Save to SkyDrive…, and then sign up/in Windows Live account
(Hotmail/Messenger/Xbox LIVE account) to save the document
To open a document from Windows SkyDrive, go to www.SkyDrive.com  sign in Windows
Live account (Hotmail/Messenger/Xbox LIVE account) to open the document on the website
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
Technology Training and Education
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Save a Document to SharePoint
SharePoint creates a corporate website with discussion, file libraries, calendars, to-do lists,
tasks, the things that users can all collaborate on
 Check Out feature on SharePoint makes sure that two people aren’t making changes to the
same file at the same time
 Check In feature on SharePoint allows other users know what has been changed when the
file was checked out
To save a document on SharePoint, from the Menu Bar, go to File menu  click Share  click
Save to SharePoint…
Microsoft Word 2011 Essential – Secure and Share document
Last edited: 2012-07-10
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