Word Lesson 13 Protecting and Sharing

1. Word 2013 Backstage provides commands to allow you to sign in to your Microsoft account, protect, inspect, share documents, and manage versions of your documents.

2. Protecting and sharing documents: Sometimes you need to set a ______like payroll, budgets, employee evaluations. There are 2 different types of options for protecting a document:

______
______

When you save a document, you can save with a password to open the document as ______. Individuals who receive this document are able to read only the document once they have the password. You can restrict the type of editing that can be done in a document by using ______.

In the ______, click on ______to see the drop down options Select ______from the menu and the general options dialog box appears. Word allows you to specify two different passwords:

1. ______

2. ______

Both are optional. Passwords are ______. You can specify a different passwords for ______or a different password to each action.

3. Remove a Password: Click ______tab, Clock the ______button, Select ______, Remove the password protection by selecting the hidden passwords, Press ______

4. Password 411 (info): It is important to remember your password since Microsoft cannot retrieve it for you. Use ______– combine upper and lower case letters, numbers and symbols. Passwords should be at least ______long. Another way to protect your document is to ______. This allows the document to be opened without a password, but the types of changes that can be made to the document are ______. Example: limit formatting changes or only allow others to make comments. Options include:

· ______

· Ensure the reliability with a digital signature

5. There are two other ways to open the restrict editing pane:

· ______tab

6. Opening documents in protected view: Protecting your document from an unsafe location is necessary to avoid ______. Documents received from email can harm your computer so it is important to know whether the source is reliable. A ______prompt states that a file has opened in protected view. Click the ______when you are ready.

7. Managing document versions: Retrieving a document by versions or recovering an unsaved file has been made easier by Microsoft.

Document versions can be managed in ______using the ______command and selecting which version to save. Word provides an option to recover unsaved document by saving every ______.

You will be able to recover versions of your document as long as you ______

Under manage version you can also browse for unsaved files. The autorecovery command allows you flexibility in saving your word documents including more frequent backups.

8. Changing Recovery Time: It is easy to change the autorecovery ______in word:

· ______

You can even change ______you want word to automatically be saved by ______a different location.

9. Delete All Draft Versions: Click the ______and then ______button. You can then click recover unsaved documents. Select the name of the document…and ______. Select delete. Unsaved documents are found in a specific location on your hard drive. A file extension of ______has been assigned to unsaved documents. The files located in recovering unsaved files are ______files until saved.

10. Sharing Documents: Many of the documents created will need to be shared with others in the business environment. Before you share a doc it is important to ensure the doc has a professional appearance. Word 2013 has 3 tools to help you with this:

1. ______

2. ______

3. ______

11. Document Inspector: steps:

· File

· ______

· Check for______

· ______

· Document inspector dialog box opens –this command checks for ______

· Inspect button – word ______the doc and displays the results in the doc inspector window.

· If any issues exist, there would be an ______instead of a check in the box. You would then have an option to remove all and then the property is removed and the doc is ready to be shared.

12. Checking Accessibility: The accessibility checker determines whether there are ______in your document and can alert you that the contents might be difficult for an individual with a disability to read. Before sharing your document, it is important to inspect it in case someone with a disability opens it.

13. Checking Compatibility: Before sharing a document, it is good practice to check whether the document is error free and the formatting appears professional. It is also important to make sure other people will be able to ______. Word’s built-in check compatibility tool ensures that a document’s features are compatible with other versions of word. The compatibility checker ______a document for features that are not supported by earlier ______of word and lists a summary of these features.

14. Publishing As A Blog Post: A blog is an ______interactive location where anyone can leave ______. Word provides a feature where you can register a blog’s url, add a post and publish it. Before you can post as a blog, you must ______for a blog account.

Steps:

· ______

15. In Review: True or False…

______You can specify two different passwords one to open a doc and one to modify it?

______You should run the compatibility checker on all document files?

______The compatibility checker will ensure that the doc’s features are compatible with other versions of word?

______When you restore an earlier version of your doc, the autosave version prompt will appear in a yellow bar alerting you that a newer version is available?

______The compatibility checker lists a summary of features not supported by earlier versions?

______Formatting restrictions will allow users to limit the formatting styles in a document?

______Read only prevents changes to a document?

______Inspect document does not provide options on removing features that may have been used in the document?

______The restrict editing pane cannot be accessed from the ribbon?

Multiple Choice:

• Requiring a password to open a document is accomplished by using:

• A. Encrypt with a password

• B. Restrict editing

• C. Restrict formatting

• D. Word does not support this feature

• A doc that is protected from editing, but allows comments was protected by using which feature?

A. Restrict formatting

B. Protected from using comments

C. Comments features was turned off

D. Editing restrictions

• Unsaved documents can be recovered using?

A. Multiple users

B. Manage versions

C. Skydrive

D. Save as

• You must register a blog space before:

A. Blogging

B. Posting a blog post

C. Sharing

D. publishing

• If your doc contains potential problems where the content is difficult to read by someone with a disability, you would be alerted under which command?

a. Check accessibility

b. Check compatibility

c. Inspect document

d. None of the above

• Before sharing a doc it is a good idea to remove personal info using which command?

• A. Check accessibility

• B. Check compatibility

• C. Inspect document

• D. No command is available

• Draft versions of a doc can be deleted by…

• A. Right-clicking then selecting delete

• B. Using manage versions

• C. Pressing the delete key

• D. A and b

• Recovering unsaved docs is located under which command?

A. Info

B. Recent

C. Open

D. Save and send