How To Protect A Word 2016 Document

We can easily protect a sensitive or a confidential document, either by assigning a password, either restricting access to it avoiding unwanted editing. We can also protect a document from being opened. All we have to do is to follow the steps below.

Fist we must select the File tab in order to move to backstage view as shown in the image below. Once in backstage view we make sure that the Info category from the left is selected. Then from the middle of the drop down menu we notice three different categories which are the following:

  • Protect Document: Control What Types Of Change People Can Make To This Document.
  • Inspect Document: Before Publishing This File Be Aware Of Its Contents: Document Properties And Author’s Name.
  • Manage Document: Check Out Document Or Recover Unshaved Changes.

Info - Protect Document

For this post, I will select the Protect Document command as shown in the image below. The drop down menu appears with the following commands available:

  • Mark As Final
  • Encrypt With Password
  • Restrict Editing
  • Restrict Access
  • Add A Digital Signature

In the image below I have selected the command Mark As Final. By using this command, we can let readers know that the document is final and make it read-only. A warning dialog box will appear, notifying us that this document will be marked as final and then will be saved. All we have to do is to press the Ok button and the document will be marked as final.

Mark As Final

In the image below I have selected the command Encrypt With Password. By using this command, the Encrypt Document dialog box will appear where we will have to type and retype our Password in order to Encrypt the Document. We are notified that if we forget our Password, we can’t recover our Document.

Encrypt With Password

In the image below I have selected the command Restrict Editing. By using this command, we can control the types of changes that other users can make. Once selected the Restrict Editing task pane will appear at the right of our Word Document where we can make all the adjustments needed.

Restrict Editing

In the image below I have selected the command Restrict Access. By using this command, we can grant people access while removing their ability to edit, copy or print. We can either select Unrestricted Access, Restricted Access, Confidential and Confidential View Only.

Restrict Access

Once selected, the Permissions dialog box will appear as shown below where we do all the necessary adjustments. Once finished we just press the Ok button in order to return to our document and the changes to take place.


In the image below I have selected the command Add A Digital Signature. By using this command, we can ensure the integrity of the document by adding an invisible digital signature.

Add A Digital Signature

By selecting this command, the Sign dialog box appears, where we do all the appropriate adjustments in order to Digitally Sign our Document.

Sign In Dialog Box

The procedure of Protecting our Document is quite simple. The fact is that by protecting it, we feel much safer that our sensitive or a confidential data won’t fall in the wrong hands.

Below you can check out the video describing How to Protect a Word Document in ways that is up to you to choose.

About Smart Office - philippospan

MVP: Honored with the MVP (Most Valuable Professional) for OFFICE SYSTEM title for the years 2011, 2012, 2013, 2014 and 2015 by Microsoft, for my contribution and commitment to the technical communities worldwide. Microsoft Master Specialist: This certification provides skill-verification tools that not only help assess a person's skills in using Microsoft Office programs but also the ability to quickly complete on-the-job tasks across multiple programs in the Microsoft Office system

Posted on September 13, 2016, in Microsoft Office 365 ProPlus English, Word 365 English and tagged , , , , , , , , , , , , , , , , , . Bookmark the permalink. Comments Off on How To Protect A Word 2016 Document.

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