office documents that we use the most common office document formats, which store the contents of which are generally companies or individuals involved in an important aspect, in many cases it is forbidden to make changes or view. So how can we do this? In fact, the rational use of OFFICE software itself can be better set up to meet the demands of everyone. Here we have a word 2003 as an example to tell you about the specific approach.

First, set the Save Password

The use of password protection for documents, is one of the most commonly used approach. Were divided into two password-protected, that is, the user password to open and modify the permissions password. Set a password on the document a total of two places can be, relatively simple operations. If the document is saved first, then we can open the “Save As” window settings are saved location and file name, click “Save As” window in the upper right corner of the “Tools” button in the pop-up menu, select “security options” command to open the “Security” window, where we can set the “password to open the file” and “password to modify” and the two do not suggest that you set the same password content.

If the file does not preserve the initial password, then it does not matter, we only need to open the “Tools” menu under the “Options” command, will open the “Options” window to switch to the “Security” tab, where you can set the same password to open and modify the permissions.

For the user password to open, then open the protected document, the document is read-only attribute, if modified, then save only for name will not affect the contents of the original document; if the user password to modify, it is a document that has the right to full control.

Second, to prevent exposure of the document attribute information

Even if we document is encrypted, but it certainly can not guarantee security. Because when we set up the document if the contents of the document to enter, and then save, then in the document properties “Summary” tab to display some personal information. In this regard, we only need to open Explorer the attributes of the document window to switch to the “Summary” tab, and then the title, subject, author, Remarks to delete all such information, or fill in some of the content does not matter.

Secondly, we can also open the document directly in the “Tools” menu under the “Options” command, and then in the “Security” tab in the “privacy options” under the “from file properties on save to delete personal information” of can be selected.

Third, the protection of documents

In word 2003 in return has provided us with a “protect document” a practical tool, the tool can help limit the illegal users of the format and content of the document be modified.

To start the document protection, only need to open the document, and then click the “Tools” menu, select the “Protect Document”, this will be the right side of the edit window in the current more than a “protection of the document” Regional Editor. In the region were divided into three parts: the first part of which “format restriction” was to prevent unauthorized users to modify the format of the document, we only need to select the “restrictions on selected styles to format” option, and then Click the “Settings” button in the pop-up “format restriction” window to set up users to modify the format of the prohibition of the type, such as font, size, format, etc.; the second part is the “Edit limits”, which can prevent other people can modify a document content, select “only allow for such in the document editor”, and then in the drop-down menu, select the user can carry out the operation, such as “Comment”, so that others can avoid free to modify the content of the original document and can only add or modify the content of the endorsement.

Do a good job to protect the contents of the two above, we only need to click the third part of “Yes, to start a mandatory protection” button, so that the settings window will pop up a password, set up a password protection, so that in the absence of the premise of the password file will be in the protection of the state. If you want to modify a document, only need to re-open the “Tools” menu, select “Cancel file protection” command in the pop-up window to enter the default password.

Fourth, to prevent others peeping

In addition to prevent others peeping encryption protection described above, we can also use some more clever way. Because the password, others can make use of specialized tools to break the break, while another thought it possible to encrypt the surprise effect of the Kai.

Open the “Edit” menu, select “Select All” command to select all files, and then all set to “white”, so as a result of the document background color is white, others are only open to see a blank space that it is only a blank document. Of course, in order to improve security, we can insert in the document images are not related, so that those who will not act because the changes in the volume document the suspicion.

Of course, this method is the operation of surprise, in order to enhance the safety of its operation, we can also do this method is basically a number of changes.

Open the “Tools” menu, select “Macro” under the “Record New Macro”, in the open window click the “assigned to the macro,” the “keyboard” button and set the mouse to open the window “please click the new shortcut key “, press a designated keyboard shortcut keys, for example, Ctrl +1, and then click the” designated “button to add it to” Current shortcut key “list, click” Close “button to return to the main window, the document All set to white, well after the macro recording toolbar click the “Stop Recording” button.

Others do not know that we set the shortcut keys will not be able to successfully modify the color of the document, and we want to modify their own, they only need to modify settings before pressing the shortcut button.

In addition, in order to improve security, it is recommended the abolition of all paragraphs in the document ID. Its method is to open the “Tools” menu under the “Options” command in “View” tab to eliminate the “formatting tags” under the “Paragraph marks” items can be.

V. Macro Security

In order to prevent macro viruses cause against a document, it is necessary to provide warning of the macro virus protection.

Open the “Tools” menu, select “Macro” sub-menu of “security” command, where we can assign a security level. At least suggest that you use high-level, do not use low-level.

Sixth, to prevent accidental damage loss

Provide protection for office documents, not just work hard in confidence, in addition we must also deal with some unforeseen circumstances, such as documents damaged or lost power.

For these unforeseen circumstances, as long as we do in advance to prevent the same loss can be reduced to the lowest point. Open the “Tools” menu under the “Options” command, switch to the “Save” tab, first select “backup reservations” and “Allow background saves” option two, so that we preserve the original documents at the same time, the program will automatically WBK to generate a backup file name suffix; followed in order to guard against power outages, crashes and other accidents from happening, we also need to “Save” tab, select “Auto-save time interval”, at the same time to set up a time interval. Even if such documents do not keep records of accidents, but also not have to worry about the loss of content.

Rational use of the above methods, I believe you will be able to guarantee the security of documents.