Copyright Goodheart-Willcox Co., Inc.
142 Introduction to Microsoft Offi fice
saved as read-only. Read-only means the fi le can be opened and viewed, fi
but cannot be changed. Making a document read-only prevents changes to
the fi le, but does not prevent someone from saving a copy under a different fi
name. The original fi le will remain intact, but the copy can be edited. fi
To save a Microsoft Word document as read-only, click
Review
Protect Restrict Editing
in the ribbon. The
Restrict Editing
pane is
displayed on the right-hand side of the screen, as shown in Figure 4-22. In
the
Editing restrictions
area of the panel, check the
Allow only this type of
editing in the document:
check box, and click
No change (Read-only)
in the
drop-down list. Finally, click the
Yes, Start Enforcing Protection
button in
the
Start enforcement
area of the pane. A Microsoft Excel spreadsheet can
be similarly set as read-only, but there are different options.
File Metadata
Metadata are details about a file that describe or identify it. Metadata
are also known as document properties. Metadata include features such
as the document author’s name, subject, file size, date the file was created
or updated, and any keywords set up by the user. When a file is selected
in Windows File Explorer, the metadata from that file may be displayed at
the bottom of the window. Metadata are also used by databases, such as a
Microsoft Access database. In this application, metadata are details about
a database entry.
To view the metadata in any Microsoft Office file, click the
File
tab
in the ribbon and then Info. The metadata will be displayed on the right-
hand side of the backstage view.
Removing metadata is easy in Microsoft Office. Click the
Check for
Issues
button in the
Info
backstage view, and then click
Inspect Document
in the drop-down menu. The
Document Inspector
dialog box is displayed
in which you can choose which metadata to look for in the document. If
any of the selected metadata are found, you are given the opportunity to
remove the metadata. When the file is saved again, these properties will
no longer be included in the file.
GS5
Key Applications
4.4
Excel
1.5.6
PowerPoint
5.2.2
Word
1.5.4
Check to restrict
the document
Select the type
of restriction
Click to begin
enforcement
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Figure 4-22. A document can be restricted so no changes can be made to it.