Protect Your Sensitive Word, Excel and PowerPoint Files

 

by Rey Leclerc

 
Web AuditNet

 

The security of sensitive files is very important.   You can protect your Microsoft Office files, including files for Word, Excel, and PowerPoint.

 

Self-storage of your files

Computer files are stored in a folder on a disk drive on a server or computer. Each component has its own name and security settings, which can be confusing if you're not sure where a file is saved on the computer (or server), on the drive, or in a folder structure.

 

Why you need to secure individual files  

Even with the security enforced by  Systems Department for servers, drives, and folders, you still need to ensure the security of your own files. For example, say that you have secured a client's legal document by ensuring that only the appropriate people in the company have permission to access the folder where your document is stored. However, at the client's request, you send the document by e-mail to a third party. Because it no longer resides on the company’s server, the document is no longer secure and you or IBT could be held accountable for any security breaches.

 

To remedy this situation, you must secure the document, spreadsheet, or presentation files themselves. Securing a file involves setting properties that are stored within the file itself so that the security settings always travel with the files.

 

Protecting Microsoft Office files

It's easy to protect documents in Word, Excel, and PowerPoint. The level of protection available for each of these programs varies depending on the type of files involved.

 

To protect a Word document

Protecting Word documents from unauthorized changes is easy. Follow these steps:

1.      On the Tools menu, click Protect Document. The Protect Document task pane opens.   The pane is divided into three sections:

·         Formatting restrictions - This option limits users to a pre-selected set of formatting styles. You may not need to change the settings in this section because selecting this option prevents users only from modifying the document's formatting.

·         Editing restrictions   Select this option to limit users' ability to modify the document.

·         Start enforcement   Select this option to begin protecting the file based on the formatting and modification restrictions you choose.

2.      Click Allow only this type of editing in the document.

3.      Select from the following options that appear in the list box:

·         Tracked changes - Select this option to allow users to make tracked changes to the document.

·         Comments - Select this option to allow users to make comments in the document but to prohibit users from changing the document.

·         Filling in forms - Select this option to allow users to enter values only in form fields.

·         No changes - Select this option to prohibit anyone from making changes to the document unless they know the password to unprotect the document.  This is the default option. 

·         If you selected Comments or No changes, you can specify exceptions so that specific people can modify designated parts of the document.

To allow exceptions to modification restrictions 

1.      Select the parts of the document that you want to allow people to modify.

2.      Click the group of people who you want to allow to modify the document.

3.      If you don't see a group or user that you want to allow to modify the file, click More users.

4.      Type the user's logon ID or e-mail address, and click OK.

5.      Click Yes, Start Enforcing Protection. The Start Enforcing Protection dialog box appears.

6.      Select either Password or User authentication for the method of protection. If you select Password and enter a known password, a user must enter the password before protection can be removed. If you select User authentication, authenticated users can remove document protection.  Note:  An authenticated user is one who successfully logs on to his or her computer or to the network that is attached to the computer.

7.      Click OK.

 

To unprotect a Word document

  1. On the Tools menu, click Unprotect Document.
  2. Type the password for the document.

 

To protect an Excel spreadsheet

In Excel, you can protect the following:

  • An entire worksheet
  • Ranges of cells
  • A workbook and all of its worksheets

To protect a worksheet:

1.      Select the worksheet.

2.      On the Tools menu, point to Protection, and click Protect Sheet. The Protect Sheet dialog box appears.

3.      Type a password, which is necessary to unprotect the worksheet, in the Password to unprotect sheet box.

4.      If you want to allow all users of the worksheet to perform actions in the worksheet when it is locked, select from the options shown in the following table.

 

Protect Sheet dialog box options

Description

Select locked cells

Allows a user to select a cell that is locked. A locked cell prevents unauthorized users from changing the value or formatting of a cell when it is protected. This option is selected by default. See the note that follows table.

Select unlocked cells

Allows a user to select a cell that is not locked. This option is selected by default. See the note that follows table.

Format cells

Allows a user to change the formatting (for example, font, color, or alignment) of a cell.

Format columns

Allows a user to change the formatting of a column of cells.

Format rows

Allows a user to change the formatting of a row of cells.

Insert columns

Allows a user to insert a column into a worksheet.

Insert rows

Allows a user to insert a row into a worksheet.

Insert hyperlinks

Allows a user to insert a hyperlink into a cell.

Delete columns

Allows a user to delete a column from a worksheet.

Delete rows

Allows a user to delete a row from a worksheet.

Sort

Allows a user to sort data in a worksheet by using the Sort command on the Data menu.

Use AutoFilter

Allows a user to use the AutoFilter command, which allows a user to limit the data displayed by populating a list of distinct values of data in a range.

Use PivotTable reports

Allows a user to run reports by using the PivotTable feature.

Edit objects

Allows a user to modify objects such as images.

Edit scenarios

Allows a user to modify what-if scenarios.

 

Note:  Because by default you can select locked and unlocked cells, the default is set to allow users to select any cell. If a spreadsheet is unlocked by using a password, then a user can perform any action. Therefore, the options that you select in the Protect Sheet dialog box apply to a sheet that is still protected.

5.                  Click OK to protect your worksheet.

 

To unprotect an Excel spreadsheet

1.                  On the Tools menu, point to Protection, and click Unprotect Sheet.

2.                  Type the password for the worksheet.

 

To protect a PowerPoint presentation

In PowerPoint, you can protect a presentation in one of two ways: protect it from being opened or protect it from being modified.

1.      On the Tools menu, click Options.

2.      Click the Security tab.

3.      To require a password for a user to open the PowerPoint presentation, type a password in the Password to open box.

4.      To require a password for a user to modify the PowerPoint 2003 presentation, type a password in the Password to modify box.

5.      Click OK.

6.      Type any passwords that you changed.

 

To unprotect a PowerPoint presentation

  1. On the Tools menu, click Options.
  2. Type the password or passwords for the presentation.

 

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