Microsoft 365: Restrict Editing in Word Documents

Environment

Microsoft 365, Word

Issue

How do I prevent editing or limit editing to certain sections of Microsoft Word documents?

Resolution

To prevent editing in a Microsoft Word document, you can restrict editing for the entire file or specific sections.

1. Open the Microsoft Word document.
2. Click the Review tab in the top toolbar.
3. Select Restrict Editing, which may be under the Protect menu. This will open the Restrict Editing side panel.

Formatting Restrictions

Formatting restrictions prevent individuals from changing the document's appearance by applying different styles. Use this when creating document templates that need a uniform appearance. Most people can skip this step.

Editing Restrictions

• Editing restrictions prevent individuals from editing the document. After you check the Restrict Editing box, two additional options appear:
  • The first drop-down menu sets the type of edits that are permitted.
    • No changes (read-only) means that individuals cannot make any edits to the document.
    • Track changes lets individuals make changes, but they appear as tracked edits rather than immediate changes to the document.
    • Comments allow individuals to add comments to the document only, without making other changes.
    • Filling in forms lets individuals complete form fields inserted into the document, but nothing else.
  • The second option allows you to set exceptions.
    • If you want individuals to edit or type in parts of a document, highlight that section, then check the Everyone box. This lets individuals type or otherwise edit the document, but only in that section.
    • If you want to leave a blank space for individuals to type, go to a new line, press the SPACE bar twice, highlight the blank section, and check the Everyone box.
    • If you want to restrict editing to specific individuals, you can add their email addresses by clicking the More users link.

1. Click the Yes, Start Enforcing Protection button after you have set up the document for restricted editing.
   • You can set a password to lock the document. It is recommended that you do not choose a password that could be easily guessed.
2. Click OK to lock the document.
   • As the document owner, you can unlock the document by returning to the Restrict Editing panel and clicking Stop Protection if you need to edit the document.

Additional Information

• Microsoft Support | Make a Document Read-Only in Word
• Google Help Center | Edit an Office file directly in Docs, Sheets, or Slides

Need additional information or assistance? Contact the ITS Service Center.