Restrict Editing in Microsoft Word Documents

Environment

Microsoft Word 365

Issue

How to prevent editing of Microsoft Word documents or how to limit editing to certain sections.

Resolution

In order to prevent editing of a Microsoft Word document, users can restrict editing for the entire file, or for certain sections.

1. With the document open, click on the Review tab.
2. Select Restrict Editing, which may be under the Protect menu.
3. This will open the Restrict Editing side panel.

Formatting Restrictions

• Formatting restrictions prevent users from adjusting the appearance of the document by applying different styles. This is best used when creating document templates that need to have a uniform appearance. For most users, this step can be skipped.

Editing Restrictions

• Editing restrictions prevent any users from editing the document. After checking this box, two additional options will be provided.
  • The first dropdown menu sets the type of edits that are permitted. No changes (read only) mean that users cannot make any edits to the document.
    • Track changes allows users to make changes, but they will show up as tracked edits, rather than as immediate changes to the document.
    • Comments allows users to only add comments to the document, without any other changes.
    • Filling in forms allows users to complete form fields that have been inserted into the document, but no other content.
  • The second option allows you to set exceptions.
    • If there are parts of a document that you want users to be able to edit or type in, highlight that section, then select the checkbox marked "Everyone." This will allow users to freely type or otherwise edit the document, but only in that section.
    • If you want to leave a blank space for users to type, go to a new line, hit space two times, highlight the blank section, and select the "Everyone" checkbox.
    • If you want to restrict editing to specific users, you can add their usernames by selecting the More users link.

1. Once you have set up the document for restricted editing, click the "Yes, Start Enforcing Protection" button.
   1. You can set a password to lock the document; it is recommend that you do not make the password something that could be easily guessed.
2. Click OK, and the document will be locked.
   1. As the document owner, you can unlock the document by returning to the Restrict Editing panel and clicking "Stop Protection" if you need to make edits to the document.

Additional Information

• Make a Document Read-Only in Word - Microsoft.com
• Password required to edit protected Microsoft Office files directly in Google Drive - Google Blog

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