WEBVTT
Kind: captions
Language: en

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Before you share an important document
with someone else, there are couple of

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things you can do to finalize and
protect it.

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You'll find everything you need in the
Backstage view.

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The Inspect Documents feature will let
you remove any hidden personal

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information that's stored in the file. It
also checks for document elements that

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you generally don't want in a final
draft; for example, tracked changes that

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you forgot to accept or reject. Some of
the changes from the inspector can't be

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undone so it's a good idea to save an
extra copy before you continue.

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When you're ready go ahead and click
Check for Issues

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Choose Inspect Document from the menu

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then click Inspect in the dialog box.

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The results will appear with an
exclamation mark next to anything that

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may contain sensitive information.

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In this example, it looks like there are
some hidden document properties and

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personal info and also some comments
that I forgot to do we which can happen

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when Show Markup for tracked changes is turned off. 
I definitely don't want these things

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in the final draft so I'm going to take
this opportunity to remove them.

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Click the button to the right that says
Remove All

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and Word will erase the data instantly.

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I'm also going to remove the personal
information the inspector found because

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the people and sharing with just don't
really need access to that.

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When you're done, click the Close button.

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Now that our document has been finalized,  we can protected to prevent people from

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making any further changes. This step is
optional but it's a great way to control

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who's allowed to view or edit your work.

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All you have to do is click the Protect
Document command and make a selection

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from the menu. Some of these options
offer a high level of protection such as

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Encrypt with Password, which is good for
really important or sensitive documents.

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If you don't need that much security
though you might want to consider one of

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the other options.

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In this case I'm going to choose Mark as Final,  which will make the document read-only.

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This will discourage people from making
any more changes to the file and also

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let them know that this is the final draft.

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Once you make your selection, click OK to
confirm,

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then OK again,

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and and the setting will be applied. Now whenever someone opens the file

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they'll see this little bar at the top
of the window and they won't be able to

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type or delete anything.

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Now if they do need to make changes they can just click the button that says

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Edit Anyway

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In short, this option doesn't
provide any actual security for your

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document, but it's a good way to keep
people from changing or deleting

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something by accident.

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OK, so now you know some ways to finalize and protect your documents before

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sending them out to others