WEBVTT Kind: captions Language: en 00:00:11.300 --> 00:00:14.940 Before you share an important document with colleagues or clients, there are a couple 00:00:14.940 --> 00:00:17.890 things you can do to finalize and protect it. 00:00:17.890 --> 00:00:23.430 You'll find everything you need in the backstage view… under Protect Document and Inspect 00:00:23.430 --> 00:00:25.930 Document. 00:00:25.930 --> 00:00:29.800 Inspect Document will let you remove any hidden personal information that's stored in the 00:00:29.800 --> 00:00:31.329 file itself. 00:00:31.329 --> 00:00:35.640 It'll also check for document elements that you generally don't want in the final draft; 00:00:35.640 --> 00:00:40.280 for example, tracked changes that you forgot to accept or reject. 00:00:40.280 --> 00:00:44.219 Some of the changes from the inspector can't be undone, so it's a good idea to save an 00:00:44.219 --> 00:00:46.829 extra copy before you continue. 00:00:46.829 --> 00:00:51.920 When you're ready, go ahead and click Check for Issues… choose Inspect Document from 00:00:51.920 --> 00:00:58.370 the menu… then click Inspect in the dialog box. 00:00:58.370 --> 00:01:02.480 The results will appear with an exclamation mark next to anything that may contain sensitive 00:01:02.480 --> 00:01:04.070 information. 00:01:04.070 --> 00:01:09.000 In this example, it looks like there are some hidden document properties and personal info, 00:01:09.000 --> 00:01:13.710 and also some comments that I forgot to delete (which can happen when markup is turned off). 00:01:13.710 --> 00:01:18.620 I definitely don't want these in the final draft, so I'm going to take this opportunity 00:01:18.620 --> 00:01:19.760 remove them. 00:01:19.760 --> 00:01:24.910 Just click the button to the right that says Remove All… and Word will erase the data 00:01:24.910 --> 00:01:26.110 instantly. 00:01:26.110 --> 00:01:30.320 I'm also going to remove the personal information the inspector found, because the people I'm 00:01:30.320 --> 00:01:38.040 sharing the document with don't really need access to it. 00:01:38.040 --> 00:01:42.380 Now that our document has been finalized, we can protect it to prevent people from making 00:01:42.380 --> 00:01:44.430 any further changes. 00:01:44.430 --> 00:01:48.290 This step is optional, but it's a great way to control who's allowed to view or edit your 00:01:48.290 --> 00:01:49.610 work. 00:01:49.610 --> 00:01:56.040 All you have to do is click the Protect Document command… and make a selection from the menu. 00:01:56.040 --> 00:02:00.570 Some of these options offer a high level of protection, such as Encrypt with Password, 00:02:00.570 --> 00:02:03.720 which is good for really important or sensitive documents. 00:02:03.720 --> 00:02:07.470 If you don't need that much security, though, you might want to consider one of the other 00:02:07.470 --> 00:02:08.930 options. 00:02:08.930 --> 00:02:14.170 In this case, I'm going to choose Mark as Final, which will make the document read-only. 00:02:14.170 --> 00:02:17.930 This will discourage people from making any more changes to the file, and also let them 00:02:17.930 --> 00:02:21.840 know this is the final draft. 00:02:21.840 --> 00:02:28.660 Once you make your selection, click OK to confirm… then OK again… and the protection 00:02:28.660 --> 00:02:31.000 will be applied. 00:02:31.000 --> 00:02:35.190 Now when somebody opens the file, they'll see this little bar at the top of the window, 00:02:35.190 --> 00:02:37.920 and they won't be able to type or delete anything. 00:02:37.920 --> 00:02:43.430 If they do need to make changes, they can click the button that says Edit Anyway. 00:02:43.430 --> 00:02:47.820 In short, this option doesn't provide any actual security for your document; however, 00:02:47.820 --> 00:02:53.890 it's a good way to keep people from changing or deleting something by accident. 00:02:53.890 --> 00:02:58.290 Now you know how to finalize and protect your documents using the features in the backstage 00:02:58.290 --> 00:02:58.840 view.