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Protecting Documents with Passwords

At times you may want to protect a document so that there is NO unauthorised reading and/or modification possible, and this is achieved by using password(s).

There are three (3) ways that passwords can be allocated to a document, these being:

     Password to Open

     Password to Modify

     Applying both options

Password to OPEN

When adding a ‘Password to Open’ to a document you are limiting any kind of access to the document by authorised computer users only, that is – if the password is NOT known the document CANNOT be opened.

 

NOTE:        BE VERY CAREFUL WHEN APPLYING THIS APPLICATION TO A DOCUMENT BECAUSE IF THE PASSWORD IS NOT KNOWN, THE DOCUMENT CANNOT BE OPENED.

Tips if using this application:

     If you don’t have a good memory WRITE the PASSWORD down

     If the document is being distributed to others, retain a master copy of the document that is NOT password protected.

 

Password to MODIFY

When adding a ‘Password to Modify’ to a document you are limiting access to what is commonly referred to as a ‘READ ONLY’ document, that is – the document details can be read but NOT modified in any way UNLESS the password is known.

 

NOTE:        THIS APPLICATION IS USUALLY RESERVED FOR OFFICE DISTRIBUTION OF OFFICE MEMORANDUM, AGENDAS, PRICELISTS, ETC.

IF USED IN CONJUNCTION WITH A ‘PASSWORD TO OPEN’ IT IS NORMAL PRACTICE TO USE A DIFFERENT PASSWORD FOR EACH APPLICATION

IF NOT USED IN CONJUNCTION WITH A ‘PASSWORD TO OPEN’ APPLICATION, THE DOCUMENT IS NOT ENCRYPTED AND IS THUS OPEN TO MALICIOUS USERS, THAT IS – PASSWORD CAN BE BROKEN BY THOSE WHO KNOW HOW (HACKERS)

How Do We Password Protect Our Documents?

To apply password protection to a document be it in MICROSOFT WORD or EXCEL, follow the steps shown below:

Step 1:

Clicking on          and selecting the  option.

Step 2:

Click the              button and choose the .           option, and you will be prompted with the following:

 

Step 3:

Enter the            ‘Password to Open’ and if  required enter the          ‘Password to Modify’ (maximum length for passwords is 15 alphanumeric characters).  On completion of password entry you will be prompted with the verification window as follows:

  re-enter the ‘Password to Open’ and click

If you also entered a ‘Password to Modify’ you will be prompted to re-enter that password

also , and click      then click