Create a Word document that restricts users to edit only a portion of the document and to use only restricted styles.
What I wanted to do:
- I wanted a document so simple that users without a lot of Word experience could work with it.
- I wanted to create a Word 2007 document that another group would use as a template to create training guides.
- I didn't want them using or creating their own styles.
- I did not want them to manually edit the document's title page or headers and footers.
- I wanted them to be able to change the document title and subtitle.
What I wanted to avoid:
- I wanted to avoid use of section breaks, although it wasn't a requirement.
- I did not want to create a template file because most of the users would not have that degree of understanding of Word.
Here's how I did it:
- Start with a blank document.
- Set the margins and save it as a Word 2007 DOCX file.
- Create the various styles for use in the document. Optionally, you can use Word's style organizer to copy styles from an existing document.
- Add the template components, such as title page, copyright info., and copy and paste items such as special table formats, etc. that you want available to users.
- On the title page, click where you want the document title to go.
- From the Insert ribbon, click Quick Parts and Document Property Title to set the title.
- Repeat steps 5 and 6 for the subtitle, which uses the Subject field.
Note: You can access Document Properties via Office button>Prepare>Properties, where you can include initial vales, as shown below.
- From the Developer tab, click Protect Document and then Restrict Formatting and Editing.
- From the Restrict Formatting and Editing pane, click Settings.
The Formatting Restrictions dialog box appears.
- Click to insert a check mark beside Limit formatting to a selection of styles.
- Select the styles to be allowed, and click OK.
- Turn on the display of paragraphs marks in the document.
- Select the region of the document you want users to be able to edit. Be sure to select the first and last paragraph marks you want users to edit.
- Select the settings in the Restrict Formatting and Editing pane as shown.
- Click Yes, Start Enforcing Protection.
The Start Enforcing Protection dialog box appears.
- Enter and reenter an optional password and click OK.
- Save the document.