Tag Archives: research

I recently wrote about retaining your headers across multiple pages in a Word document. This post will tell you how to make your header rows (or columns) in Excel 2007 and Excel 2010 print on multiple pages when you print them out.

What is the header row in Excel?

The header row is the row in a spreadsheet that contains the headings for all of the columns in your spreadsheet. It’s usually Row 1, or maybe a few rows at the top of the spreadsheet.

(If your columns have headings in Column A instead or as well as your rows, you can use all of the stages in this post but choosing the columns option where appropriate, or both.)

Why would I want my header rows to print out on multiple pages?

If you’ve got a complicated spreadsheet that you want to print out in a report, as a handout, or as a pdf, it’s useful to have the header row show on every page. When you’re using Excel itself, you can freeze the rows and/or columns so you can see them as you scroll down. But this doesn’t carry over to the printout.

How do I check if my header row will be printed on every page?

To check what the printout will look like, you need to change from the standard Normal view of your document (see the first image in this post) to the Page Layout view.

To do this, choose the View tab, then the Workbook Views section and press the Page Layout button. Your view will change to what the document will look like on the page (this is also where you add headers and footers to an Excel document – more on that another time)

If we scroll down to the second page of our document in this view, we can see that the second page just starts with the next line of the spreadsheet – not very useful if you want to be able to see the headings at the top of each page:

How do I make the heading row print at the top of every page?

Staying in the Print Layout view, choose the Page Layout tab and look at the Page Setup section. In the bottom right corner, you’ll find a little arrow. Click on the arrow to access the Page Setup menu:

The Page Setup menu will default to showing you the Page tab. Click on the Sheet tab at the extreme right:

At last we’re in the Sheet menu. This is where you can choose the print area, titles, gridlines, quality, etc., but what we’re interested in is Rows to repeat at top (and/or Columns to repeat at left, if you have either or both of these):

Now, how do you tell Excel which row you want to print at the top of every page? I got a bit flummoxed by this at first, I have to admit. Here’s how you do it:

Make sure your cursor is in the appropriate input box – in this case I have left-clicked with the mouse in Rows to repeat at top.

Then click with the mouse on the far left of the row you want to select. Can you see the dotted line round it on the image below? That means that it’s been selected. If you just click on one row, $1-$1 will appear in the text entry box. If you highlight more than one row, it will read $1-$2, etc.

If you want to make sure that a heading column appears on every page of your printout, make sure the cursor is in the Columns to repeat at left box and click above the column you want to choose. You can choose a row(s) and a column(s) if you want to!

Once you’ve clicked on OK, you can scroll down in Page Layout view to see the top of the second page. There are the headings, ready to print on every page! You can change back to Normal view: the instructions that you’ve given Excel here will stay the same.

We’ve learned how to make sure that your heading row (or column) prints on every page of your printout when you’re printing out your Excel 2007 or Excel 2010 document.

If you’ve enjoyed this post, please do share it using the buttons below!

Related posts:

Freezing rows and columns in Excel

How do I keep my table headings over multiple pages in a Word document?

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Microsoft Office in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Excel currently in use – Excel 2007 and Excel 2010,  for PC. Mac compatible versions of Excel should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

If you have got a table that extends over several pages in a Word document, it’s useful to be able to repeat the header row at the top of each page automatically, so that it stays there no matter what you change in the table itself. This article shows you how to do that in Word 2007 and Word 2010 (we use the same procedure for both)

Why would I want to repeat my header row on multiple pages?

If you’re presenting a table which contains fairly self-explanatory information, for example, name, surname, book title, year, then you probably don’t need to repeat the heading row, even if the table runs across more than one page. But if you think that the person who will consult the table will need to keep reminding themselves about what the different columns contain, it’s useful to add the header row at the top of each page.

Doing this automatically rather than manually inserting a new row into each page of the table ensures that however much the table changes, the header row will stay at the top of each page.

How do I repeat the header row in Word?

We’re going to use the example of a list of books I have read. Here’s the table:

Now, this is a long list, and it goes over more than one page. OK, it’s fairly self-explanatory, but I might forget what the Acquired and Read headers are.

At the moment, when the table goes onto the next page of the document, the table just carries on, with no  header rows on the second and third pages:

Please NOTE that we’re in Print Layout view on the View menu at the moment: when we repeat the headers, the repeat is only visible in Print Layout or Print Preview, both of which show you what your document will look like when it’s printed. Word defaults to Print Layout view, but check, just in case:

Select the header row of your table so that you can tell Word that this is the header row by left-clicking with your cursor to the left-hand side of that row:

Now, because you’ve got a table in your document, Word will have added the Table menu tabs to your ribbon. There are two: Layout and Design. Choose the Layout tab. Find the Repeat Header Rows button:

Click on the Repeat Header Rows button. Like magic, if you scroll down the page, you will now see that your header row is repeated!

Note: if you don’t have a row selected, the Repeat Header Row button will be greyed out and you can’t press it.

Here’s the magical thing: you can of course do this manually by inserting a row at the top of each page of your table. But then, if you move the text of the table around or resize it, you risk your manual header row not being the top row of your page.

Using the automatic function means that, whatever you do to your table, the top row of a new page will always be the header row (UNLESS you force a manual page break).

Here, I’ve changed the text size to make it larger. You can see that the first entry on the second page is no longer Coleridge, but the header row is still in place:

How do I repeat multiple header rows in Word?

You can display multiple header rows in Word in the same way. Make sure that you highlight BOTH rows that you want to repeat, and press the Repeat Header Rows button as before:

And there you go: the first two lines of the table repeat on each page:

How to repeat header rows in Word 2003

In Word 2003, you will need to use menus rather than the ribbon.

Highlight the header row of your table.

Select the Table menu and click Heading Rows Repeat.

———–

Today we’ve learned how to make the header rows repeat in a Word document. This is part of a series on Tables which I’ll be writing and publishing over the next few weeks.

Related posts:

Tables 1 – how to create a table

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

In this article, we’re talking about the Portrait and Landscape orientations in Word and Excel, what they are, why you might want to use each one, and how to swap between them.

What are Portrait and Landscape?

Portrait and Landscape are the terms used for the orientation of the page in applications that deal with pages, such as Word and Excel. Orientation means the relative position of the page when you’re looking at it:

Portrait means that the page has the shorter sides at top and bottom. Think of a portrait in a gallery or museum. They are usually this way round. Landscape means that the page has the shorter sides on the left and right. Again, think of an art gallery. Which way round are views painted of the landscape? Exactly.

Why would I want to use the landscape orientation?

Word and Excel documents default to being in the portrait orientation. That’s the format of most books, reports, folders, etc. But landscape can be very useful if …

In Word

• Your layout is such that it comes out wider than it’s high – maybe a poster or a sign to put up in your office or building
• You have a wide table to insert into the document with lots of columns and it gets too squashed up and hard to read if you try to fit it onto a standard portrait A4 page
• You have a diagram to insert into the document that’s wider than it’s high
• You have a picture to insert into the document that’s wider than it’s high

In the last three incidences, you might only want one page of the document to appear in landscape. That’s easily done, and you can find out how to have portrait and landscape in one document here.

In Excel:

• Your spreadsheet is too wide to fit comfortably onto a portrait A4 page

How do you change between Portrait and Landscape in Word 2007 and Word 2010?

You swap between Portrait and Landscape using the Orientation menu in Word. This can be found in the Page Layout tab, in the Page Setup section:

Press the Orientation button (or the little arrow at the bottom) to access the menu:

Choose your orientation, and the whole document will change to that orientation, unless you’re only changing one section (see below)

How do you change one page in Word to be in Landscape?

To change one page in Word to be in Landscape, you need to set Section Breaks first, so that Word knows which pages you want to change. See this post on Section Breaks for instructions on how to do this and change just one page or section.

How do you change between Portrait and Landscape in Excel 2007 and Excel 2010?

Changing the orientation in Excel works in exactly the same way as doing it in Word. Find the Orientation menu by going into the Page Layout tab and Page Setup section:

Then press the Orientation button to make your selection.

How do you change between Portrait and Landscape when you’re printing?

Sometimes you don’t realise that you need to print your document in Landscape rather than Portrait (it’s usually this way around, I find) until you have printed out one copy and find that your lovely picture or table falls off the edge of the page.

You can change the orientation of the printing while printing – however, the orientation of your original document will NOT change if you use this method, and if you want it to change to Landscape permanently, you will need to go back and follow the instructions I give above.

If you want to change the orientation of your printing (in Word or Excel or when you’re printing off a web page or a map or anything!) …

First, select the Print option. When the Print dialogue box comes up, click the Properties button:

You will usually then be given a screen something like this which will have a Features tab:

Find choice buttons for Portrait / Landscape, select the one you want, and OK, and then your printout will be in that orientation.

—————–

In this article we have learned what the portrait and landscape orientations are, why they are useful, how to change them in Word and Excel and how to change orientation when you are printing.

If you have enjoyed this post, please share the link using the buttons below or sharing the Facebook, Twitter or LinkedIn alert that you followed to get here!

Other useful posts: Section breaks in Word

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007 and Word 2010, for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

In this article, I’m going to tell you all about using the split screen view in Word, including why you would use it, how to use it, and how to stop using it. I’ve also added an alternative way to get the split screen view, which explains the problem: “help! I’ve got a split screen and I don’t know how I got it!”

What does split screen mean?

If you split the screen in Word, it means that you can see two parts of the same document in the same window, allowing you to scroll through both parts independently or keep one section on screen at all times. It’s a bit like splitting panes in Excel, although you can only do it horizontally.

Why would I want to split the screen in Word?

It’s often useful to be able to see two sections of a document at one time, without having to open two copies of the document (if you do that, one will be read-only and you can’t make amendments to it). Some examples of why split screen view is useful:

• You are creating a large table and want to be able to see your column headings all of the time (this is similar to the use of Freeze Panes in Excel)
• You’re creating a lesson plan and you want to look at the plan and notes at the same time.
• You’re checking that a contents page includes the correct titles and page numbers and you don’t want to keep whizzing back and forth through the document.
• You’ve written an introduction to a chapter and want to make sure that it refers to all of the content in that chapter.
• You’re working on some worked examples in a textbook and you want to check the answers at the end of the document

In this worked example, I want to review the text in the February chapter of my book to make sure that the content within it is reflected in the introduction to the chapter. I want to keep the introduction (circled in red) visible on the screen while I scroll through the rest of the chapter.

How do I make the screen split in Word 2007 and Word 2010?

This is another example where Word 2007 and Word 2010 operate in exactly the same way.

The Split button can be found in the View tab, in the Window section:

Once you press this Split button, the screen will automatically split into two. Initially, a grey line will appear – this is a guide line that you can move and position as you wish:

Once you’ve positioned the screen split (it can go anywhere horizontally on the page), it turns into a second ruler:

Your screen is now split and ready to use.

You can scroll up and down both halves of the screen, although usually you will want to keep the top half still and just move the bottom. Here, I’ve scrolled down to the bottom of the essay on tea to see what comes next:

The scroll bars on the right hand side will remind you of your position in each part of the document.

Remember that you must have your cursor in the half of the screen that you wish to scroll!

How do I cancel Split Screen view?

You can revert to a single viewing pane at any time by pressing the Remove Split button (which was the Split button):

Your document will return to single pane view – starting at the top point of your upper pane:

Using the Split Screen button

You can also use a tiny button on the top right of the screen to split your screen (and you can use this in any Microsoft Office application). I didn’t realise this until I was trying to sort out a problem for someone who had got stuck with split screen and couldn’t make it go away – I couldn’t work out how he’d got a split screen without choosing those particular menu items above. Now I know.

In the top right of your Word screen, you’ll find a tiny button like a letterbox, just above a bigger button:

Here it is in close-up:

Left-click on this button and the cursor will change to having two horizontal lines. Drag the cursor down, holding the left mouse button down, and the grey line will follow, just as with the other method.

Return it by clicking, keeping the mouse button down and moving the split line up to the top of the screen.

You can mix and match these ways of adding and removing the screen split, so if you start one way, you can remove it in the other way.

So, if you’ve got a split screen and you don’t know why, you probably clicked on that little button by accident, and you can remove it in one of two ways: go into View and Remove Split or click on the split bar and move it up to the top of the screen.

In this article, we’ve learned about splitting the screen in Word, why we might want to do that, how we do it, and how to return to standard view.

If you have enjoyed this post, please share the link!

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007 and Word 2010, for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

Today we’re going to be talking about adding section breaks in Word documents.

Why would I want to add a section break?

Section breaks are used if you want to have different formatting in different parts of your document. For example, you might want to …

• have your page numbering in Roman numerals for part of your document and Arabic numerals in the rest of it
• have some pages in portrait and some in landscape (for example if you’re including wide tables or images in your document)
• include watermarks for branding or protection in parts of your document but not other parts
• have different headers and footers associated with different parts of your document

Basically, if you want to change parts of your headers, footers, background or page layout for parts of your document only, you will need to divide up those parts using Section Breaks.

We’re going to use a document where one page should be in portrait and one in landscape for demonstration purposes.

What happens if you don’t use Section Breaks?

In this example, we want Page 1 to be in portrait and Page 2 to be in landscape orientation.

If you don’t enter any section breaks, even if you have your cursor on Page 2, changing its orientation to landscape …

… will change the orientation of Page 1, too:

Where is the Section Break menu in Word 2007 and Word 2010?

The good news is that the Section Breaks menu is exactly the same in Word 2007 and 2010.

Go into the Page Layout tab, and you will find the Breaks menu in the Page Setup area:

Note that you can apply Section Breaks to automatically happen continuously and on every odd or even page. I’ve never needed to do that: what I have done many times is insert a section break and start the next section on a new page.

How do I insert a Section Break into my document?

Make sure that your cursor is flashing where you want your Section Break to appear (i.e. at the end of your current section). Then select Section Break – Next Page:

Once you’ve done this, the section break will have been inserted at the point at which you had your cursor. But you can’t see it – it’s one of those hidden messages that is only displayed if you use the Paragraph Mark button (see this article for further information):

Once you’ve pressed the Paragraph Mark button, you will be able to view your section break:

If you look at your Header and Footer, you will see that they also show that Page 1 is part of Section 1, and Page 2 is part of Section 2:

This is a good way to check which parts of the document belong to which section.

What effect does inserting a Section Break have?

Now that your document is divided up into Sections, you can apply different formatting to different sections of the document. Page numbering is covered in this post, and in order to have Section 2 in landscape, all we need to do is make sure that the cursor is in Section 2, and select the landscape option:

Now that it has been separated off into Section 2, Page 2 will change to landscape, while Page 1, in Section 1, will stay in portrait orientation:

How do I add more sections to my document?

There is no limit to the amount of sections you add to a document, however, it’s worth keeping track of them and remembering that your formatting will need to be set individually for each section – if you’ve changed everything in Section 2 into landscape, if you add a new section, it will stay in landscape and you will need to change it back to portrait if that’s how you want it to orientate.

How do I delete a Section Break?

To delete a section break, simply turn on Paragraph Marks so you can see the section breaks (see above), put the cursor next to the break and press the Delete button on your keyboard.

—-

In this article you have learned about Section Breaks, what they are used for, how to apply them, and how to use them to change the page orientation in your document. If you’ve found it useful, please share!

Other useful posts:

Proper page breaks

Page numbering – how to have different page number formats in different parts of your document

Changing between Landscape and Portrait (to come)

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

As part of my series on protecting your document, which has looked at Applying Watermarks and Protecting Word 2010 Documents, today we’re going to look at the features for protecting your document offered by Word 2007.

Why would I want to protect a document?

We covered this in more detail in the post on Word 2010, but in summary, it’s useful to be able to protect your documents because …

• You can stop the wrong people from opening the document (including if you’re sending it via email etc.)
• You can stop the wrong people from editing the document (protecting what you’ve written and/or changed)

Where is the menu for protecting documents in Word 2007?

You will find the menu for protecting documents under the Start button at the extreme top left of your screen. Once you’ve clicked on the round button, you will see a menu starting with New, Open …

Click on Prepare and you are given a menu to do with preparing the document to be sent, protecting it, and editing its properties:

How do I add a password to a Word 2007 document?

The most simple way to protect a document is to add password protection. This means that no one without the password can open it (so if you email it to someone, it can’t be intercepted and opened, or people who aren’t meant to see confidential information can’t open a confidential document).

Go to the Encrypt Document entry on the menu and click on it:

You will then be asked to enter a password (twice). Do remember this, and remember to share it with anyone else who might be permitted to open and read it.

This is what happens when you or anyone else tries to open the file:

How do I make a Word 2007 document read-only?

Another way to protect your document from unwanted edits is to make it read-only. Of course, anyone can “save as” the document and make all the changes they want, but your original document, with its file name, is protected, and often people don’t realise that they can save as, anyway.

To do this, select the Mark as Final entry from the menu:

Now, when someone opens this document, they will be told that it is read-only and they cannot edit it.

How do I restrict editing in a Word 2007 document?

Another option is to restrict certain types of editing in your document.

Confusingly, this is in a different area of the menus to the rest of the protection features. You will need to go to the Review tab, then the Protect section, which consists of a single button marked Protect Document. Click on the button itself or, if you must, the little arrow at the bottom right of that button (this has exactly the same effect. Why did they add that little arrow? Who knows!) to bring up the menu:

Click on Restrict Formatting and Editing to be given a list of options: Formatting restrictions, Editing restrictions and Start enforcement:

Formatting restrictions

This option allows you to select what formatting other people can apply to the document (you will want to do this after you have done all your own formatting to make sure that you can do what you want to do). Click on the tick box and then Settings to choose what formatting can be changed:

You are given a dialogue box with lots of different options. Note that you can allow the AutoFormat to override the formatting restrictions if you want to. But this is where you can choose what can be amended and what cannot be amended. This is particularly useful if you want to ensure that the Headings Styles that you’ve carefully set up will stay the same in the document.

Editing restrictions

You can edit what changes other users can make to your document in terms of textual changes, too. Have a look at the Editing restrictions section, tick the tick-box, and drop down the menu to see the options:

Editing restrictions allow you to choose whether the document becomes Read only or will allow tracked changed editing only or adding comments or filling in forms. Some of my clients make the documents that they send me tracked changes only so they can see exactly what I change in their documents. It’s a good way to remind people to keep Track Changes on if you’re working together collaboratively. Filling in forms is useful if you want people to fill in your form but not change the actual form.

Restricting editors

It is possible to restrict the ability to make changes to certain people if you’re working in a multi-user, networked environment:

These permissions can be restricted to individual editors; however, see the next section for details on this option, as it needs to run alongside other network options that you may or may not be using..

Start enforcement

When you want to put these restriction in place, click on the Start enforcement button that appeared as soon as you click or change anything:

How do I add individual editing permissions to a Word 2007 document?

The Restrict Permission part of the original menu we’ve been talking about, under the top left button and Prepare, allows you to add individual editing permissions to your document (this can also be accessed in the Review – Protect menu as discussed in the section above):

This is a Windows option that allows you to set permissions for different people, and is usually used within an organisation. You need to use Microsoft’s Information Rights Management Service alongside it and be signed up to Windows Live. The message that comes up if you click Restricted Access or Manage Credentials explains in more detail:

Most larger organisations have rights management systems that inform their procedures and file/drive setups, and these will usually allow you to set permissions and protect your document in that way. As this is outside the scope of this article: you will need to talk to your administrator or  IT support department.

But this option is here for you to use, and can be done if you have the relevant signups.

Be careful: Contact IT or your systems administrator before signing  up for something that can affect access to documents on a shared organisational system.

How do I add a digital signature to a Word 2007 document?

Adding a digital signature to a Word document can protect it to an extent and mark it as yours, plus an increasing number of companies request this if they’re signing you up to their pool of contractors, etc. Once again we’re in Start button – Prepare territory – this time we want the Add a Digital Signature section:

In order to use this feature, you need to purchase a signature service from the Office Marketplace, as Word will tell you if you click on this option:

Alternatively, you can sign up to a third-party digital signature service which will apply your digital signature to documents via an uploading and downloading service.

How do I print to PDF using Word 2007?

Making a Word document into a PDF is still the best way to protect it. A PDF is like an image of the document that can’t be edited, a bit like a photocopy or a picture taken of it.

Unlike with Word 2010, you can’t actually print direct to PDF using Word 2007. If you want to turn Word 2007 document into PDFs, you will need to download a PDF printer such as Adobe or CutePDF Writer.

Once you have got a PDF writing program installed, you can “Print” to PDF by hitting the Print button as usual then selecting your PDF writer as the “printer”:

Once you’ve pressed OK, you will then be asked to choose a filename and a path under which to save the document:

Note that, as in the above picture, you can password protect your PDF at this stage. This is a good idea, as software is now available that will let people edit PDFs, something that was not previously easy to do. We’ll talk more about using PDFs to protect your document in the next article.

In this article, we’ve learnt how to use the features of Word 2007 to protect your document, using passwords, read-only status, editing restrictions, permissions and digital signatures.

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Related posts:

Applying Watermarks

Protecting Word 2010 Documents

(coming soon)

Protecting your document using PDF

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

A friend got in touch recently in a bit of a panic. All sorts of odd marks had appeared in her Word document. It looked something like this:

What were all these funny symbols? Where had they come from and, more importantly, how could she get rid of them?

Showing paragraph marks and other hidden formatting symbols

Word gives you the option to view paragraph marks and other hidden formatting symbols. Basically, this means that you can see where the author of a document has pressed the Return key or Tab or Space, or inserted a forced break or some other formatting. Why is it useful? It means that if you are editing or otherwise tidying up a document, you can see what’s been done in order to resolve it. For example, in this document, I can see that the author has used the Return key to force text to appear on a new page (instead of using Ctrl-Enter to force a page break):

and when I’ve done it properly, I can see the page break marked:

So, how did I get to see these funny marks? In Word for both Mac and PC, you can find a button with the paragraph mark on it which will make them display:

Show Paragraph marks in Word for PC

Go to the Home tab and you’ll find it half way along. Press the button, it will go orange, and your formatting marks will display.

I’ve actually put this button onto my Quick Access Toolbar (find out how to do that) as it’s a very useful button for an editor/proofreader!

Show Paragraph marks in Word for Mac

In Word for Mac, the Show Paragraph marks button is handily already in the top toolbar. Press the button and all your formatting will become visible.

How do I hide the Paragraph marks and other formatting?

If the marks appear and you want to hide them, simply find the Paragraph Marks button and press it again. It should stop being orange, and your formatting marks will no longer be displayed.

Thanks to Linda for the inspiration and Mac screenshot!

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

In a previous article, we talked about protecting your Word document using a Watermark (watermarks can also be used to extend your corporate or other branding through your documentation). Today we’re going to look at other, stronger ways to protect your Word 2010 document and prevent people from making changes to it.

Why might I want to protect my Word 2010 document?

Protecting a Word 2010 document means that anyone apart from you can either only access the document by using a password or is unable to make certain, or any, editorial changes to the original document.

Why would I want to stop people opening a document?

• If you are storing confidential documents on a shared drive in a company-wide network
• If you want to send a document to someone who shares an email address with a number of other people (for example a general email address at your accountant’s office)
• If you want to send a document to someone but need to ensure that anyone intercepting it cannot open the document

Why would I want to stop people editing a document?

• You’ve completed a final version of a document and want to make sure no one does any more edits
• You are sending something like an invoice or a contract and want to make sure the recipient does not change anything
• You’ve created a procedural document to be saved on a shared drive and don’t want your colleagues to make unauthorised changes

Where is the menu for protecting documents in Word 2010?

To access the menu for protecting documents, select the File tab at the extreme left of the row of tabs (remembering that it’s Home that is automatically selected), then visit the Info area, where you will find a section titled Protect Document:

Click on the Protect Document button and you’ll be presented with a list of options:

We’ll go through these in turn. Some of them are not applicable if you’re working on your own, with only one computer on your network, but we’ll take a quick peek at them anyway.

What are my options for protecting my document?

Taking the options in turn …

Mark as Final

The Mark as Final option creates a read-only version of the document which will be marked as final and which will not let anyone make any changes. Access it via the menu we discussed above:

Click on the button and you’re given a dialogue box to click on:

Note: it’s a good idea to save this under a new file name.

You will then need to go and set the document to being Read-Only, which you can see how to do below in the Restrict Editing section.

Note 2: No one else can edit the read-only document, however they could possibly “save as” and then edit it (only turning a document into a PDF protects it from all changes).

Encrypt with Password

The second option allows you to apply a password to the document. This will mean that no one can open it without having the password, whether on your standalone computer, a shared network drive, or a copy of the document that you have emailed to them:

When you click this button, you will be asked to enter a password:

You will then be asked to enter the password again (the dialogue box looks the same).

When you or anyone else tries to open the document, this box will appear:

If you want anyone else to be able to access the document you will need to let them know the password. If you’re sending the document as an attachment to an email, common sense tells you not to send the password in the body of the email …

Note: Once the user has accessed the document using the password, they will be able to edit and save it freely unless you have also applied one of the other levels of protection.

Restrict Editing

The next option, Restrict Editing, allows you to choose what parts or aspects of the document can be edited:

Click on this option and you are able to choose what levels of the document anyone else can edit. It will return you to your original document and give you a sidebar on the right hand side of your document:

Lots of options here, but looking at them in turn, you can …

Limit which styles can be edited – you will be given a list of options. This is useful if you have carefully set lots of headings styles and don’t want them to be changed:

Or allow only certain types of editing to be done:

This is where you can make the document Read-Only, i.e. it cannot now be edited.

Once you’ve made your selections here, you will need to press the Start enforcement button to initiate this. I believe that you cannot then make restricted edits yourself, although clearly you can go in and change these settings on your own document.

I suspect that almost no one knows about these settings, by the way, so if you are setting such restrictions, it might be polite and save time in the long run to let the recipient know that you’re doing this.

Restrict editors

This is a Windows-specific option that can allow you to set permissions for various people, usually within an organisation.

This involves using Microsoft’s Information Rights Management Service and being signed up to Windows Live. The message you get if you try to click Restricted Access or Manage Credentials explains it in more detail:

As the message says, many organisations (and all of the ones that I’ve worked in) have their own rights management systems embedded in their procedures and file/drive setups. It’s fine to set permissions and protect your document in that way, but that’s outside the scope of this article: you will need to talk to your IT support people or a knowledgeable administrator in your department. But this is there, and can be done if you have the relevant signups (again, contact IT or your systems administrator before signing yourself and others up for something that can affect access to documents on a shared organisational system).

Adding a digital signature

This last option is another one where you have to sign up for something extra …

This is another useful way to protect your document, however, you will need to purchase a signature service from the Office Marketplace or you can sign up for a third-party service which will apply a digital signature to your document.

I have signed up to a third-party system which applies a digital version of my signature which I have previously uploaded onto documents, which some of my clients insist on me doing when signing contracts, etc. I am not entirely sure how this would hold up legally in a court of law if you were trying to protect your document, however.

Creating a PDF using Word 2010

The best way to protect your document from being changed is still to convert it into a PDF. A PDF is a copy of a document, a bit like a photocopy, which cannot be edited and changed. Well, that’s not strictly true nowadays: the VERY best way to protect a document is to turn it into a PDF and password protect it so it can only be opened by the recipient and make it read-only so it can’t be edited. I’m going to publish an article on PDFs soon, so look out for that.

You used to have to use a separate programme to create a PDF from a Word document; however, from Word 2010 onwards, you can create a PDF directly within Word.

In the Save and Send menu under the File tab, choose Create PDF/XPS Document:

What is an XPS document? Open XML Paper Specification (also called OpenXPS) is an open specification for a page description language and a fixed-document format, developed by Microsoft. It’s kind of an equivalent standard to PDF. If you’re asked to send someone a document in this format, now you know what it is (I’ll admit here that I have never done this myself).

Hit the Create PDF/XPS button and you’ll be taken to the Save As screen to save your document as a PDF (note that it might well take you to a temporary file folder and you’ll need to navigate to whichever folder you’ve saved your original document in).

You can also use the Save As menu directly from the Home tab for this function:

I’ll go into more detail about how you can protect that PDF further in my article on PDFs.

For now, we’ve learned how to protect a document in Word 2010, including information on why you’d want to do that, where you can find the menus, and what you can do.

Related articles

How to Watermark your document

How to protect your document in Word 2007

(coming soon):

Protecting your document using PDFs

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

Sometimes you want to set a watermark on a Word document. This article explains what a watermark is, why you might want to add one to your document, how to add a watermark, how to customise a watermark, and how to remove them.

What is a watermark?

A watermark is a word, phrase or picture that appears “behind” the text in a document. It gets its name from the physical marks that are created during the paper-making process. The pulp is floated in water, and a frame is brought up under it to collect the pulp into a square. The frame is lined with thin wires (and symbols or text can be included, too) and when the pulp is collected in the frame, it will be thinner where there’s a wire or other protruding part of the frame. When the pulp has dried into a sheet of paper, the thinner parts of the paper will let through more light when held up to a light source, and so you can see the symbols and words, as well as the lines of the original frame (this is how papermakers marked their stock and also how you can tell how a book was put together. For more information on the fascinating world of watermarks, you can start off with this Wikipedia article.

Why would I want to watermark my Word document?

If you watermark a document, whoever opens that document will see the watermark sitting behind that document. This is basically to stop it being used either in their everyday work or for other commercial purposes. It’s very much like the way that photos from mass sports events or wedding photographer sites often have words printed faintly across them. It stops you printing them out and using them without buying them.

Some reasons to do this:

• You’ve prepared a document for someone and you’re charging them after you’ve completed the job. Sending them a watermarked document will proved that you’ve fulfilled your side of the bargain but prevent them from actually using the document. Once they’ve paid you, you can send them a non-watermarked version.
• You’ve prepared a document to send out to people but you don’t want them to share it further or claim authorship, or you want to remind them it’s a sample. I’ve done this with the sample chapter of my book that I send out to people who sign up to receive my newsletter. It has “Sample” written across the page behind the text, so that people can’t use it in another way and to remind them that it’s just a sample and they can buy the whole thing.
• You’re sending out a late reminder of an invoice and if you were doing it on paper, you’d use one of those URGENT stamps and red ink.
• You’re creating a corporate document and want to include corporate branding of some sort behind the text.

Note that if you’re watermarking to protect your work, the watermarking should go alongside copyright statements if you want to use it for that purpose, and I’m not an expert on, or advising you on, copyright here – just telling you how to apply a watermark.

How do I add a watermark to a Word document?

To access the Watermark menu, go to the Page Layout tab, then look in the Page Background area, where you will find the Watermark button:

The Watermark button has a small downward-pointing arrow which implies that you can access a menu. Click on the arrow and there’s the menu:

If you select any of the standard examples that they give you (and note the scroll bar on the right, which you can use to see more default watermarks, that watermark will go straight onto your document. But you might want to customise the watermark in terms of wording, colour, text size and font, etc. and you can do that by selecting Custom Watermark at the bottom of this menu.

How do I customise my Word watermark?

Of course you will find lots of options for customising. Select Custom Watermark at the bottom of the Watermark menu to access the Custom Watermark menu:

You can see here that the menu defaults to No watermark, because that’s what we started with. But there are options for adding a Picture watermark or Text watermark, and you select which you want to work with by clicking on the radio buttons in the left-hand margin. We’re going to work with a text watermark in this example, so we click on the radio button next to Text watermark:

Now the fields to do with text watermarks become active (are no longer greyed-out) and we can change the language, the actual text, the font, size, colour and orientation.

Here I’m changing the text – it defaults to the first standard text but you can just type in what you want to appear there. I’m also changing the colour – but note that I’ve left Semitransparent ticked. If you don’t do that (see below), the watermark will be much heavier and will actually obscure part of the text … which can be useful, of course!

Once you’ve made your choices and changed the text, colour, etc., press the Apply button to apply the changes.

And here’s my custom watermark – my text, in the colour I chose.

Advanced watermark customisation

We won’t go into all the detail about customising here, as the menus are pretty self-explanatory. You can use the Picture watermark option to, for example, add your company logo to a tender document, or another image to make your documents look more attractive (beware of making them too “busy” or, worse, undermining their readability: remember that you need to consider people with low vision who might be reading the printed or on-screen document, and if you suspect the document might be photocopied in the future, steer clear of a lot of watermarking, as it’s apt to become darker and more visible when it’s copied).

A quick look at transparency: if you untick the Semitransparent box in the Custom Watermark menu above, your watermark will be a lot heavier and may obscure some of the text. Here I’ve changed the colour to black and unticked Semitransparent.

How do I edit my watermark?

In the case I’ve just shown you, I simply went back into the Watermark menu then the Custom Watermark menu; my choices were there already and I changed them. The choices you have made will stay in the menu until you change them or remove the watermark entirely, so you can pop in and adjust it as you like.

How do I remove watermarks?

If you want to remove the watermarks on a document, go to the Watermark menu and select Remove Watermark:

Of course, this means that other people could remove your watermark, too. So if you watermark a document to protect it, and you don’t want someone to remove that watermark, you will need to protect the document itself by making it uneditable, either by security protecting it or changing it into a pdf document (the latter is what I have done with my sample chapter). That’s an article for another time …

How do I apply a watermark in Word 2013?

If you’re using Word 2013, you will need to note that they’ve added an extra Design tab, and you’ll find the Watermark feature there.

How do I create a default watermark for all of my documents?

There’s no way to save a default watermark or add one permanently to your watermark gallery. If all of your documents are going to have the same watermark, it’s best to create a blank document with the watermark applied, then save it as a Word template (Save – Save as – drop down Type – Word template). Then, use that template when you’re starting a new document in Word. Thanks to my commenters for suggesting this addition to the article!

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

If you found this interesting, you might also be interested in:

How to protect your document in Word 2007

How to protect your document in Word 2010

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

How do you change the colour of the text in your Word document?

Why would I want to change the colour of the text in my document?

You might want a section of the text to stand out, to match your company branding or to look attractive on a menu or other display document. It’s easy to change the text colour to do this.

Note: don’t use changed text colour to alert your proofreader/editor to something you want to do – read this article to find out why.

How to change the text colour using the menu bar

You can find the text colour button in the Home tab, in the font section of the menu bar:

Make sure the text that you want to appear in a different colour has been highlighted. Locate the letter A with a red underline and click on the down arrow to the right of the letter to access the Colour menu:

To see how to use this palette, hop down past the next section and join me at “How to select your colour”.

How to change the text colour using right click

You can do a lot to a chunk of text by highlighting it and right-clicking. Try that on some text now by highlighting it then right-clicking over the highlighted text:

You will now find not one but two ways to change the text colour – a button with an A underlined in red (circled) and a Font menu (arrow). If you click on the button, you’ll get to the same point as in the section above. Click on Font for now ..

In the Font menu, you’ll find all sorts of things you can do to your font – very useful if you want to apply particular effects to the highlighted section of text. For now, we’re going to use the drop down arrow under Font color to select our font colour:

We’ve now got a choice of basic colours, with common ones at the bottom. Click, for example, on the first green, and your highlighted text will turn green, although you’ll need to press the OK button to make that change stick:

How do I choose a custom colour for my text?

You can, of course, go even more customised than this. In both ways to access the menu, you’ll find the words More colors… at the bottom of the palette:

Clicking on this option will give you the Customise colours dialogue box, with two sets of increasingly customisable colour palettes to choose from. First of all, we have Standard colours:

You can see that we’re on the Standard tab here: there are plenty of colours and shades of grey to choose from, and you click on the colour and press OK to accept it. Or, if you’re feeling really adventurous, you can select the Custom tab …

… and have a huge range of colours to choose from. Here, you can click on the colour and then move the arrow up and down to adjust the amount of black in the colour, and it handily shows you the original and new colours at the bottom of the dialogue box.

Now you know how to change the text colour in Word to an almost infinite number of colour choices. You can use the same button or right-click and font option in Excel and PowerPoint, too.

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …