Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Office 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Protecting Bookmarks.

Protecting Bookmarks

by Allen Wyatt
(last updated May 7, 2019)

Jay asked if there was a way to protect a bookmark so it could not be deleted. There is no way to do this in Word; there is no way to set a bookmark as "hidden" or to lock it in place. You might think that you can mark a bookmark as hidden because when you display the Bookmark dialog box (Bookmark tool on the Insert tab of the ribbon) there is a check box named "Hidden Bookmarks." Word, in the normal course of using other tools, creates bookmarks that are normally hidden from view. For instance, Word uses hidden bookmarks for table of contents entries, cross-references, and captions. You cannot mark any of the bookmarks you create as "hidden," however. (See Figure 1.)

Figure 1. The Bookmark dialog box.

Bookmarks, hidden or not, can be deleted very easily. All a user needs to do is select the text that contains the bookmark and then delete that text. If the bookmark is one that you have created, the user can use the Bookmark tool on the Insert tab of the ribbon to find and delete the bookmark on purpose.

One way you can stop a bookmark from being deleted is to protect a document for forms. This type of protection allows you to specify specific sections in your document that are to be protected. If you put a continuous section break before the text containing the bookmark you want protected and a continuous section break afterwards, you can protect just the section that contains the bookmark. (How to protect individual sections in a document has been discussed in other issues of WordTips.)

Once you've applied the document protection, a user can no longer display the Bookmark dialog box to view what the different bookmarks are. This goes for any bookmarks in the document; the user won't be able to view the bookmarks in unprotected sections, either. The user can still select text in the unprotected sections of the document and delete that text, so it is possible to delete a bookmark in this way, but the same editing cannot take place in the protected section—so the bookmark there remains safe.

If you prefer to not divide your document into sections, another possible approach is to create a macro that protects the bookmarks. All you need to do is create a macro that is run every time the user makes a change to the document. The macro could check to make sure that your mandatory bookmark is still present. If it isn't, then the macro can undo the edit that triggered the macro in the first place.

Of course, such a macro will add a good deal of "overhead" to working with the document; running it after every character is added to a document or every character is deleted can be time consuming. There is no way around such an approach, however, since any document change can potentially affect your bookmark.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (7875) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365. You can find a version of this tip for the older menu interface of Word here: Protecting Bookmarks.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Changing the Default Chart Type

If you don't have Excel installed on your system, Microsoft Graph is a handy way to create simple charts for your ...

Discover More

Formatting In Your Outline

Don't like the formatting that appears when looking at your document in Outline view? You can turn off the formatting and ...

Discover More

Multiple Indexes in a Document

Adding a single index to a document is fairly easy. What if you want to add multiple indexes, however? And what if you ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

Understanding and Using Bookmarks

Bookmarks are a great feature you can use to mark the location of text or to mark a position within a document. They can ...

Discover More

Automatically Referencing Info Entered in a Table

Tables are a great way to organize information in a document. At some point you may want a cell in a table to contain the ...

Discover More

Printing a Bookmark List with Contents

Bookmarks can be a great tool in Word, allowing you to easily remember the location of desired blocks of text. If you ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 0 + 6?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.