Vikas has a document on which many people in his office work. The original author of the document turns on Track Changes, and then sends the document to others. Unfortunately, it is possible for other people to turn off Track Changes or to accept/reject changes done by others who previously worked on the document. Vikas wonders if there is a way that Track Changes can be locked so that only the original author can turn it off and a way that only the original author can accept/reject changes.
Theoretically, there is a way. What you need to do is to protect the document so that only tracked changes can be made by other editors. Here's how to do it:
Figure 1. The Start Enforcing Protection dialog box.
With this protection in place, people can view and edit your document with the changes being shown as regular Track Changes edits. Further, nobody can accept or reject changes without knowing the original password used to protect the document.
There is, of course, a big caveat to all of this, and it bears repeating any time people start to talk about protection. In Word, document protection will only provide protection for those who decide to "play nice." There are ways around the protection—the most notable of which is that an editor can simply copy all of the text from the edited document into a new document and start passing around that new document as if it were the original document. There is, unfortunately, no way around such behavior with Word documents.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11674) applies to Microsoft Word 2007 and 2010. You can find a version of this tip for the older menu interface of Word here: Protecting Tracked Changes.
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2021-05-26 10:04:02
Lee McIntyre
Thanks, Allen. The steps aren't quite the same using Word 365. In the "Protect" group, we select "Restrict Editing" rather than "Protect Document."
But more importantly, the "Yes, Start Enforcing Protection" option is grayed out. See the screenshot: (see Figure 1 below)
What am I doing wrong?
Figure 1.
2018-01-05 11:08:33
Marisa
This tip does not accurately reflect the Review tab in Word 2010. The button Protect Document in Word 2007 is called Restrict Editing in Word 2010.
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