Keeping track changes on
Q. When I send documents to people, they turn track changes off. What can I do to prevent this?
A. Show your team the Simple Markup (2013) or Final (2010) option in the Display for Review field in the Tracking group, Review tab. While you can save it with these two settings, it doesn’t necessarily transfer to a new recipient. Simple Markup only shows the line down the left indicating where corrections have been made, but not necessarily what those changes are. The Final option, in 2010, shows your text the way it would look if it had been approved. Still can’t convince them not to shut it off? Leverage the Compare or Combine option (Review tab, Compare group). Select their version and your version, and it will show the differences as if they were made with track changes on.
Protecting Word docs
Q. Since Word can edit pdfs now, what can I do to prevent changes to my Word doc when I send it to someone?
A. First, merely converting a Word document to .pdf format didn’t really protect it from being changed. Freeware to edit these types of files have been widely available for some time. True, it did create an obstacle, but not a good one if you wanted to prevent unauthorized modifications. A better solution is using the Restrict Editing options in Word. From the Review tab, Protect group, click Restrict Editing. Checking the #2 box and choosing the “No changes (Read only)” assign it a password. Someone would need to know the password to make any changes to the document. For added protection, you can sign the document (File, Protect Document, Add a Digital Signature.) To permit certain sections to be edited, complete the Exceptions section. To do this, select parts of the document that can be edited, then add users or check the box for everyone.