MS Office2007 [Prepare]

Prepare

Prepare:- Prepare is basically used for the security purpose though.

We will use prepare the documents for distributions so our documents should be secure.

Prepare has some options to use.

1.) Properties

2.) Inspect Document

3.) Encrypt Document

4.) Restrict Permission

5.) Add a Digital Signature

6.) Mark as Final

7.) Run Compatibility Checker

Properties: - Document properties, also known as metadata (metadata: Data that describes other data. For example, the words in a document are data; the word count is an example of metadata.), are details about a file that describe or identify it. Document properties include details such as title, author name, subject, and keywords that identify the document's topic or contents.                       

                                    This article explains what document properties are, how you can view or change the properties for a Microsoft Office document, and how you can create custom properties for a document. Identify your documents later. You can also search for documents based on their properties. In Microsoft Office Word 2007, you can view or edit document properties easily while you work on your document content by using the Document Information Panel, which displays at the top of your document in your Office program.

Types of document properties

There are five types of document properties:

a.) Standard properties -   By default, Microsoft Office documents are associated with a set of standard properties, such as author, title, and subject.

b.) Automatically updated properties - These properties include both file system properties (for example, file size or the dates when a file was created or last changed) and statistics that are maintained for you by Office programs (for example, the number of words or characters in a document). You cannot specify or change the automatically updated properties.

c.) Custom properties - You can assign a text, time, or numeric value to custom properties and you can also assign them the values yes or no. You can choose from a list of suggested names or define your own.

d.) Properties for your organization - If your organization customized the Document Information Panel, the document properties that are associated with your document may be specific to your organization.

e.) Document library properties - These are properties that are associated with documents in a document library (document library: A folder where a collection of files is shared and the files often use the same template. Each file in a library is associated with user-defined information that is displayed in the content listing for that library.) on a Web site or in a public folder.

View the properties for the current document

In Office Word 2007 we can use the Document Information Panel to view or change the document properties.

1.     Click the Microsoft Office Button, point to Prepare, and then click Properties.

2. In the Document Information Panel, click the arrow next to Document Properties to select the set of properties that you want to view (for example, Advanced Properties). 

Inspect Document:- If you plan to share an electronic copy of a Microsoft Office Word document with clients or colleagues, it is a good idea to review the document for hidden data or personal information that might be stored in the document itself or in the document properties (metadata (metadata: Data that describes other data. For example, the words in a document are data; the word count is an example of metadata.)). Because this hidden information can reveal details about your organization or about the document itself that you might not want to share publicly, you might want to remove this hidden information before you share the document with other people.

This article explains how the Document Inspector feature in Microsoft Office Word 2007 can help you find and remove hidden data and personal information in your documents.

-: What information can the Document Inspector find and remove from Word documents?

In Office Word 2007, the Document Inspector displays several different Inspectors that enable you to find and remove hidden data and personal information that is specific to Word documents. For a list of the different types of hidden data and personal information that the Document Inspector can find and remove from Word documents, review the table below.

Office Word 2007

Inspector name	Finds and removes
Comments, Revisions, Versions,  and Annotations	Ø Comments Ø  Revision marks from tracked changes Ø  Document version information Ø  Ink annotations
Document Properties and Personal Information	Ø  Document properties, including information from the Summary, Statistics, and Custom tabs of the Document Properties dialog box Ø  E-mail headers Ø  Routing slips Ø  Send-for-review information Ø  Document server properties Ø  Document Management Policy information Ø  Content type information Ø  Data binding link information for data bound fields (last value will be converted to text) Ø  User name Ø  Template name
Headers and Footers	Ø  Information in document headers Ø  Information in document footers Ø  Watermarks
Hidden Text	Ø  Text that is formatted as hidden (a font effect that is available in the Font dialog box) Ø  NOTE    This Inspector cannot detect text that was hidden by other methods (for example, white text on a white background).
Custom XML Data	Ø  Custom XML data that might be stored within a document

-: How do I find and remove hidden data and personal information in my Word documents?

You can use the Document Inspector to find and remove hidden data and personal information in Word documents that were created in Office Word 2007 and earlier versions. It is a good idea to use the Document Inspector before you share an electronic copy of your Word document, such as in an e-mail attachment.

     1. Open the Word document that you want to inspect for hidden data and personal information.

     2. Click the Microsoft Office Button, click Save As, and then type a name in the File name box to save a copy of your original document.

     3. In the copy of your original document, click the Microsoft Office Button, point to Prepare, and then click Inspect Document.

     4. In the Document Inspector dialog box, select the check boxes to choose the types of hidden content that you want to be inspected Click Inspect.

     5. Review the results of the inspection in the Document Inspector dialog box.

     6. Click Remove All next to the inspection results for the types of hidden content that you want to remove from your document.

Important: - If you remove hidden content from your document, you might not be able to restore it so get it by clicking Undo.

Encrypt document: -

In the 2007 Microsoft Office we can encrypt our Documents by the use of passwords. It would help to prevent other people from opening or modifying Microsoft Office Word 2007 documents. This article describes how to set a password to open or modify a file, and how to change or remove the password.

 Set a password for a document

To allow only authorized reviewers to view or modify your content, you can help secure your entire document with a password.

Ø  Click  Prepare  

Ø  then click Encrypt Document

Ø  Password Dialog box will appear. Enter any password which we want and click OK.

Ø  When prompted, retype your passwords to confirm them, and then click OK.

Ø  Click Save.

Now our file is password protected. If unauthorized person trying to open with password or fake password it won’t open till the correct password entry.

Change a password

Ø  Click the Microsoft Office Button, and then click Prepare.

Ø  Click Encrypt Document

Ø  Select the existing password, and then type a new password.

Ø  Click OK.

Ø  Click Save.

Remove a password

Ø  Click the Microsoft Office Button, and then click Encrypt Document.

Ø  Password Dialog Box will appear.

Ø  Select the password, and then press DELETE.                                                                 .

Ø  Click OK.

Ø  Click Save. 

Restrict permission 

Authors can restrict permission for documents on a per-user, per-document, or per-group basis (group-based permissions require Microsoft Active Directory service for group expansion). Authors use the Permission dialog box to give users Read and Change access, as well as to set expiration dates for content. For example, Ranjit, the author, can give Helena permission to read a document but not make changes to it. Ranjit can then give Bobby permission to make changes to the document and allow him to save the document. Ranjit may also decide to limit both Helena's and Bobby's access to this document for five days before the permission to the document expires. For information about setting an expiration date for a document, see Set an expiration date for a file.

Note: - Before to restrict permission on the file let configure IRM to our computer.

Configure your computer to use IRM

To use IRM in the 2007 Office release, the minimum required software is Windows Rights Management Services (RMS) Client Service Pack 1 (SP1), which can be installed on your computer either by you or your RMS administrator. The RMS administrator can configure company-specific IRM policies that define who can access content and what level of editing is permitted for a document, workbook, or presentation. For example, a company administrator might define a rights template called "Company Confidential," which specifies that documents, workbooks, or presentations that use that policy can be opened only by people inside the company domain.

Restrict permission:-

1.     Save the document.

2.     Click the Microsoft Office Button, point to Prepare, point to Restrict Permission, and then click Do Not Distribute.

3.      Select the Restrict permission to this document check box, and then assign the access levels that you want for each user.

Your choices might be limited if an administrator has set custom permission policies that individuals cannot alter.

Permission levels

§  Read   Users with Read permission can read a document, workbook, or presentation, but they don't have permission to edit, print, or copy it.

§  Change   Users with Change permission can read, edit, and save changes to a document, workbook, or presentation, but they don't have permission to print it.

§  Full Control   Users with Full Control permission have full authoring permissions and can do anything with the document, workbook, or presentation that an author can do, such as set expiration dates for content, prevent printing, and give permissions to users. After permission for a document has expired for authorized users, the document can be opened only by the document author or by users with Full Control permission to the document. Authors always have Full Control permission.

To give someone Full Control permission, click More Options, and then in the Access Level column, click the arrow, and then click Full Control in the Change list

5.     After you assign permission levels, click OK.

The Message Bar appears, indicating that the document is rights-managed. If you need to make any access permission changes to the document, click Change Permission.

If a document with restricted permission is forwarded to an unauthorized person, a message appears with the author's e-mail address or Web site address so that the individual can request permission for the document.

If the author chooses not to include an e-mail address, unauthorized users get an error message.

Set an expiration date for a file

1.     Open the file.

2.     Click the Microsoft Office Button, point to Prepare, point to Restrict Permission, and then click Do Not Distribute.

3.     Select the Restrict permission to this document check box, and then click More Options.

4.      Under Additional permissions for users, select the document expires on check box, and then enters a date.

5.      Click OK twice.

Use a different Windows user account to rights-manage files

1.     Open the document.

2.     Click the Microsoft Office Button, point to Prepare, point to Restrict Permission, and then click Manage Credentials.

3.     Do one of the following:

§  In the Select User dialog box, select the e-mail address for the account that you want to use, and then click OK.

§  In the Select User dialog box, click Add, type your credentials for the new account, and then click OK twice.

View content with restricted permission

To view rights-managed content that you have permissions to by using the 2007 Office release, just open the document, workbook, or presentation.

If you want to view the permissions you have, either click View Permission in the Message Bar or click the button in the status bar at the bottom of your screen.

Digital Signature

A digital signature is used to authenticate (authenticate: The process of verifying that people and products are who and what they claim to be. For example, confirming the source and integrity of a software publisher's code by verifying the digital signature used to sign the code.) Digital information — such as documents, e-mail messages, and macros — by using computer cryptography. Digital signatures help to establish the following assurances:

  Authenticity   The digital signature helps to assure that the signer is who they claim to be.

  Integrity   The digital signature helps to assure that the content has not been changed or tampered with since it was digitally signed.

  Non-repudiation   The digital signature helps to prove to all parties the origin of the signed content. "Repudiation" refers to the act of a signer's denying any association with the signed content.

To make these assurances, the content must be digitally signed by the content creator, using a signature that satisfies the following criteria:

  The digital signature is valid (valid: Refers to the status of a certificate checked against a certificate authority's database and found to be legitimate, current, and not expired or revoked. Documents signed by a valid certificate and not altered since signing are considered valid.).

  The certificate (certificate: A digital means of proving identity and authenticity. Certificates are issued by a certification authority, and like a driver's license, can expire or be revoked.) associated with the digital signature is current (not expired).

  The signing person or organization, known as the publisher, is trusted (trusted publisher: The developer of a macro that is trusted by you on your computer. The trusted publisher is identified by the certificate that they used to digitally sign the macro. Also known as a trusted source.).

  The certificate associated with the digital signature is issued to the signing publisher by a reputable certificate authority (CA) (certificate authority (CA): A commercial organization that issues digital certificates, keeps track of who is assigned to a certificate, signs certificates to verify their validity, and tracks which certificates are revoked or expired.).

The 2007 Microsoft Office system programs detect these criteria for you, and alert you if there is a problem with the digital signature.

Mark as Final:-

Before you share an electronic copy of a Microsoft Office document with other people, you can use the Mark as Final command to make the document read-only and prevent changes to the document. When a document is marked as final, typing, editing commands, and proofing marks are disabled or turned off and the document becomes read-only. Additionally, the Status property of the document is set to Final. The Mark as Final command helps you communicate that you are sharing a completed version of a document. It also helps prevent reviewers or readers from making inadvertent changes to the document.

Ø  The Mark as Final command is not a security feature. Anyone who receives an electronic copy of a document that has been marked as final can edit that document by removing Mark as Final status from the document.

Ø  Documents that have been marked as final in a 2007 Microsoft Office system program will not be read-only if they are opened in earlier versions of Microsoft Office programs.

Mark document as final

1.      Open the document that is marked as final.

2.     Click the Microsoft Office Button, point to Prepare, and then click Mark as Final. 

Enable editing for a document that is marked as final

The Mark as Final command is selected in documents that have been marked as final. If you want to edit a document that is marked as final, you can click the Mark as Final command.

You can also recognise that a document has been marked as final by looking for the Mark as Final icon in the status bar.

1.      Open the document that is marked as final.

2.     Click the Microsoft Office Button, point to Prepare, and then click Mark as Final. 

Run Compatibility Checker

Compatibility Checker:-

The Compatibility Checker lists elements in our document that aren't supported or will behave differently in Word 97-2003 format. Some of these features will be permanently changed and won't be converted to Microsoft Office Word 2007 elements even if we later convert the document to Office Word 2007 format.

In the Compatibility Checker, we can review a summary of elements that behave differently in previous versions of Word and then either click Continue to save the document in Word 97-2003 format or click Cancel.

Building Blocks

Citations and bibliographies

Content controls

Embedded objects

Equations

Smart Art graphics

Tabs

Text boxes

Tracked moves

How to open compatibility Checker?

Ø  Open the document that is saved in Old Version like 97-2003.

Ø  Then it will open with compatibility Mode.

Ø  If it is not saved on other version then it will show some window.

Ø  Click the Microsoft Office Button, and then click Prepare.

Ø  Click Run Compatibility Checker

Ø  Click OK.

Ø  Click Save.

By the help of prepare option we can highly protect our documents.

This is all about prepare.