Put a “lock” on Track Changes

PUT A “LOCK” ON TRACK CHANGES

 I’ve got a “security” problem. I often distribute a memo to staff members inviting them to use Track Changes to suggest editorial changes and to make comments on it. Every now and then someone—intentionally or not, I don’t know—effectively erases all the work done by those who read and edited the memo earlier. How can I can stop that— to be sure all the comments and suggested changes are preserved?

 The best way is to password-protect the document so that only you (or a designated person) can accept or reject changes or even turn off Track Changes .

In Word 2003, open the document and click on Tools , Protect Document , and in the Editing Restrictions section of that screen, check Allow only this type of editing in the document . And in the dropdown list under Editing Restrictions , select Tracked changes . Then check Yes, Start Enforcing Protection , and you’ll be asked twice to enter a password. Save the document, and, if you then check the Tools tab, you’ll notice that Tracked changes is no longer highlighted, which means it can’t be altered or turned off for this document.

In Word 2007, access the Review tab on the Ribbon and click on Protect Document and then on Restrict Formatting and Editing (see screenshot above). Check Allow only this type of editing in the document , highlight Tracked changes , place a check next to Everyone and click on Yes , Start Enforcing Protection . Finally, after you enter passwords, click on OK and save the document.