Technology Advisor Blog

Protecting Microsoft Word Files to Disable Editing

Posted by Ann Westerheim on 12/19/11 10:56 AM

WORD   Protect DocumentWhen you're collaborating with multiple people on a Microsoft Word document, it may be helpful to mark a draft as FINAL to prevent further edits.  To do this in Word 2010, to to the File tab and under the Info options select "Protect Document" and "Mark as Final".  This lets other readers know that this is a final draft.  When they open the document, they'll see a yellow banner across the top that says "An author has marked this document as final to discourage editing".  Note that discourages editing, but the reader can go ahead and select "Edit Anyway" to make further edits. 

Other options to protect the document include "Encrypt with a Password" so a password will be required to open the document.  You can also "Restrict Editing" to restrict what kind of changes can be made to the document, either by tracking changes or by making the document "read only".   If you decide to protect the document with a password, make sure you have a way to remember the password! 

Tags: Microsoft Office, Microsoft Word, Restricting Edits

Create Company Letterhead in Microsoft Word 2010

Posted by Ann Westerheim on 11/14/11 9:13 AM

Ekaru Letterhead WordIf you want to email company letters that have the same look as your company letterhead, its easy to do in Microsoft Word 2010.  You can created "pdfs" to email your company communications, and also print without having to use up your "good" letterhead.  To do this, you'll just need to use some clip art and master the header and footer in Word.

In Microsoft Word 2010, follow these simple instructions:

  • Select the "Insert" tab
  • Select "Footer"
  • Select "Edit Footer"
  • Insert logos, address information, industry affiliations, social media icons, etc.
  • Select "Header"
  • Select "Edit Header"
  • Insert Logo, etc.

You'll have a great looking copy of your letterhead in minutes!  You can customize your letterhead easily for different mailings, without worrying about about printing large quantities to keep the price down.

Sign up for our next webinar to learn more tips and tricks like this.  Also, if you have a suggestion for a topic, we want to hear from you!


Tags: Microsoft Office, Microsoft Word 2010, letterhead

Using "Bcc" When Sending eMails - Watch Out!

Posted by Ann Westerheim on 10/14/11 9:32 AM

Outlook 2010 BccI talked to a client earlier this week about using "Bcc" - "Blind Carbon Copy" when sending emails, and I thought this would be a good subject for a blog post.  "Bcc" allows you to copy someone on an email without letting any of the other recipients know.  It's a handy tool in some cases, but it's also worth knowing a bit more so you don't make mistakes.

In order to make the Bcc field available in Microsoft Outlook 2010, in a new mail message select the "Options" tab and then select the Bcc under "Show Fields".  This will make a Bcc field available to you.

There are cases where you may want to "secretly" inform someone without everyone else knowing, but use caution when using Bcc.  Here's an example:  If you send messages to a group of people you may put one address in the To: field which would be the "main" recipient, and it may be appropriate to notify several others in using the Cc field.  If anyone is in the Bcc field, none of the other recipients will know.  If a "To" or "Cc" recipient selects "reply all", the Bcc recipients will not be exposed.  However, if a Bcc recipient hits reply all, that user will expose themself (but not the other Bcc recipients), and this could be a problem in some cases - "Hey, why did that person get involved in this matter?".  This is why we urge you to use caution when using Bcc.  A safer approach may be to simply forward your sent message to the intended "Bcc" recipient, so if they reply, it only goes to you.

The time you definitely should use Bcc is when you send a message to a group of people and it wouldn't be appropriate to divulge all their email addresses, as many people would take this as an invasion of their privacy.  For example, if you send an email to a group of clients, put your own address in the "To" field, and put all the other addresses in the "Bcc" field.

In Outlook, when you look at your "sent" messages in the preview panel, you won't see the Bcc field which may make you wonder if you sent it or not to the intended recipient.  If you open the message, though, you will see the Bcc field.  If you're using Ekaru webmail, if you open the "sent" message and select "More" then "View full header", you'll see the Bcc information in the pop-up.

Some people refer to the Bcc field as "Blind Co-Conspirator", so think through how you want to use this feature.


Tags: Microsoft Office, Bcc, eMail Outlook 2010

Create a PDF Document in Office 2010 - It's Easy!

Posted by Ann Westerheim on 1/31/11 3:32 PM

Here's a tip to get more from the small business technology you already have.  One of the helpful features in Office 2010 is the ability to directly create a PDF document by using the "save as PDF" feature.  Instead of relying on a third-party application, the capability is built right in.

To create a PDF, simple to to File / Save As Type - and pick "PDF":

Word 2010 Save as pdf

PDF stands for Portable Document Format, and this means anyone can view your file and keep the formatting intact, even if they don't have Microsoft Word on their system.  This feature is also built into PowerPoint, so this makes it easy to share your presentations over the web.

Note that you also have the option to save your file in an older version of Microsoft Word (Word 97-2003), so you don't need to worry about file compatibility if you're using different versions in your small business.

We always advise clients to take a few moments to learn more about the technology you have, because you probably have more than you know.

Tags: PDF, small business, Microsoft Office, technology

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