1. Exploring Microsoft® Word® 2016 Series Editor Mary Anne Poatsy
Exploring Microsoft Office 2016
Series Editor Mary Anne Poatsy
Hogan |Lau
Series Created by Dr. Robert T. Grauer

2. Copyright © 2017 Pearson Education, Inc.
Chapter 7
In Chapter 7, you will learn how to use forms, macros, and document security features to a Word document.
Document Automation
Forms, Macros, and Security
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3. Copyright © 2017 Pearson Education, Inc.
Objectives
Create an electronic form
Work with content controls
Enable form protection
Create a macro
Work with macro security
Apply document restrictions
Work with passwords
Use a digital signature to authenticate a document
The objectives for this chapter are:
Create an electronic form
Work with content controls
Enable form protection
Create a macro
Work with macro security
Apply document restrictions
Work with passwords
Use a digital signature to authenticate a document
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4. Objective 1: Create an Electronic Form
In this section, the skills include:
Create a Document Template
Skills:  Create a Document Template
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5. Create an Electronic Form
Variable data entered by user
Payment method is indicated with a check box
Total is automatically calculated when sales data is entered
A form is a document designed to collect data. A form may be completed online or as a printed document. Microsoft Word includes design features that enable you to create well-structured forms that can be completed electronically or on paper.
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6. Create an Electronic Form
Developer tab
Includes options that enable you to create a template of a form
Can customize the Ribbon to include the Developer tab
If you plan to use Word’s features to design a form for data entry, you need to customize the Ribbon to include the Developer tab.
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7. Objective 2: Work with Content Controls
In this section, the skills include:
Insert Content Controls
Perform Calculations with Content Control Data
Skills:  Insert Content Controls  Perform Calculations with Content Control Data
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8. Work with Content Controls
Legacy tools
Design Mode
ActiveX controls
Content controls include Legacy Forms and ActiveX controls. Turn on Design Mode to develop your form.
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9. Work with Content Controls
If your intent is to develop a from for online data entry, you will insert content controls into the form template. The table on this slide describes common types of content controls, located in the Controls group on the Developer tab.
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10. Work with Content Controls
Design Mode
Enables you to select control fields and position them
Enables you to make any necessary modifications to the layout or options associated with control fields
As you develop a form, you will work in Design Mode, accessible as an option on the Developer tab. Design Mode is a toggle; click it once to activate the feature, and click it again to deactivate it.
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11. Objective 3: Enable Form Protection
In this section, the skills include:
Protect Individual Controls on a Form
Protect an Entire Form
Use an Electronic Form
Skills:  Protect Individual Controls on a Form  Protect an Entire Form  Use an Electronic Form
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12. Enable Form Protection
Restrict Editing displays the Restrict Editing pane
Restrict types of editing
Select editing to be allowed
A form is typically comprised of several fields designed to accept user input. Those fields or controls can be locked in several ways. You usually want a user to be able to change the content of the field but not remove the field. Also, when designing a form for others to use, it is important to restrict data entry to only those locations where variable data is requested. Other parts of the form should be protected.
Activates selected protection
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13. Enable Form Protection
Electronic forms
Use Word to open the form template.
Complete the form by navigating through areas of data entry.
Press Tab or click to move from one field to another.
After an electronic form is created and protected, you can begin to use it. The form template can be opened in Word and then completed by pressing Tab to navigate through areas of data entry. After entering all data, save the document as a Word document, not a template.
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14. Objective 4: Create a Macro
In this section, the skills include:
Record a Macro
Run a Macro
Modify a Macro
Skills:  Record a Macro  Run a Macro  Modify a Macro
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15. Copyright © 2017 Pearson Education, Inc.
Create a Macro
Record a macro
Developer tab
View tab
Access macros
If the set of steps you follow are routine and easily replicated, you can create a macro by recording the steps and providing a macro name by which you can access it again. When you record a macro, Word saves a series of keystrokes and command selections, converting them into coded statements that can be referred to by a group name.
Record a macro
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16. Create a Macro Type a macro name
Assign a macro to a button or a keyboard combination
Save a macro in the Normal template (available to all Word documents) or in the current template only
Working with the Macros dialog box, you can name a macro and assign it to a button that can be placed on the Quick Access Toolbar, or you can assign a macro to a keyboard combination. You also use the Macros dialog box to indicate where the macro will be stored. If you do not select a button or keyboard combination for a macro, it will be available in the Macros dialog box, which is accessible from the Developer or View tab.
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17. Create a Macro Select a macro Add a macro to the Quick Access Toolbar
Assigning a macro to a button enables you to select and place a button for accessing the macro on the Quick Access Toolbar.
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18. Create a Macro Selected key combination Indicates availability
Assigning a macro to the keyboard enables you to press a combination of keys to execute a macro. After selecting Keyboard in the Record Macro dialog box, press the shortcut key combination you want to assign. You will be alerted if the shortcut is already assigned to another Word function or if it is currently available—that is, unassigned.
Indicates where changes will be placed in the Normal template
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19. Create a Macro Options to manage a selected macro
As you model an activity for a macro, the pointer assumes the appearance of a tape used in a tape recorder. Word records everything—every keystroke and click of the mouse.
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20. Copyright © 2017 Pearson Education, Inc.
Create a Macro
Macro code
Having recorded a macro, you will want to test it, or run it. When a macro is tested and finalized, it is available to run at any time.
If you want to modify a macro, you do so in Visual Basic for Applications (VBA), a programming language that is built into Microsoft Office. As a macro is recorded, your actions are coded in a VBA application, although you do not see the code unless you later modify the macro’s code.
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21. Objective 5: Work with Macro Security
In this section, the skills include:
Understand the Security Risks of Macros
Change Security Settings
Skills:  Understand the Security Risks of Macros  Change Security Settings
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22. Work with Macro Security
Macros are disabled
Because many macros are coded in a Visual Basic application, they are essentially programs. As a program that executes commands, a macro has the potential to include code that imposes harmful viruses onto your computer. When you open a document that contains macros, you will see the security warning shown on this slide.
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23. Work with Macro Security
Microsoft’s Trust Center, which contains security settings that you should not modify without good cause, is accessible in Word. To access it, click File, Options, and Trust Center. The various Trust Center settings are described in this table.
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24. Objective 6: Apply Document Restrictions
In this section, the skills include:
Mark a Document as Final
Set Formatting Restrictions
Set Editing Restrictions and Exceptions
Skills:  Mark a Document as Final  Set Formatting Restrictions  Set Editing Restrictions and Exceptions
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25. Apply Document Restrictions
Read-Only designation
Grayed-out Ribbon commands (currently unavailable)
Document is marked as final
On occasion, you may need to share a document with others in such a way that readers are advised that changes should be avoided. Word provides a Mark as Final feature that enables you to designate a document as a read-only file.
Status bar icon indicating the document is final
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26. Apply Document Restrictions
Open Restrict Editing pane
Indicates that no changes should be made to document
Even though the Mark as Final feature provides a way to communicate the status of the document and enables you to save a document as a read-only file, this feature does not completely secure the document. Mark as Final is a toggle setting that anyone can remove. Restricting Editing is a more permanent way of preventing changes. The Restrict Editing pane includes an option to apply a read-only setting to an open document.
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27. Apply Document Restrictions
Limit Styles formatting
Indicates allowed styles
Additional style restrictions
Some organizations may prefer specific styles and formatting, ensuring consistency among their company’s documents. As a document designer, you can limit the availability of styles, allowing others access to apply only a select few—if any—styles. To ensure that styles cannot be modified, you set formatting restrictions on documents.
Restrict all styles
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28. Apply Document Restrictions
Word enables you to set several levels of editing restrictions, limiting the types of changes that can be made to a document.
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29. Apply Document Restrictions
User exception
One or more people who are allowed to edit all or specific parts of a restricted document
Information Rights Management (IRM)
A Microsoft Windows service that allows users to work with areas of restricted documents
Designed to verify those individuals who can access documents containing sensitive or confidential information
Even though a document is identified as a read-only file, you can extend editing privileges to a select group of individuals. A user exception is one or more people who are allowed to edit all or specific parts of a restricted document.
You can only allow users who have been verified by the Microsoft Windows Information Rights Management (IRM) service to work with areas of restricted documents.
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30. Objective 7: Work with Passwords
In this section, the skills include:
Set a Password to Protect or Modify a Document
Modify or Delete a Password
Skills:  Set a Password to Protect or Modify a Document  Modify or Delete a Password
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31. Work with Passwords Provide a password to edit the document
Open the document in Read-Only mode
For documents that are highly confidential or that contain sensitive information, you might want to set a password to limit access. A password is also helpful when you store a document on a network drive but need to restrict access to only those individuals who are approved to view the document. If you know a document’s password, you can change it at any time.
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32. Objective 8: Use a Digital Signature to Authenticate a Document
In this section, the skills include:
Attach a Digital Signature to a Document
Add a Signature Line in a Document
Skills:  Attach a Digital Signature to a Document  Add a Signature Line in a Document
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33. Use a Digital Signature to Authenticate a Document
Digital certificate
Word uses Microsoft Authenticode to attach a security feature that verifies the sender’s identity
Maintains document integrity through encryption and security safeguards
Digital signature
An electronic stamp that guarantees the authenticity of a file
Provides a verifiable identifier that is linked to the organization’s digital certificate
Word documents are often designed to be electronically sent to others. Therefore, you want to ensure that the contents of an electronically transmitted document are confidential and that the document is not maliciously altered as it is transferred. Digital certificates and digital signatures help with this.
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34. Use a Digital Signature to Authenticate a Document
Name that displays below signature line
A signature line enables individuals and companies to distribute and collect signatures and process forms or documents electronically without the need to print and fax or mail.
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35. Copyright © 2017 Pearson Education, Inc.
Summary
With Word, you can create electronic forms.
Content controls make it easy for users to enter data.
Form protections prevent users from making unwanted changes.
A macro is a series of actions that can be recorded and assigned a name.
Macros present certain security risks.
Microsoft’s Trust Center lessens those risks.
You can create an electronic form in Word. Adding content controls and form protections facilitate data entry.
A macro is a series of actions that can be recorded and assigned a name.
It is important to understand the security risks of macros. Microsoft’s Trust Center provides security settings that lessen the risks.
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Summary (Continued)
Word offers various document restrictions.
Mark a document as final.
Set formatting restrictions.
Set editing restrictions and exceptions.
Word includes password protections for documents.
Digital signatures provide authentication.
Attach a digital signature.
Add a signature line.
Document restrictions are available in Word:
You can mark a document as final.
You can set formatting restrictions.
You can set editing restrictions and exceptions.
A password can be set on a file to protect or modify a document.
You can use a digital signature to authenticate a document:
Attach a digital signature, which is associated with a digital certificate.
Add a signature line in a document.
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Questions ?
It is important to understand how to use Word in an efficient manner. Are there any questions?
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38. Copyright
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