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Making a Document "Read-Only"

Why do it?

If you plan to put a document online for users to download, you may want to protect your document from being modified by users (this is called making it "read only").  This is especially critical if the document is a contract or application form (e.g., an egg donor application) that is to be mailed back to your office.  If you don't do this, a user could alter the document before printing it.

However, if the document is simply informational for the user, protecting it from changes by that user would probably not be necessary.

How to do it

Before sending the document to IHR, you should take the following steps:

In Microsoft Word:

1. From the toolbar, select "Tools," then "Protect Document."
2. In the "Protect Document" pop-up box, select "Forms."
3. Enter a password.  If you don't do this,  a user could select "Tools" and "Unprotect" from the toolbar.
   Caution:  If you lose your password, it cannot be recovered.  It is advisable to keep a list of passwords and their corresponding document names in a safe place. (Remember that passwords are case-sensitive).
4. If you want to modify the document in the future, select "Tools" and "Unprotect" from the toolbar, and enter your password.  Be sure to protect it again before sending the revised version to IHR.
    

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