Restricting Access to a Presentation

Sometimes you might want only specified people to be able to view a presentation. Or you might want some people to only be able to view it and others to be able to change it. In both cases, you can control who has access to the presentation and what they can do by assigning one or more passwords to the presentation.

You can assign two types of passwords to a presentation:

• Password to open. When you assign a password that must be entered to open the presentation, the presentation is encrypted so that only people with the password can view the presentation.

• Password to modify. When you assign a password that must be entered to modify the presentation, people who don't have the password can open a read-only version but they cannot make changes or save a copy with a different name.

You can also remove any personal information (such as the name of the person who created the file) saved with the file properties so that this information is not publicly available, and you can set the security level of a presentation that contains macros. (Macros are mini-programs that perform specific tasks.)

When you try to open a presentation to which a password has been assigned, the Password dialog box opens. If the password must be entered to open the presentation, you must enter the exact passwordincluding capitalization, numbers, spaces, and symbols. if the password must be entered to modify the presentation, you can either enter the exact password to open it or click Read-Only to open a version that you can view but not modify.

In this exercise, you will assign a password that people must type in order to modify a presentation. You will open a read-only version of the password-protected presentation and then use the password to open a version that you can edit.

1.	Click the Microsoft Office Button, and then click Save As. Microsoft Office Button The Save As dialog box opens.
2.	At the bottom of the dialog box, click Tools, and then in the list, click General Options. The General Options dialog box opens.
3.	In the Password to modify box, type P@ssword. To keep your password confidential, black dots appear in place of the characters you type. Important In this exercise, we use a common password that is easy to type. For maximum protection, use a password of at least eight characters that includes a combination of uppercase and lowercase letters, digits, and punctuation symbols. Write it down and keep it in a safe place. Otherwise, if you forget the password, you will not be able to open the presentation.
4.	Click OK. The Confirm Password dialog box opens.
5.	In the Reenter password to modify box, type P@ssword, and then click OK. Troubleshooting If the two passwords you enter do not match exactly, PowerPoint displays a message. Click OK in the message box, click Cancel in the Confirm Password dialog box, and then repeat Steps 3 through 5.
6.	With the contents of the Chapter09 folder displayed in the Save As dialog box, replace the name in the File name box with My Locked Presentation, and then click Save. PowerPoint saves a new version of the presentation with the password in place. To test the password protection, you need to close the presentation and open it again.
7.	Click the Microsoft Office Button, and then click Close.
8.	Click the Microsoft Office Button, and then in the Recent Documents list, click My Locked Presentation. The Password dialog box opens.
9.	In the Password box, type password, and then click OK. A message box tells you that the password you have typed is incorrect.
10.	Click OK in the message box, and then in the Password dialog box, click Read Only. A read-only version of the Protected Password presentation opens, displaying Slide 1 in Normal view. In the title bar at the top of the screen, the presentation is designated as (Read-Only).
11.	On the slide, double-click The in the presentation title, and then press . Pressing the Delete key has no effect, because you cannot modify the presentation.
12.	Close the presentation, and then reopen it.
13.	In the Password dialog box, type P@ssword in the Password box, and then click OK. The presentation opens, displaying Slide 1 in Normal view. There is no Read-Only designation in the title bar, indicating that you can modify and save changes to the presentation.