Thank you for writing back.
Since you are using MS Word 2010, there is a way to restrict or deploy restrictions in a document. However, this is only very limited since MS Word is not actually designed for complex restrictions.
The thing is, if the Word document is stored in ONE computer where Word 2010 is installed, there are two (2) scenarios possible:
- In that computer, users can have their personal user accounts. That is, Staff 1 can login to the computer and open the document. Staff 2 can do the same. And so on in that pattern.
- In that computer, users can be SHARING only one user account. That is, when Staff 1 is done or not in shift, Staff 2 uses the computer which Staff 1 left.
In scenario 1, there is a chance to impose restrictions on your MS Word file since MS Word 2010 can restrict editing by user accounts. For instance, Staff 1 logs in to the computer as staff1 and Staff 2 as staff2. When Staff 1 is done, she logs out and Staff 2 logs in to his staff2 account. In this case, you can set MS Word to restrict editing by user accounts.
In scenario 2, where a user account is shared among people, restrictions is almost impossible. Yes, you can restrict EDITING the document entirely by setting it as read-only by a password XXXXX But you mentioned that you allow them to enter their INPUT but you just don't allow them to delete data without your permission.
To protect a document in MS Word 2010, here are the steps but it is just limited: (This is MS Word's limitations)
A. Enable the Developer Tab of MS Word 2010
For the procedures, click on this link:
If the Developer tab is enabled, click on it then click on Restrict Editing button under "Protect" group. Here is my screen shot:
Then check option number 2 in the left panel, then click to select Everyone if you want to restrict all users.
Then click the Start Enforcing Protection button.
Screen shot here:
Another straightforward way is to password-protect the document. I can provide procedures if you want this approach.
Also, how about setting up a database-system in your office to hold your client's data? MS Word files are flat files that is why security and restrictions are so limited.
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