Restrict editing in word documents

Question

• The document is not currently protected with editing restrictions, or
• The protection is controlled by authentication (for example, Information Rights Management) and can only be removed by an authenticated owner.

How do i change it ?

Answer 1

To change or remove editing restrictions in Word, the method depends on how the document is protected.

1. If the document is protected with standard “Restrict Editing” (password-based)
   1. Open the document in Word desktop.
   2. Go to the Review tab.
   3. In the Protect group, select Restrict Editing.
   4. In the Restrict Editing pane, select Stop Protection.
   5. When prompted, enter the password that was used to protect the document.
   6. After protection is removed, you can change the restrictions or leave the document unprotected.
   If you want to apply or change restrictions instead:
   1. Go to Review > Restrict Editing.
   2. Under Editing restrictions, check Allow only this type of editing in the document and choose the desired option (for example, No changes (Read only)).
   3. Select Yes, Start Enforcing Protection.
   4. Optionally set a password so others cannot turn off protection without it.
2. If protection is controlled by authentication (Information Rights Management / IRM) When the message indicates that protection is controlled by authentication, the document is rights-managed (IRM). Only users with sufficient IRM permission (typically Full Control) can change or remove these restrictions. To change IRM permissions (requires appropriate rights):
   1. Open the document in Word.
   2. Go to the Review tab.
   3. Under Protection, select Permissions.
   4. Choose Restricted Access.
   5. In the dialog, adjust who has Read, Change, or Full Control by entering names or email addresses.
   6. Select OK to apply.
   If a rights template (for example, “Company Confidential”) was applied by an administrator, and you do not have permission to change it, only an authenticated owner or someone with Full Control (as defined by the template/AD RMS policy) can modify or remove those restrictions.
3. If the document is simply opening in view-only mode (no IRM) If there are no IRM restrictions and no active “Restrict Editing” protection, but the file opens as view-only:
   • In Word for the web, use the mode menu in the upper-right corner and switch from Viewing or Reviewing to Editing (if allowed by the owner).
   • In Word desktop, check File > Info > Protect Document and clear Always open Read-Only / Always open view-only if it is enabled.

If none of these options are available or are greyed out, the account opening the document does not have sufficient rights; an authenticated owner or someone with Full Control must change the protection.

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References:

• Allow changes to parts of a protected Word document
• Restrict access to documents with Information Rights Management in Word
• Enable editing in your document
• Make a document read only in Word