Can you edit the header of a protected document if it contains fill in limited parts?

Question

I have created a form in Word for work purposes and it contains a lot of fillable parts through the Developer option. I want to enable the receivers of the form to edit the header as they need to put names in it. However, since my word file is protected it does not let the receivers to edit the header. Is there a way for me to change the formatting, so that they can edit the header but the rest of the document remains only subject to the fill in requirements I have already inserted and the file is still protected?

Thank you in advance!

Answer 1

Hi Sonya,

Take a look, first, at using the StyleRef field and see if that solves your problem. This is often used in a header to automatically reflect content in the body of the document.

I suspect you are using legacy formfields and Filling in Forms protection. If so, and the name is already in one of your fields, then you could also use a Cross-Reference (REF) field to copy the content of your header.

Filling in Forms protection is a legacy method. You would likely be ahead using modern Content Controls instead with the protection of "No Changes" - with exceptions. You can mark areas which can be edited, which could include the name portion of your header.

Answer 2

Hi @KOLEVA Sonya (REGIO),

Thank you for posting your question in the Microsoft Q&A forum.

According to your concern, I've tested in my Word (version 19426.20076) and Word does not allow me to edit Header when Restricting Editing. It is likely that when enforcing protection (I'm testing with Filling in forms since I'm using checkboxes), headers and footers are treated as part of the protected section and Word does not allow editing headers/footers under form protection mode.

There are two workarounds for your situation that I suggest you can try:

1- Use a separate section for Names

• Instead of using header, you can add a section before your form for users to put their name there
• In the Layout tab > Break > in the Break Section, choose Continuous if you want it on the same page or Next Page if you want the names are on separate page with the form.
• Then in the Restrict Editing tab there will be a Select sections option show up. Click there and uncheck Section 1 (which is the section for names)

• Then when you enforce protection, you can add names in the section for names and your form still be protected

2- Use Read-only protection with content control

• If you want to use header, you can add a content control in the Header via Developer tab > Rich text content control (Aa)
• Then in Restrict editing, choose the Read-only option instead > select the content control and choose Everyone to allow all users add their name in there

• However, this option requires you to manually select all the checkboxes and check Everyone to add them into Exceptions so users will be able to check these boxes.

I hope this information is helpful. Please understand that our initial response does not resolve the issue immediately, but you can try these workarounds and let me know if it works for you.     

Thank you for your patience and your understanding. If you have any questions or need further assistance, please feel free to share them in the comments so I can continue to support you. 

I look forward to hearing from you.

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Answer 3

Hello, thank you very much for your elaborate answer!

In my team we have decided to use a more simple approach for the formatting at the end. I tried to do the solutions you have proposed but I did not manage to get to the outcome I needed. This is why we ended up not putting anything in the Header of the document.