Microsoft Word Security & Compliance Notes

Objectives: Microsoft Word Security & Compliance Notes

Microsoft Word Security & Compliance Notes

Microsoft Word Security, Compliance & Rights Protection

1. Protected View & Trusted Documents

Purpose: Protect your computer from unsafe files downloaded from the internet or email.

  • Protected View: Opens documents in read-only mode. Enables you to review safely before editing.
  • Mark of the Web (MOTW): Identifies files downloaded from the internet and applies restrictions automatically.
  • Trusted Documents & Locations: Files from trusted locations can open directly without Protected View.
Steps:
  1. Open Word β†’ File β†’ Options β†’ Trust Center β†’ Trust Center Settings.
  2. Click "Protected View" β†’ Check all boxes for safety.
  3. To trust a location β†’ Trusted Locations β†’ Add new location β†’ Browse folder.

Shortcut: There’s no direct shortcut; navigation is via File β†’ Options β†’ Trust Center.

Before using: Ensure downloaded files are scanned for viruses.

2. Macro Policies & AMSI Integration

Purpose: Control running of macros to avoid malicious scripts.

  • Go to File β†’ Options β†’ Trust Center β†’ Trust Center Settings β†’ Macro Settings.
  • Enable/Disable all macros or choose to disable except digitally signed macros.
  • AMSI (Antimalware Scan Interface) scans macros automatically to prevent malware execution.

Lab Example: Create a macro, then try opening in Protected View β†’ Observe warning prompt.

3. IRM & Sensitivity Labels

Purpose: Restrict document access, prevent forwarding, and control expiry.

  • File β†’ Info β†’ Protect Document β†’ Restrict Access.
  • Apply permissions: "Do Not Forward", "Read-only", "Expire access after date".
  • Sensitivity Labels: Classify document as Confidential, Internal, Public, etc.
Steps:
  1. File β†’ Info β†’ Protect Document β†’ Add a Sensitivity Label.
  2. Choose label β†’ Apply β†’ Document is protected automatically.

Before applying: Check if user permissions are set correctly in your organization tenant.

4. Password Protection & Digital Signatures

  • File β†’ Info β†’ Protect Document β†’ Encrypt with Password β†’ Set a strong password.
  • To restrict editing: File β†’ Protect Document β†’ Restrict Editing β†’ Set password.
  • Digital Signatures: File β†’ Info β†’ Protect Document β†’ Add a Digital Signature β†’ Choose certificate.

Shortcut: Ctrl + Shift + S (for Save As β†’ Set password)

Tip: Keep backup passwords; lost password = lost access.

5. Document Inspector

Purpose: Remove hidden data before sharing.

  • File β†’ Info β†’ Check for Issues β†’ Inspect Document.
  • Detects hidden data: Personal info, comments, tracked changes, headers/footers, watermarks, XML data.
  • Remove data β†’ click β€œRemove All” for each category.

Lab Exercise: Create a document with comments and hidden metadata β†’ Inspect Document β†’ Remove hidden info β†’ Save and reopen to confirm removal.

6. Compliance Features

  • Retention Labels: File β†’ Info β†’ Apply retention label to automatically keep or delete document after specific period.
  • eDiscovery & Audit: Tenant-admin can search documents, track edits, and manage access.
  • Data Loss Prevention (DLP): Prevent sensitive info leaks. Example: Social Security numbers, Credit Card info flagged automatically.

Precaution: DLP & Compliance require Microsoft 365 admin setup before regular users can enforce.

7. Practical Lab Examples

  1. Create a confidential document β†’ Apply password + sensitivity label β†’ Share β†’ Attempt to forward β†’ Observe restrictions.
  2. Insert macros β†’ Enable Protected View β†’ Observe macro warning β†’ Disable/enable macros safely.
  3. Create document β†’ Add hidden metadata β†’ Use Document Inspector β†’ Remove data β†’ Confirm removal.

8. Exam Q&A Sample

  • Q: What is Protected View in Word?
    A: A safe read-only mode for documents from the internet or unknown sources.
  • Q: How do you apply a Sensitivity Label?
    A: File β†’ Info β†’ Protect Document β†’ Apply a Sensitivity Label β†’ Select label β†’ Apply.
  • Q: How do you remove hidden metadata before sharing?
    A: File β†’ Info β†’ Check for Issues β†’ Inspect Document β†’ Remove All.
  • Q: What is DLP?
    A: Data Loss Prevention, which prevents sensitive info from being shared externally.
  • Q: How do you password-protect a Word document?
    A: File β†’ Info β†’ Protect Document β†’ Encrypt with Password β†’ Set strong password β†’ Save.

Reference Book: Microsoft Official Documentation – https://support.microsoft.com/word – Official guides for all Word features and updates. β€œMicrosoft Word 365 Step by Step” by Joan Lambert – Beginner to advanced, includes practice files and real examples. Online Tutorials & Blogs – Sites like GCFGlobal, TechRepublic, and Office.com blogs for tips, tricks, and templates.

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