Document Protection

Compare Documents analyses two versions of a file and produces a third document showing what was inserted, deleted, or moved — like Track Changes across two separate files. Dr. Helen Marsh returned an edited copy — James Okonkwo must merge changes without missing a single word.

Two files exist: NorthgateHandbook-Admin.docx and NorthgateHandbook-Principal.docx. After merge, the PDF for parents should not allow casual edits to the behaviour policy. Save copies of NorthgateHandbook.docx with distinct names before you compare — work on a duplicate, not the only master file.

In this lesson you will learn how Compare Documents shows differences and how Restrict Editing limits changes.

You will also compare admin and principal drafts, then enforce read-only protection.

• 1Review tab → Compare → Compare… (two documents).
• 2Original document: NorthgateHandbook-Admin.docx.
• 3Revised document: NorthgateHandbook-Principal.docx.
• 4Label changes with: Principal review.
• 5Click OK.
• 6Word opens a new document with tracked changes and a Revisions pane.

Red strikethrough = removed from original. Underline colour = inserted in revised file. Confirm file dates in the Compare dialog — Original = older admin draft; Revised = principal's latest return. Using Compare on two files that both had Track Changes already on can double markup — accept changes in the revised file first to produce clean text, then compare.

• 1Review tab → Next to jump change by change.
• 2Read the Behaviour and Uniform sections carefully.
• 3Review tab → Accept → Accept and Move to Next for approved edits.
• 4Review tab → Reject if the principal's change was accidental.
• 5When finished: Accept → Accept All Changes only if every change is verified.
• 6File → Save As → NorthgateHandbook-Merged.docx.

James Okonkwo compares the admin draft with Dr. Helen Marsh's version to see every policy paragraph that changed before printing for Saturday 14 March 2026.

Before sharing the master for PDF export:

• 1Open NorthgateHandbook-Merged.docx.
• 2Review tab → Restrict Editing.
• 3Under Editing restrictions, tick Allow only this type of editing in the document.
• 4Drop-down: Filling in forms or Comments — or No changes (Read only) for maximum lock.
• 5Click Yes, Start Enforcing Protection.
• 6Set a password only staff know — or leave blank for casual deterrence.
• 7Click OK.

Parents receive PDF; staff keep the protected Word file in the office share. Insert → Table organises data; Review → Compare analyses two handbook files.

• 1Review tab → Restrict Editing.
• 2Click Stop Protection at the bottom of the pane.
• 3Enter the password if you set one.
• 4Edit the handbook for the next academic year.

Store the password with James Okonkwo's other school IT notes — not on a sticky note on the monitor. Review → Compare → Combine merges revisions from two tracked files into one document when both authors used Track Changes instead of Compare.

Before you click OK in the Compare dialog, confirm you picked last year's handbook neither as Original nor Revised unless you intend a full diff. After merge, run Review → Editor on NorthgateHandbook-Merged.docx — compared text can introduce spelling flags.

Home → Replace swaps text in one file; Compare analyses two files side by side. Save the merged file under a new name so the admin and principal originals stay in the archive.