📎 This article includes 1 downloadable practice file ↓
In this article
The last step matters as much as the writing: a contract sent with tracked changes visible, or a proposal that the client edits and sends back as “yours”, can cause real trouble. This lesson covers finishing and sharing safely.
1. Inspect before sending
File › Info › Check for Issues › Inspect Document finds comments, tracked changes, hidden text, author names and personal information. Click Remove All on what you don’t want to send. (Keep a copy first; removal can’t be undone.)
Check Accessibility on the same menu flags missing alt text on pictures and headings that aren’t real headings.
2. Save as PDF
File › Save As › PDF (or Export › Create PDF/XPS). Click Options:
- Create bookmarks using Headings: the PDF gets a clickable outline from your heading styles (Lesson 2).
- Document structure tags for accessibility: keep ticked.
- Choose a page range if you only need part.
PDFs look identical on every device and can’t be casually edited, the right format for quotations, invoices and final reports.
3. Restrict editing
Review › Restrict Editing:
- Comments only: reviewers can comment but not change text.
- Tracked changes: all edits are tracked.
- Filling in forms: only content controls can be filled.
Click Yes, Start Enforcing Protection and set a password.
4. Mark as final
Protect Document › Mark as Final shows a yellow bar telling readers it’s the finished version. It’s a signal, not a lock.
5. Share a link instead of attachments
Save to OneDrive or SharePoint, then Share (top right):
- Choose Can view or Can edit.
- Limit to People in your organisation or Specific people rather than “Anyone with the link” for internal files.
- Set an expiry date for links sent outside.
Everyone sees the latest version; no more “Report_final_v3_REAL.docx”.
6. Co-authoring
When several people open a shared file, you see their names and cursors, and edits merge live. File › Info › Version History lets you open or restore any earlier version, a safety net if someone deletes a section.
Where beginners go wrong
| Mistake | Consequence |
|---|---|
| Sending .docx for a final quote | Client edits it; send PDF |
| Not inspecting | Internal comments and author names leak |
| “Anyone with the link can edit” | Forwarded links let strangers change the file |
| Emailing versions back and forth | Conflicting copies; share one link |
That’s the Word course. Next: the PowerPoint Beginner Course.
Practice
Download the practice document below. Inspect it, restrict editing and export it to PDF with bookmarks. The task list is at the top of the document; tick each one off as you go.
📎 Practice files for this article
- 📘Lesson 10 practice documentA report to inspect, protect and export to PDF with heading bookmarks.⬇ DOCX · 36 KB
Free to use for learning. Files with macros (.bas) are plain text — import them with Alt+F11 → File → Import File, and always test on a copy.
Stuck on a step? Ask a question and the AI answers using this article.