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  1. #1
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    'Locking down' templates (Word 2002)

    Hi,

    I am developing a new template for our company. I am trying to restrict the things users can edit by trying to 'lock-down' as much as possible. I have set up the template as required and built all the styles. I have 3 issues(!):

    1. It is easy for users to amend the styles set in the template. All you do is open a document based on the template, go to the Modify, Style dialog box for the style you want to update, make formatting changes and check the Add to Template box. Is there any way that this check box can be disabled?

    2. When you display the Styles Task Pane you can switch to display all Styles and then apply a Style that we don't want to be available (e.g. Heading 9). You can do this from the style box as well. Is there a way of disabling this ability to pick these in-built styles or a way of deleting the styles completely.

    3. This is a more general issue for templates in Word 2002. If you save a template to somewhere other than the Templates folder, how are you then supposed to open a document based on the template from within Word?

    Thank you for any help you can give,

    Laurie.

  2. #2
    Plutonium Lounger
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    Re: 'Locking down' templates (Word 2002)

    Hi Laurie,

    1. If you are working in a network environment, you can have the Workgroup Templates folder of all users point to a shared folder on the network. You could store company-wide templates as read-only files in this folder. Making them read-only will prevent users from modifying the template.

    The Templates dialog that appears when the user clicks "General Templates..." under "New from template" in the "New Document" task pane, contains a merger of the templates in the User Templates and Workgroup Templates folders, plus the default Microsoft Templates (unless you completely uninstall the latter.)

    2. Styles such as Normal and Heading 1 through Heading 9 cannot be deleted. I don't know of a way to completely hide the existence of, say, Heading 9 from the user. Perhaps someone else has a bright idea.

    3. If you want to create a new document from a template that does not reside in either the User Templates or Workgroup Templates folder (or one of its subfolders), click "Choose Document..." under "New from existing document" in the "New Document" task pane. This is a new feature in Word 2002, I believe.

  3. #3
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    Re: 'Locking down' templates (Word 2002)

    > I don't know of a way to completely hide the existence of, say, Heading 9 from the user.

    ActiveDocument.Styles(wdStyleHeading9).Hidden=True

    (In Word2000, I have to use a macro. I think in Word2002, you can do it from the user interface)

    In documents that use the style, the style dropdown will be empty if the cursor is in a "Heading 9" paragraph.
    "Heading 9" will no longer appear in the styles dropdown (but will still be available from the "Format > Style..." dialog).

    This works at least in Word2000 and up; don't know about older versions.
    You can't hide the DPF, and Heading 1/2/3 styles from the styles dropdown (in Word2000), though the styles dropdown will be empty if you are in a hidden heading 1/2/3 style paragraph.

    <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16> Klaus

  4. #4
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    Re: 'Locking down' templates (Word 2002)

    Thanks, Klaus. I wasn't aware of this possibility. Learned something new!

  5. #5
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    Re: 'Locking down' templates (Word 2002)

    Thanks for your responses.

    1. That works perfectly. Brilliant.

    2. Where does this code need to go? I'm not very competent with VB.

    3. I thought that was the case. Seems to me this another case of Microsoft bundled logic. Surely you would think you would choose from the 'New from Template' section. Anyway, it's not too important really.

  6. #6
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    Re: 'Locking down' templates (Word 2002)

    > Where does this code need to go?

    You'd only need to run it once on a template or doc.
    You could open the VBA editor (Alt+F11), go to the immediate window (Ctrl+G), paste or type the line of code, and hit Return at the end of that line.

    If you want to keep a macro for toggling the display on/off, you could paste the following macro into a module:
    <pre>Sub ToggleHeading9Hidden()
    ActiveDocument.Styles(wdStyleHeading9).Hidden = _
    Not ActiveDocument.Styles(wdStyleHeading9).Hidden
    End Sub</pre>

    You could also use the style's name (but that is different in each language):
    ActiveDocument.Styles("Heading 5").Hidden = False
    would make "Heading 5" style visible again.
    For more help, see this article.

    <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16> Klaus

  7. #7
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    Re: 'Locking down' templates (Word 2002)

    It's not exactly advertised. And you are unlikely to come across it by accident, because the IntelliSense popup and the Object Browser don't show it:
    "Hidden" is a hidden element <img src=/S/invisible.gif border=0 alt=invisible width=15 height=15>

    <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16> Klaus

  8. #8
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    Re: 'Locking down' templates (Word 2002)

    How appropriate! Let's hope that it's not contagious - before you know it Disabled would become a disabled property, and Locked a locked property, and in the end Visible would be the only visible property of any object <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

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