How to Stop People From Editing My PowerPoint Presentation? - - Windows Tips and Tricks with Geek

Tuesday, November 9, 2021

How to Stop People From Editing My PowerPoint Presentation?

 Microsoft PowerPoint logo

Use the Restrict Access Feature (Business and Enterprise Only)

You can use the Restrict Access feature to protect your PPTX file from edits, but this feature is only available for Microsoft 365 for Business or Enterprise, and the feature must be enabled by your organization’s administrator in the Microsoft 365 admin panel. That means if you’re using any version below Microsoft 365 for Business, such as Home or Family, then you won’t have this feature.

If you are subscribed to a version that supports this feature, and if the admin of your organization has enabled it, you can locate “Restrict Access” under File > Info > Protect Presentation.

Click Restrict Access.

You can then set the restriction types and file access expiration dates.

Visit Microsoft’s official doc site to learn more about Information Rights Management and how to use this feature.

Make Your Presentation Read-Only or Mark It as Final

Making your presentation read-only or marking it as final doesn’t actually make your presentation un-editable. What this does is discourage others from making edits. It’s also good for preventing accidental edits, as it makes you opt-in before you’re able to make any changes to the content.

To make your presentation read-only, or to mark it as final, open your PPTX file and click the “File” tab.

Click File.

Next, click “Info” in the left-hand pane.

Click Info.

Now, in the Protect Presentation group, click “Protect Presentation.”

Click the Protect Presentation option.

Once selected, a drop-down menu will appear. You can choose between these two options to make your presentation read-only:

  • Always Open Read-Only: This asks the reader to opt-in to edit the presentation, which prevents accidental edits.
  • Mark as Final: This lets the reader know that this is the final version of the presentation.

Selecting either option will prevent the reader from editing the presentation—unless they opt-in to do so by clicking the “Edit Anyway” button in the banner.

The Read-only note.

While making your presentation read-only serves a purpose, it’s a weak form of protection if you want to truly keep others from editing your content.

Password Protect Your Presentation

PowerPoint has an option that lets you encrypt your presentation and only those with the password can access it. Again, this doesn’t fully protect the content within the presentation, but if only those with the password have access, the chances of the presentation being edited are certainly lower.

Warning: This password isn’t stored anywhere on your local machine. Be sure to store the password somewhere safe. If you forget or lose your password, you won’t be able to access the presentation again.

To password protect your presentation, open PowerPoint, click the “File” tab, click “Info” in the left-hand pane, and then click the “Protect Presentation” option.

Click the Protect Presentation option.

Next, click “Encrypt with Password” from the menu that appears.

Click Encrypt with Password.

The Encrypt Document window will appear. Enter your password in the Password text box and then click “OK.”

Enter a password.

Reenter the password and then click “OK” again.

Reenter password.

Now anyone who tries to open the presentation will need the password to access it.

Enter password to open the presentation.

This method is more secure than simply making your presentation read-only. However, you’re merely preventing people from opening the PPTX file. If they have the password, then they can also edit the presentation’s content. Be careful who you share the password with. If you’re worried the password may have been exposed, change the password immediately.

Save Your Presentation as an Image

If you want to deliver your PPTX file to someone, but don’t want them to be able to copy or edit the content (easily, at least), then you can convert the PowerPoint presentation to an image file and send it that way.

Open the PowerPoint presentation, click “File,” and then click “Save As” in the left-hand pane.

Click Save As.

Browse to the location you would like to save the file and then, in the “Save As” box, choose the image file type you would like to save the presentation as. You can choose between:

  • Animated GIF Format (*.gif)
  • JPEG File Interchange Format (*.jpg)
  • PNG Portable Network Graphics Format (*.png)
  • TIFF Tag Image File Format (*.tif)
  • Scalable Vector Graphics Format (*.svg)

Choose an image file type.

Once you save the presentation as an image, you can send it out to the desired recipients.

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