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Microsoft Project 2010 : Saving and Protecting Project Files (part 3)

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10/17/2011 5:44:58 PM
Password-Protecting a File

In order to password-protect a file, you can enter a password (up to 17 characters) in the Protection Password field of the Save Options dialog box. The password you create is case sensitive and supports all text characters, including symbols, numbers, and spaces. When you click OK, a confirmation is displayed requesting you to reenter the password. Click OK to save your changes.

Every time you or anybody else opens your project file, the password must be entered in order to view the file. If the password does not match the password you entered in the Save Options dialog box, a warning is displayed, requesting that you or the other user try again. There is no limit to how many attempts a user can make for entering the password.

Caution

It is recommended that you select a password you can easily remember or that you write it down in a safe location. If you happen to forget the password to your own project file, the data in that project file is completely unrecoverable until the correct password is entered, and there is no one who could help you open it without your password. So, use this feature with caution, and always remember your password!


To remove a password from a password-protected file, follow these steps:

1.
After opening the protected file using the password, select the File tab, Save As from the main menu.

2.
In the Save As dialog box, select Tools, General Options.

3.
In the Save Options dialog box, simply erase all characters in the Protection Password box and click OK to save your changes.

Saving a Read-Only File

Read-only files can be a great way to protect your project data from being edited by other people. It does not mean that others cannot make any changes to the file, however. They will just be unable to save it to the same project filename. The Write Reservation Password feature enables you to do just that. If you enter a write-reservation password, when the project file is opened, a warning is displayed, stating that the file is write-reserved (see Figure 4). If the user provides the correct password, he or she is able to view the project in regular mode and make changes to it under the same project name. In addition, if the user does not know the password, he or she has the ability to open the file in read-only mode. Read-only mode prevents the user from making changes to the project file under the same name. However, the user can save the file under a different name to include the changes.

Figure 4. The write-reservation password warning is displayed when a user attempts to open the write-reservation protected project file.


Saving the file with a write-reservation password ensures that only the users authorized to make changes to the project file can make any direct changes.

To remove the write-reservation password after opening the protected file using the password, open the Save Options dialog box (select the File tab, Save As, Tools, General Options), clear the text in the Write Reservation Password field, and then click OK.

Saving a File as Read-Only Recommended

The Read-Only Recommended feature does not prevent users from opening the project file in read-write mode. It only warns them of the preference you have added, and gives them a choice to accept it or bypass it. This option is not very effective when protecting your project file from being modified by other users.

Using the Always Create Backup Option

The option for creating a backup file is activated by selecting the Always Create Backup check box in the Save Options dialog box (select the File tab, Save As, Tools, General Options). When you select this option, each time any user saves changes to the file, the original file is saved with the original name and the .bak extension. The active version of the file is then saved under the original project name with the .mpp extension. This option enables you to still access the previous version of your file, without overwriting the data.

Saving the Workspace

A workspace in Microsoft Project is a pointer to all currently opened project files, although a separate copy of each file is not created in the workspace. This feature is very useful when working on multiple files. For example, if you have two projects open and leave the office to go home, you can save your entire workspace to reopen it where you left off in the morning. This feature can also be useful to capture the files that you work with regularly, bypassing the need for you to open each project separately each time you work. Project does not let you select multiple files using the Open dialog box; therefore, creating a workspace is a great workaround for this issue.

To save a workspace, the Save Workspace command has to be added to the Quick launch bar. Select Save Workspace, and in the Save As dialog box, enter the name for the workspace and its location (by default, Resume.mpw displays). The workspace file will be saved with the .mpw extension. Microsoft Project prompts you to save changes to each file that was modified during that session.

Note

If you are saving a file that you just created and have not saved yet, you are prompted to include it in the workspace. New project files that are empty are not added to the workspace.


Project 2010 Safe Mode

Microsoft Project 2010 supports a safe mode feature that is enabled when your system experiences instability, such as Registry corruption or an unexpected crash. This allows Microsoft Project to continue working on your project files in a safe mode, with some of the features disabled.

Caution

Continuing to work in an unstable environment can be risky. When instability occurs, save your work, close all open files, close all open applications, and restart Windows.

 
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