How do you create letterhead that prevents people from deleting logo but allows track changes?

Our agency has a similar problem and would like assistance correcting the problem.  We've combed through several forums and tried all of the suggestions, but the problem persists.

We would like to create a template document that allows users to open, fill in a few form fields in a table, perform spell check, use Review Tracking, route the document using email, add comments, and other similar tracking type behavior.  The problem we run into is adding a header image, footer image, and form version and descriptor that cannot be deleted by the users.  If we use document protection, by default it prevents users from using document tracking, and this functionality is critical to the use of this template document. 

We tried using picture and text content controls set to “content cannot be altered” and “content cannot be deleted.”  It works wonderfully, with one small catch:  The error message that pops up when attempting to open.   I've included screen shots of these errors, but the text reads "The file 323001_IOC-Electronic (Option D) cannot be opened because there are problems with the contents."  Details Unspecified error Location: Part: /Word/header1.xml, Line: 2, Column 0," and "Word found unreadable content in "323001_IOC-Electronic (Option D).  Do you want to recover the contents of this document?  If you trust the source of the document, click Yes."  

If we change the image from “behind text” to “in line with text,” the problem goes away but then we have no control over placing the image exactly where we need it to be.  And if it’s set to “in line with text,” we can’t place any text over it (e.g, the TO, FROM, SUBJECT lines).

Can you help us fix this issue?  You can find the document here: http://1drv.ms/TXyi7O, on my sky drive.

Judging by screen shots: You appear to be using Windows version. You happened stumble into the Mac Groups

I will Move or attempt to move to correct forum.

If my reply has helped, mark accordingly - Helpful or Answer
Phillip M. Jones, C.E.T.

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If you can assume that all users will allow macros to run, you can prevent access to headers and footers by including the code from the article http://www.word.mvps.org/FAQs/Customization/ProtectWord2000PlusHeader.htm. That code is still valid in Word 2010 and 2013.

You may have to digitally sign your macro project with a commercial security certificate to overcome Word's refusal to run macros from folders that aren't on the user's Trusted Locations list.

If this works for you, you no longer need the content controls or the "cannot be altered"/"cannot be deleted" settings. Just insert the pictures and text in the header and footer, and set the pictures behind text.

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Reply In reply to deleted message
Clearly the subject line for your post ("How do we write a macro...?") is misleading. I suggest you edit your post to change it.
Microsoft MVP (Word) since 1999
Fairhope, Alabama USA
http://ssbarnhill.com
http://wordfaqs.ssbarnhill.com
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Reply In reply to deleted message
If you can't use macros - the only sensible option left is staff training to use the document correctly. Most staff will use the document properly. Those who are malicious in intent will find their way around any measures you implement, and do you really want them working for you?
Graham Mayor (Microsoft Word MVP 2002-2019)
For more Word tips and downloads visit my web site
https://www.gmayor.com/Word_pages.htm

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I concur with Graham's recommendation.

As an additional comment, if the items you described are all in -- or anchored in -- the header and footer, they are safe from accidental deletion. There should be no reason for users to open or edit the header and footer, and nothing there can be selected or edited without deliberately opening them. That makes training for this issue easy: "Don't open the header or footer."

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Reply In reply to deleted message
Unfortunately, if you extend the document to a second page, the user has to be able to edit the header on pages 2 through n. 

This is what the Different First Page check box in the Header & Footer Tools tab is for. The first page gets a different header than the remaining pages.

To set up the document initially (when there is only one page and the Different First Page box is not checked), create the default header you want to appear on page 2 and beyond. Then check the box; the header will disappear, but it will be saved in the document and will appear when page 2 exists. On page 1, create your logo and text in the header and footer.

As long as users edit the header only on page 2 or later, they won't change the page 1 header (unless they're incompetent or malicious).

See http://WordFAQs.mvps.org/HeaderFooter.htm for more.

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Reply In reply to deleted message
We only want to prevent people from accessing the first page header and footer.  If we could apply a macro that would allow page 2 through n to be edited while keeping the first page protected, we might consider using it. 

If you set up a Different First Page header as described in my previous reply, you can use the macro from http://www.word.mvps.org/FAQs/Customization/ProtectWord2000PlusHeader.htm with the following alteration to protect just the first page header and footer:

Replace the lines

    Case wdEvenPagesFooterStory, wdEvenPagesHeaderStory, _
               wdFirstPageFooterStory, wdFirstPageHeaderStory, _
               wdPrimaryFooterStory, wdPrimaryHeaderStory

with this:

    Case wdFirstPageFooterStory, wdFirstPageHeaderStory

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Last updated October 1, 2021 Views 244 Applies to: