Technical Support - Detail
Short Description
Problem
Malicious files that can cause harm to your computer are often delivered through a downloaded file from the web or as an email attachment. By default, Microsoft ensures that when you open an MS Word®, Excel®, or PowerPoint® document that originated from an unsafe sender, an untrusted folder, or from the internet, it will automatically open in “protected view” so that you can view the contents without it causing harm to your computer. Macros could be embedded in a file and these will not run while in protected view. While in “protected view”, the file is not considered a “trusted document”. It is read-only, and not editable.
Microsoft also uses the term “protect document” when applying password protection or editing restrictions to a file. This is entirely independent of a document opening in “protected view”. Although a document is not editable while in “protected view”, any other restrictions imposed on the document are still imposed whether the document is in “protected view” or not.
Generally, Microsoft settings determine whether certain documents open in “protected view” but the document creator or editor decides who and how a document can be accessed and edited. The individual document editor options are accessed by opening the document and selecting options under File > Info > Protect Document.
In the past, documents that open in protected view have been a major challenge for accessible software. But it has improved over the years, with Office 365 being the version where it works best. In older Office versions there may be additional issues not detailed below.
Solution
What happens when a document opens in protected view?
- If JAWS, Fusion or ZoomText Magnifier/Reader Is running, then “protected view” will be announced after speaking the document name
- A message viewer opens across the top of the document stating “PROTECTED VEW Be careful --- email attachments can contain viruses. Unless you need to edit, it is safer to stay in protected view.” And to the right of that sentence is a button labeled “Enable Editing”. The message viewer can be accessed by pressing the F6 key.
- When you arrow down the document or spreadsheet, it will read it.
- When you start typing, typing echo will echo what you type but it does not appear on the screen, so the doc is not actually edited.
What are the limitations of protected view?
While in protected view:
- You cannot edit the document.
- Macros will not run.
- The document is not completely accessible using a screen reader.
You can magnify the document for viewing, using ZoomText or Fusion but screen reader accessibility has some limits.
MS Word
While using JAWS, Fusion, or ZoomText 2019 on an MS Word 365 document:
- Navigation and speaking by character, word and line work
- Fusion and ZoomText’s AppReader work.
- Some basic JAWS/Fusion quick key navigation and speaking work (i.e. by heading, link), but some do not.
- For example, speaking by paragraph using quick key navigation (P), or CTRL+UP/DOWN ARROW keys does not work correctly.
- Not all JAWS/Fusion Quick Settings options will work.
MS Excel
While using JAWS, Fusion, or ZoomText 2019 on an MS Excel 365 spreadsheet:
- Navigation and speaking by cell work using the arrow keys.
- Not all JAWS/Fusion Quick Settings options will work.
- Not all layered key table navigation keys work for JAWS and Fusion.
MS PowerPoint
Basic usability, accessibility and reading tools do not work when using JAWS, Fusion, or ZoomText with a PowerPoint presentation while in protected view.
NOTE: All restrictions that apply to “read-only” apply to “protected view” documents and impacts accessibility. This is expected.
When can I turn off “protected view”?
First, make sure the document is from a trusted source and that trusted source confirms that they sent you the attachment.
You can turn off protected view before or after opening a file.
To turn off protected view after opening a file:
- With the file open, press F6 to jump to the message viewer. JAWS and Fusion announce that the file originated as an e-mail attachment or from the internet and might be unsafe.
- Press TAB to move to the Enable Editing button, and then press SPACEBAR. The document changes to non-protected view.
- When you save the file, it will save in non-protected view.
NOTE: To save a protected view document so that it remains in protected view, you must use File > Save As.
To turn off protected view before opening a file:
- Press WINDOWS key + E to open File Explorer.
- Navigate to the file.
- Open the Context menu by either right-clicking or pressing SHIFT+F10.
- Select Edit. This will open the document in non-protected view, but it might still be read-only. See the section below on “I turned off protected view by selecting “Enable editing” but it is still not editable”.
- When you save the file, it will save in non-protected view.
NOTE: There is not an easy way to place an individual trusted document that has been saved back in “protected view”. In the “Trust Center”, you can enable protected view by location, or you can clear all your trusted documents at once so that they will open in protected view again.
How can I prevent Outlook attachments created in MS Office from opening in protected view? This is not recommended unless you are very careful about what email attachments you open.
To prevent Office attachments from opening in protected view:
- Open the application you wish to turn off Protected View in such as Microsoft Word.
- Press ALT+F to open the File menu and then navigate to “Options” and press ENTER.
- Press the END key to move to the Trust Center, which is the last item, and then press TAB to move to the “Trust Center Settings” button and press ENTER.
- Use the UP or DOWN ARROW keys to navigate to the Protected View tab then press TAB to move to the “Enable Protected View for Outlook Attachments” check box. Use the SPACEBAR to clear the check box.
- Note that there is also a check box, “Enable Protected View for Files Originating from the Internet”. We recommend you leave this checked.
- Press TAB to move to the OK button and press ENTER. \
- Select the OK button once more to exit the dialog box.
From this point onward, when you open a Word attachment in Outlook, it is considered a trusted document and will not be in protected view. Repeat the steps above for Excel or PowerPoint if desired.
I turned off protected view by selecting “Enable editing” but it is still not editable.
If a document is in protected view and “Enable Editing” is selected, it will turn off protected view but if the document was saved as “read-only” by the author, it will still be “read-only” and still has some accessibility restrictions.
To change a document from read-only to edit mode,
- Open the document.
- Press ALT+W to select “View”.
- Press the letter E to change to edit mode.
To change a document to read-only view,
- Open the document.
- Press ALT+W to select “View”.
- Press the letter F to change to read-only mode.
Applies to: JAWS, ZoomText, Fusion, Optelec and Enhanced Vision