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I've created a form for public use, with restrictions

Candice Beck 0 Reputation points
2026-06-03T04:51:19.2433333+00:00

I've created a form in Word that applicants need to complete as part of an application process. The form has protections so that text cannot be changed and applicants can only add information where required. This form now cannot be opened by others without being prompted with a request to login into Microsoft Office. Please help!

Microsoft 365 and Office | Word | For business | Windows
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  1. Charles Kenyon 167.5K Reputation points Volunteer Moderator
    2026-06-03T17:25:02.04+00:00

    To open a Word document, your applicants are going to need software that opens and edits a Word document. That can be a version of Microsoft Office, including the lesser online apps. This, in itself, has nothing to do with the protection you are applying.

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  2. Vivian-HT 16,595 Reputation points Microsoft External Staff Moderator
    2026-06-03T05:42:46.5033333+00:00

    Dear @Candice Beck,

    I understand the situation, and I’m sorry for the inconvenience this is causing, especially since the form is meant for external applicants.

    If the document was protected using user authentication, the file becomes tied to Microsoft account verification. In that case, anyone opening the document will be prompted to sign in before they can access it.

    In this case, it would help to clarify a few details to pinpoint exactly what is triggering the login prompt. Please could you help confirm the following?

    1/ First, when users open the document, what exactly do they see on screen? If possible, could you share a screenshot of this? ​‌

    2/ What the protection is currently applied? Please share a screenshot of the Restrict Editing pane (Developer/Review tab > in the Protect > Restrict Editing) and File > Info page. ​

    Please try going to Review > Restrict Editing and click Stop Protection. Then reapply the settings by selecting “Allow only this type of editing”. After selecting restrictions, select Yes, Start Enforcing Protection. When prompted, choose either no password or a simple password if required, and make sure that user authentication or restricted access is not selected.

    For more information, please refer to this. Make sure that your setting is correct: Create a form in Word that users can complete or print

    3/ Where is the file currently stored and shared from? For example: downloaded and emailed as a local file or stored in OneDrive / SharePoint and shared via a link

    4/ Are all users facing the issue, or only external applicants outside your organization?‌

    5/ Can you please confirm how you are sharing the document with applicants? For example, are you sending the file directly as an attachment, or sharing it via a OneDrive/SharePoint link?

    6/ If it is being shared via a link, please also check the sharing settings to confirm whether it is set to “Anyone with the link” or restricted to specific users. For reference, please refer to this Sharing files, folders, and list items

    Note: Please understand that as a forum moderator, my role is to provide general guidance and troubleshooting support. I don’t have access to internal systems or backend tools, and I appreciate your understanding of these limits.

    Thank you for your patience and understanding. I'm looking forward for your reply.

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  3. AI answer

    2026-06-03T04:51:32.73+00:00

    The behavior is caused by how the document is protected, not by the form fields themselves. When a Word document is protected with editing restrictions or Information Rights Management (IRM), recipients may be required to sign in with a Microsoft account or organizational account to open or use it, depending on how protection was applied.

    To allow public applicants to open and fill the form without sign-in prompts, use simple editing protection instead of IRM or account‑based restrictions:

    1. Open the form in Word.
    2. On the Review tab, select Protect > Restrict Editing.
    3. Under Editing restrictions, select Allow only this type of editing in the document and choose Filling in forms.
    4. Select Yes, Start Enforcing Protection.
    5. Set a password if needed (optional, but without a password anyone can remove the protection on their own copy).

    This mode restricts changes to the fixed text while allowing users to fill in fields, but does not require them to authenticate with Microsoft 365.

    If IRM or Restricted Access was previously applied (for example via File > Info > Protect Document > Restrict Permission by People > Restricted Access), remove that protection and rely only on Restrict Editing as above. IRM is designed to enforce per‑user access and will continue to trigger sign‑in prompts.

    Note that no protection method can completely prevent copying or re‑typing of content once a document can be opened.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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