IT Security & Compliance
Encrypting Documents in MS Office
Encryption is a method of encoding information from a plain text format into unreadable text. It provides a level of security for documents containing sensitive data. It can protect files while being transferred over a network or being stored on a computer, mobile device, or external drive. For the purpose of this tutorial, the focus will be on encryption, or password protecting a document, used in MS
Office.
Caution: If you lose or forget the password, it cannot be recovered. Encrypted data cannot be recovered without your password.
MS Office uses password protection as their encryption method. This will prevent unauthorized users from accessing the protected files. The steps for this are:
1) With the document open in the appropriate application, choose File, Info, and expand the
Protect Document dropdown located under Permissions (Note: In Excel 2010, it will say Protect
Workbook and in PowerPoint 2010 if will say Protect Presentation).
2) Choose Encrypt with Password.
3) In the Encrypt Document box, enter a password of your choosing ensuring that it is strong but yet something you can remember and click OK.
Be sure to read the Caution: note that informs you that the password cannot be recovered if you lose it or forget it.
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4) You will be prompted to confirm the password
MS Office uses password protection as their encryption method. This will prevent unauthorized users from accessing the protected files. The steps for this are:
1) With the document open in the appropriate application, choose the Microsoft Office button,
Prepare, and click Encrypt document (Note: In Excel 2007, it will say Protect Workbook and in
PowerPoint 2007 if will say Protect Presentation).
2) Choose Encrypt Document.
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3) In the Encrypt Document box, enter a password of your choosing ensuring that it is strong but yet something you can remember and click OK.
Be sure to read the Caution: note that informs you that the password cannot be recovered if you lose it or forget it.
4) You will be prompted to confirm the password
Important Tip : When communicating the password to another party, send a follow-up email, chat, or phone call with the password. Do not include it with the document you have encrypted.
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