Guide to securing documents and encrypting emails

Overview:

If you need to keep your documents secure so that only selected members of staff can access them this guide will teach you how to set a password on a document. I will also mention how to encrypt emails so that you can send any or all emails in a safe and secure fashion.


Password protecting Office files:


1. Click the File tab.


2. Click Info.


3. Click Protect Document, and then click Encrypt with Password.


4. In the Encrypt Document box, type a password, and then click OK.


5. In the Confirm Password box, type the password again, and then click OK.


Please note: Passwords are case sensitive. If you forget the password there is no way to retrieve it, however there is a way to retrieve the contents (see next section) although this isn’t always successful.

 

Retrieving content from a locked file:

If you have forgotten your password there isn’t a way to retrieve the password. You can try the below steps to retrieve the contents of the file. Please note that this doesn’t always work, so best practice is to remember the password.

1. Right-click on the file you have forgot the password to.

2. Click 'Rename'

3. Rename the file to whatever.rtf

4. The file should now have a new name and a new type. It is now a Rich Text File instead of a Word file.

5. Right-click on whatever.rtf and hover the mouse over "Open With".

6. Pick WordPad.

The file should now open up for you in WordPad. You won't have all of the styling you had before, but now you can copy and paste the text into a new Word document and re-style it however you want.


Encrypting emails:

Encrypting single email:

1. Open up a new email
2. Go to Options tab on the ribbon
3. In the section called “More options” click on the tiny arrow in the bottom right-hand corner (see picture 6.1)
4. The properties window should now launch.
5. Click on “Security settings”
6. Place a tick in the box “Encrypt message contents and attachments”
7. Click “Ok” and “close”
8. Add recipient, subject and message/attachment.
9. Send the encrypted email.


Encrypting all emails:

If you need to send all emails as encrypted follow these steps:

1. Go to “File” in Outlook
2. Click on “Options”
3. Click on “Trust Center”
4. Click on “Trust Center Settings”
5. Click on “E-mail security”
6. Place a tick in the box “Encrypt contents and attachments for outgoing messages.
7. Click “Ok” twice.
8. All emails will now be sent as encrypted.

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