View source for Encrypting and archiving files

When sending sensitive information outside of the college, you may be required to encrypt the files to protect the information from falling into the wrong hands. The following steps will show you how to password protect Microsoft Word documents, Adobe Acrobat PDFs and compress files to a password protected archive.

[[File:Microsoft Word logo.png|right|100px]]
==Password Protecting Microsoft Word Documents==

1. When you have a Word document open, go to '''"File"''' and select '''"Info"'''

[[File:Protectword1.JPG|600px|alt=When you have a Word document open and click File, a menu opens up with a dark blue sidebar and main area. Click on the Info tab on the dark blue sidebar.]]



2. Click the '''"Protect Document"''' and in the following drop down menu select '''"Encrypt with Password"'''

[[File:Protectword2a.JPG|600px|alt=Click protect document and in the following drop down menu, select the second option titled 'Encrypt with Password']]


3. A popup box will appear for you to assign a password to this document. It would be a good idea to have a '''separate copy of this document saved''' in case you forgot the password.

4. Before exiting the document make sure you '''save your changes''' if you want the password protection to stay! 

[[File:Adobe-pdf-logo.jpg|right|100px|alt=Adobe PDF Logo]]

==Password Protecting Adobe PDFs==

1. When you have a PDF open on the right hand side in the '''"Tools"''' column select the '''"Protect"''' shield symbol. If this isn't present here, you can also select the "Tools" tab near the top of the document.

[[File:Protectpdf1.JPG|600px|A PDF shown open in Adobe. Click Tools in the upper menu and then click Protect in the right hand sidebar that opens.]]



2. This will open up a new header near the top of the document. Select the '''"Encrypt"''' drop down menu and select the '''"Encrypt with Password"'''. A popup window will ask if you are sure you want to make that change and select yes.

[[File:Protectpdf2.JPG|600px|A new headed opens at the top of the document. Select the Encrypt drop down menu and then select Encrypt with Password. A popup will ask if you are sure before you proceed.]]



3. The Password Security Settings window will now open and from here you can select the checkbox '''"Require a password to open the document"''' and input the password of choice. A confirm document password box will open giving you one more chance to '''backup your PDF''' if you already haven't. 

[[File:Protectpdf3.JPG|600px|alt=The Password Security Settings window now opens and you can select 'Require a Password to open the document' and input your password of choice. Another popup will open to give you another chance to backup the PDF if this ahs not been done. Click Save Changes to make sure the encryption is kept.]]


4. The last step will be to then '''save the changes''' to the PDF in order to keep the encryption.

[[File:7ziplogo.png|right|100px|alt=7Zip Logo]]

==Password Protecting an Archive==

If you have a large amount of files that need to be sent or you if want additional protection, you can also compress and encrypt them into a .zip archive.

1. From the save location of the files you want archived, either '''click and drag''' or '''SHIFT-click''' the files.

2. Once selected right-click and highlight '''"7-Zip"'''. On the pullout menu select the '''"Add to Archive"''' option.

[[File:Archive1.JPG|600px|Right click the file and highlight '7-ZIP' and on the menu that opens from there, select Add to Archive.]]


3. A new window will open up and give you the opportunity to name the archive along with adding a password. You may also want to '''check the box''' that says '''"Encrypt file names"'''.

[[File:Archive2.JPG|600px|alt=A new window will open, allowing you to name the archive and add a password. You may also want to check the box that says Encrypt File Names.]]

4. Once you select OK your new archive '''will populate in that same folder''' with a .7z extension. 



It is important to note that if you plan on password protecting other Microsoft Office files, you would follow the same steps as the Word Document example. If you are unable to add password protection or create a compressed archive, please contact the Bay College IT Help desk:


{{ContactInformation}}

[[category: Procedures]]