Sometimes we need to exchange information with people outside the Agency. When we do so, if it is confidential or client confidential, it is best to send it as an encrypted, password-protected attachment. Sending it as an encrypted, password-protected attachment ensures an unwanted or in appropriate party can’t open it.
Remember:
The receiving person must have the password to open the file. However, never give them the password in the same email in which you attached the encrypted, password-protected file.
Send the password separately or phone the recipient to communicate the password.
Also, don’t make the password to easy to guess, and don’t continually reuse the password.
You can also password protect/encrypt files that are critical to you (for example, create a password protect Excel spreadsheet where you store your passwords. This way, you can have lots of different passwords, and only have to remember the one to unlock the spreadsheet).
IF you forget the password used to lock and encrypt a file, don’t expect anyone else to be able to open it for you without the password. IT, in most cases, simply CANNOT help you unencrypt a file.
With all this being said, below are instructions on how to password protect and encrypt a file.
For Office files (Word, Excel, PowerPoint), follow these instructions:
- Click the File tab.
- Click Info
- Click Protect Document, and then click Encrypt with Password.
- In the Encrypt Document box, type a password, and then click OK.
- In the Confirm Password box, type the password again, and then click OK.
- Save the file.
For a PDF using PDF Pro (Agency standard PDF program), follow these instructions:
- Click View in the toolbar, then Organizer Panels and choose Security
- Security panel will open (typically to the right)
- Click Password Protect
- Enter the password you want and save the document.