Protecting Documents Using Built-in Encryption
The steps, below, can be used to encrypt documents containing sensitive information, such as Social Security Numbers and personal health and financial information. Encryption is essential when transmitting sensitive information over the Internet or through e-mail to locations outside our immediate organization, including our campuses. The steps are the same whether encrypting Word or Excel. For your convenience, we give instructions and screen shots for both.
Sharing Passwords
When encrypting documents, you must assign a password that all authorized users know. However, ensure that this password is unique and distinct from your Binghamton University Account Password.
Here's how you can share it securely:
- Verbally: Whenever possible, communicate the password verbally, such as in a private conversation or over the phone.
- By Email (If Necessary): If email is the only option for sharing the password, take the following precautions:
- Send the password in a separate email message, preferably at a different time from the encrypted document.
- Be certain of the e-mail addresses you send the password to. If you made a mistake when sending the encrypted file, the information will remain protected by the encryption. But if you then make the same mistake and send the password to the wrong parties, you are responsible for causing a breach of information. If it contains personal information, it could require us to notify all affected persons, as governed by State law.
- Avoid using the word "password" in the subject or body of the email. Hackers have successfully searched e-mail databases for the word "password."
- Do not disclose which document the password corresponds to; keep it simple, e.g., "Use this for the document we are working on: XXXXXXX."
Encrypting a Word Document
- Open the Word document you want to encrypt.
- Go to the "Tools" menu and select "Options" to access the Options Screen.
- Within the Options Screen, select the "Security" tab.
- Click on the "Advanced" button to choose an encryption scheme. This is an important
step since the default option is not the most secure. We recommend using "RC4, Microsoft
Strong Cryptographic Provider," setting the key length to 128, and checking "Encrypt
document properties" option.
Note: This option is not compatible with versions of Office older than Microsoft Office 2002 or other products like WordPerfect. - Click "OK" to return to the options window and set the password in the "Password to open" field. Make sure it's a strong password, comprising letters, numbers, and special characters, with a minimum length of 8 characters. Remember this password, as losing it will make the document inaccessible.
- The document is now encrypted with password protection. Please be sure you save the file so that the changes take effect.
Encrypting an Excel Document
- Open the Excel document you wish to encrypt.
- Access the "Tools" menu and select "Options" to open the Options Screen.
- In the Options Screen, navigate to the "Security" tab.
- Click on the "Advanced" button to select an encryption scheme. This is an important
step since the default option is not the most secure. We recommend using "RC4, Microsoft
Strong Cryptographic Provider," setting the key length to 128, and checking "Encrypt
document properties" option.
Note: This option is not compatible with versions of Office older than Microsoft Office 2002 or other products like Lotus or Open Office - Click "OK" to return to the options window and set the password in the "Password to open" field. Make sure it's a strong password, comprising letters, numbers, and special characters, with a minimum length of 8 characters. Remember this password, as losing it will make the document inaccessible.
- The document is now encrypted with password protection. Please be sure you save the file so that the changes take effect.
