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How to encrypt and protect Adobe Acrobat, Microsoft Word, Microsoft Excel and
Microsoft PowerPoint documents at CRUK
Acceptable Usage Policy
Whenever sharing Personal Data, Sensitive Personal Data or Commercially Sensitive Data you should ensure that the confidentiality of the data is protected. Encryption may be used to prevent unauthorised access to data, such as laptop encryption or encryption of the individual files and folders. Individual files and folders may be encrypted using Microsoft Office or WinZip and should be secured with a strong passphrase. When transmitting encrypted documents by email, the passphrase should be communicated via another method, such as SMS or by telephone. If you lose or forget the passphrase, it cannot be recovered. Therefore, you must make suitable arrangements so that authorised individuals may access the data in your absence, such as maintaining a list of passphrases and their corresponding document names in a safe place.
Setting a Passphrase to encrypt and protect your document
As directed by the Acceptable Usage Policy a passphrase that uses 14 or more characters is better than using a password when encrypting your document. A passphrase is similar to a password in usage. It is a sentence or phrase used instead of a single password. Because of its length, a passphrase is more secure than a password. By using a phrase, it is still easy to remember.
A passphrase should follow the below guidelines:
It should be long enough to be hard to guess
It should not be a famous quotation from literature, holy books, etc
It should be hard to guess by intuition—even by someone who knows the user well
It should be easy to remember and type accurately
It should not be reused between sites, applications and other different sources.
Links to relevant “How to encrypt and protect…” sections:
Adobe Acrobat
Microsoft Word
Microsoft Excel
Microsoft Powerpoint
Adobe Acrobat A PDF file is a high-quality document that is generally used to distribute platform-independent documents. Adobe Acrobat Pro enables you to passphrase-protect your PDF documents so that other users do not have access to them. You may want to passphrase-protect your PDF files if they contain personal and sensitive information and you want them available for either just yourself or specified people
Instructions
1. You will need the Pro version to passphrase-protect your PDF files.
2. Open the PDF file in Acrobat Pro. Click the Secure menu located on the tasks button bar. Select Password Encrypt or Encrypt with Password from the drop-down menu -- the exact wording will depend on which version of Adobe Acrobat you are using -- and click Yes on the confirmation dialogue box to bring up the Password Security Settings screen.
3. Choose which earlier version of Adobe you wish your document to be compatible with from the list of options at the top of the menu box e.g. select Acrobat 7 and later in the compatibility box and select the portions of the PDF file that you want to passphrase protect. Select the Encrypt all document contents if you want to passphrase protect the entire document.
4. Click the Require a Password to open document check box. When you select this option, only the people with the passphrase will be able to open the PDF file. Type the passphrase that you want to use.
5. Click the Restrict editing and printing of the document check box if you do not want readers to make changes to your PDF file or print it. Type the passphrase that you want to use. If you want to allow certain printing and editing options, select them in the Printing allowed and Changes allowed box.
6. Uncheck the Enable copying of text, images, and other content check box if you want to restrict this feature. Click OK to save the changes. Your PDF file is now passphrase protected.
For additional information on the above please visit:
http://acrobatusers.com/tutorials/how-do-i-password-protect-a-document
Microsoft Office Word 2007 In the 2007 Microsoft Office system, you can use a passphrase to help prevent other people from opening or modifying Microsoft Office Word 2007 documents, Microsoft Office Excel 2007 workbooks, and Microsoft Office PowerPoint 2007 presentations.
To allow only authorized reviewers to view or modify your content, you can help secure your entire document with a
passphrase.
There are two ways to encrypt and protect Word documents, firstly:
Instructions
1. Click the Microsoft Office Button ,
2. Select Prepare and then click Encrypt Document, the below will be displayed on the screen.
3. Type in your passphrase and select OK.
4. The Confirm Password box is displayed, type in the same passphrase again and select OK.
5. The file is now protected.
6. Once the document is closed, you will need to re-enter the passphrase to re-open, as below.
Alternatively, please follow the below:
Instructions
1. Click the Microsoft Office Button , and then click Save As.
2. It is important that you remember your passphrase. If you forget your passphrase, CRUK cannot retrieve it.
Therefore, you should encrypt this version of the document using an amended file name. You will then have
access to both the original and the encrypted version, which can then be distributed securely.
3. Click Tools, and then click General Options.
4. Do one or both of the following:
If you want reviewers to enter a Passphrase before they can view the document, type a passphrase in the
Password to open box.
If you want reviewers to enter a passphrase before they can save changes to the document, type a
passphrase in the Password to modify box.
Advanced encryption. Encryption is a standard method used to help make your file more secure.
Password to modify This feature does not use any encryption method. It is designed so you can
collaborate with content reviewers you trust. Is not designed to help make your file more secure.
Both Passwords You can assign both passphrases — one to access the file and one to provide
specific reviewers with permission to modify its content. Make sure each passphrase is different
from the other.
5. Re-enter relevant passphrase as instructed and click OK.
6. Re-enter relevant passphrase as instructed and click OK.
Microsoft Office Excel 2007 In the 2007 Microsoft Office system, you can use a passphrase to help prevent other people from opening or modifying Microsoft Office Word 2007 documents, Microsoft Office Excel 2007 workbooks, and Microsoft Office PowerPoint 2007 presentations.
To allow only authorized reviewers to view or modify your data, you can help secure your entire workbook file with a
passphrase.
There are two ways to encrypt and protect Excel documents, firstly:
Instructions
1. Click the Microsoft Office Button ,
2. Select Prepare and then click Encrypt Document, the below will be displayed on the screen.
3. It is important that you remember your passphrase. If you forget your passphrase, CRUK cannot retrieve it.
Therefore, you should encrypt this version of the document using an amended file name. You will then have
access to both the original and the encrypted version, which can then be distributed securely.
4. Type in your passphrase and select OK.
5. The Confirm Password box is displayed, type in the same passphrase again and select OK.
6. The file is now protected.
Alternatively, please follow the below:
Instructions
1. Click the Microsoft Office Button , and then click Save As.
2. It is important that you remember your passphrase. If you forget your passphrase, CRUK cannot retrieve it.
Therefore, you should encrypt this version of the document using an amended file name. You will then have
access to both the original and the encrypted version, which can then be distributed securely.
3. Click Tools, and then click General Options.
4. Do one or both of the following:
If you want reviewers to enter a Passphrase before they can view the workbook, type a passphrase in the
Password to open box.
If you want reviewers to enter a passphrase before they can save changes to the workbook, type a
passphrase in the Password to modify box.
Password to open By default, this feature uses advanced encryption. Encryption is a standard
method used to help make your file more secure.
Password to modify This feature does not use any encryption method. It is designed so you can
collaborate with content reviewers you trust. Is not designed to help make your file more secure.
Both Passwords You can assign both passphrases — one to access the file and one to provide
specific reviewers with permission to modify its content. Make sure each Passphrase is different
from the other.
5. Then file, select the Read-only recommended check box. When opening the file, reviewers will be asked
whether or not they want to open the file as read-only.
6. Click OK.
7. When prompted, retype your passphrase to confirm them, and then click OK.
8. Click Save.
Microsoft Office PowerPoint 2007
In the 2007 Microsoft Office system, you can use a passphrase to help prevent other people from opening or modifying Microsoft Office Word 2007 documents, Microsoft Office Excel 2007 workbooks, and Microsoft Office PowerPoint 2007 presentations.
To allow only authorized reviewers to view or modify your content, you can help secure your entire presentation file with a
passphrase.
There are two ways to encrypt and protect PowerPoint documents, firstly:
Instructions
1. Click the Microsoft Office Button ,
2. Select Prepare and then click Encrypt Document, the below will be displayed on the screen.
3. It is important that you remember your passphrase. If you forget your passphrase, CRUK cannot retrieve it.
Therefore, you should encrypt this version of the document using an amended file name. You will then have
access to both the original and the encrypted version, which can then be distributed securely.
4. Type in your passphrase and select OK.
5. The Confirm Password box is displayed, type in the same passphrase again and select OK.
6. The file is now protected.
Alternatively, please follow the below:
Instructions
1. Click the Microsoft Office Button , and then click Save As.
2. It is important that you remember your passphrase. If you forget, your passphrase CRUK cannot retrieve it.
Therefore, you should encrypt this version of the document using an amended file name. You will then have
access to both the original and the encrypted version, which can then be distributed securely.
3. Click Tools, and then click General Options.
4. Do one or both of the following:
If you want reviewers to enter a passphrase before they can view the presentation, type a passphrase in the
Password to open box.
If you want reviewers to enter a passphrase before they can save changes to the presentation, type a
passphrase in the Password to modify box
Password to open By default, this feature uses advanced encryption. Encryption is a standard
method used to help make your file more secure.
Password to modify By default, this feature uses advanced encryption. Encryption is a standard
method used to help make your file more secure.
Both Passwords You can assign both passphrases — one to access the file and one to provide
specific reviewers with permission to modify its content. Make sure each passphrase is different
from the other
5. Click OK.
6. When prompted, retype your passphrase to confirm them, and then click OK.
7. Click Save.
