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Information Tips for Encrypting Documents

Overview

Encrypting documents is a way to protect them from being opened and/or edited by unauthorized users. You should encrypt any document that contains protected or sensitive information.

Implementation Guidance

The procedure for encrypting documents vary from each application. Below are all common applications used to create documents and the procedures to use to encrypt those documents. Microsoft Word 2010 Microsoft Excel 2010 Microsoft Word 2013/2016 Microsoft Excel 2013/2016 Adobe Acrobat Professional X, XI Microsoft Word 2013/2016 (PDFs) Adobe Acrobat Pro DC By default, the Microsoft Office suite of products uses 128-bit Advanced Encryption Standard (AES). It is advised to create a password of sufficient length, eight characters minimum, with complexity such as symbols and numbers.

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MICROSOFT WORD 2010

1) When the document is ready to be encrypted. Click File in the top-left corner of the screen. Select the Info tab, Protect Document and then Encrypt with password.

2) The Encrypt Document window will open for you to enter a password. Enter a password of your choice and click OK. You will be asked to confirm the password and click OK again.

3) Save the document to apply new security settings.

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MICROSOFT EXCEL 2010

1) When the document is ready to be encrypted. Click File in the top-left corner of the screen. Select the Info tab, Protect Document and then Encrypt with password.

2) The Encrypt Document window will open for you to enter a password. Enter a password

and click OK. You will be asked to confirm password and click OK again.

3) The Info window will now reflect the new security permission.

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MICROSOFT WORD 2013/2016

1) Click File in the top left corner of the screen to bring up the Info screen. Select Protect Document and then click Encrypt with password.

2) The Encrypt Document window will open for you to enter a password. Enter a password and click OK. You will be asked to confirm password and click OK again.

3) The Info window will now reflect the new security permission.

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MICROSOFT EXCEL 2013/2016

1) Click File in the top right corner of the screen to bring up the Info screen. Select Protect Workbook and then click Encrypt with password.

2) The Encrypt Document window will open for you to enter a password. Enter a password and click OK. You will be asked to confirm password and click OK again.

3) The Info window will now reflect the new security permission.

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ADOBE ACROBAT PROFESSIONAL X, XI PDF documents can be encrypted with a password by using Adobe Acrobat Professional or a Microsoft Office Suite product used to create PDF files, such as Microsoft Word.

1) Once Acrobat is open, click the Tools pane near the top right of the window. Open the Protection panel.

2) Select Encrypt, and then click Encrypt with Password. Next, confirm you want to change the security on the document.

3) On the password security screen, you want to add a Document Open password, which restricts who may open the document

4) Optionally, you may add a Permissions password that will disable the ability to print or

make any changes to the document.

5) Click Ok and confirm the password(s). Save the document in order to apply new security

settings.

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MICROSOFT OFFICE 2013/2016 (PDF CREATOR) Microsoft Office is primarily used to create PDF files. Below are steps to save the document created in an Office program as a PDF with password protection.

1) Complete editing the document that you wish to save as a PDF and select Save As.

2) Under Save as type you will select PDF. Select the Options button to add the password.

3) Select Encrypt the document with a password and click OK.

4) Enter the password you wish to use to protect the document. Confirm password in

second field and Click OK. Finally, save the document to apply security changes

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ADOBE ACROBAT PRO DC

1) Once Acrobat is open, select the File pane in the top left corner. Then select the “Protect Using Password” option.

2) A new window will open. Select the option that says viewing and then enter a strong password then click Apply.