Encrypting Word Documents

Encryption provides a measure of safety for documents containing protected data. It can be used to protect files stored on computers and external storage devices as well as data being transferred via networks. This page provides step-by-step instructions on how to encrypt different types of files.

For additional data encryption resources, please visit the Data Encryption Tools page. For information regarding what is considered protected data, please refer to the What's New in Information Security newsletter.

Topics on this page:

• Encrypting Microsoft Office 2010 Files
• Encrypting Microsoft Office 2007 Files
• Encrypting Files Using WinZip

Encrypting Microsoft Office 2010 Files

In Microsoft Office 2010, you can use passwords to help prevent unauthorized users from opening or modifying your documents, workbooks, and presentations.

To password protect your document, workbook, or presentation:

1. Open the file in the appropriate application.
2. Click the File tab on the Ribbon.
3. On the Info page of the Backstage view, do one of the following:
   • In Word 2010, click the Protect Document button and select Encrypt with Password.
   • In Excel 2010, click the Protect Workbook button and select Encrypt with Password.
   • In PowerPoint 2010, click the Protect Presentation button and select Encrypt with Password.

   

4. In the Encrypt Document dialog box, type a password in the Password box, and then click the OK button.

   Note Passwords are case-sensitive. If you lose or forget the password, it cannot be recovered.

   

5. In the Confirm Password dialog box, type the password again in the Reenter password box, and then click the OK button.

   

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Encrypting Microsoft Office 2007 Files

In Microsoft Office 2007, you can use passwords to help prevent unauthorized users from opening or modifying your documents, workbooks, and presentations. By default, Microsoft Office 2007 uses AES 128-bit advanced encryption. The method is exactly the same in Word, Excel, and PowerPoint.

To password protect your document, workbook, or presentation:

1. Open the file in the appropriate application.
2. Click the Microsoft Office button, point to Prepare, and select Encrypt Document.

   

3. In the Encrypt Document dialog box, type a password in the Password box, and then click the OK button.

   Note Passwords are case-sensitive. If you lose or forget the password, it cannot be recovered.

   

4. In the Confirm Password dialog box, type the password again in the Reenter password box, and then click the OK button.

   

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Encrypting Files Using WinZip

WinZip offers strong AES encryption that can be used to protect documents contained in an archive from unauthorized access. WinZip encrypts files based on a password that you specify. Encrypted files can later be extracted from an archive by supplying the correct password.

To encrypt files using WinZip:

1. Open the ZIP file in WinZip.
2. Click the Actions menu and select Encrypt.

   

3. If the WinZip Caution dialog box opens, click the OK button to continue.
4. In the Encrypt dialog box, make sure the Mask password check box is selected to prevent the password from being displayed as you type it.
5. Type a password in the Enter password box.
6. Type the password again in the Re-enter password (for confirmation) box.
7. Select an option under Encryption method.

   Note WinZip supports AES encryption in two different strengths: 128-bit AES and 256-bit AES. 256-bit AES is stronger than 128-bit AES, but both of them can provide significantly greater security than the standard Zip 2.0 method. An advantage of 128-bit AES is that it is slightly faster than 256-bit AES, that is, it takes less time to encrypt or decrypt a file.

   

8. Click the OK button. An asterisk (*) appears at the end of each file name to indicate that the files are encrypted.

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