/ Can I encrypt Microsoft Office documents?

Can I encrypt Microsoft Office documents?

Every now and then, I have had to password-protect sensitive documents and spreadsheets.

Microsoft 2000 and above offers varying levels of encryption for Word, Excel, and Outlook. Even Microsoft Mail, which replaced Outlook Express, offers an encryption feature.

Encrypting and protecting Microsoft Word documents is quite easy. First, click Save As. Next, go down to the Tools drop down arrow box which is located right next to Save and choose General Options. You’ll be prompted to enter a password to open the document as well as a password for modifying the document. Once you hit the Protect Document button, a new pane opens in Microsoft Word giving you greater control over the type of formatting and editing restrictions you will enforce on your document.

In Excel, the process is similar though the General Options box is simpler. Both Word 2007 and Excel 2007 offer a shortcut through the Office Button. Simply go to the Office Button, choose Prepare, and then choose Encrypt. This only allows you to set a password for opening the document, not restricting modifications to it once opened.

In Excel, you can protect cells, worksheets, and workbooks from changes by “protecting” the worksheet or workbook. In Excel 2007, do this by going to the Review tab and clicking on the desired level of protection such as Protect Sheet or Protect Workbook.

Whenever you encrypt your Office documents, make sure to choose a password that you will remember. Otherwise, you will be stuck with a document that you either can’t open or edit.

You can also encrypt Outlook messages. This process involves a bit of cooperation between you and the recipient. Instead of verbally telling your collaborator the password as you would with password protected Word or Excel documents, you must exchange “private keys” or “certificates” (also known as .cer files). This isn’t as complicated as it sounds. One easy way to do this is to send a digitally signed message and ask your recipient to add your e-mail to his contact list which automatically adds your .cer file.

In Microsoft Outlook Express or Microsoft Mail, you must first have a VeriSign Digital ID. This is a subscription service that costs about $20 per year. This service checks your email address and encrypts content so that recipients know that the email has come from you and has remained private during transmission.

Encrypting and protecting your Microsoft Word, Excel, and Outlook files is relatively easy. Other Microsoft Office files can also be encrypted by choosing the General Options option when saving the file. In Office 2007, the Prepare function found under the Office Button leads you to an Encrypt option as well. If you have sensitive data, password-protecting your documents is the best way to ensure that only those you intend to see it will see it.