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Save or Email Files with Confidential/Sensitive Information

Unless absolutely necessary, do not email or save files with confidential or sensitive data on desktop or mobile computing devices. If it is necessary to email or save confidential or sensitive data, first password–protect the data. If you are sending the data via email, do not include the password in your email message. Instead, call the recipient(s) with the password.

Protect confidential or sensitive data by following these steps:

Windows

2003 – Office Word , Excel, and PowerPoint: Enable password–protection for a file by doing the following.

  1. Open the file.
  2. On the Tools menu, click Options, and then Security.
  3. In the Password to open box, click Advanced.
  4. Select RC4, Microsoft Enhanced Cryptographic Provider v 1.0.
  5. Choose a 128 bit key length and check the box labeled Encrypt document properties.
  6. Click Ok.
  7. Type a password (greater than 8 characters with at least one number and a special character), and then click OK.
  8. In the Reenter password to open box, type the password again, and then click OK.
  9. Close the document, and when prompted select Save Changes.

2007 – Office Word, Excel, and PowerPoint: Enable password-protection for a file by doing the following.

  1. Open the file.
  2. Click the Microsoft Office Button, point to Prepare, and then click Encrypt Document.
  3. Type a password, and then click OK.
  4. In the Reenter password box, type the password again, and then click OK.
  5. To save the password, save the file.
  6. If you are encrypting an Office 2000/2003 document using Office 2007, you will be presented with a pop-up Window asking if you want to convert the document to an Office Open XML Format. Click "No."

Macintosh

2008 – Office Word & Excel: Enable password-protection for a file by doing the following.

  1. Open the file.
  2. Navigate to File>Save As...:
  3. Select Options...
  4. Select Show All.
  5. Under Personal Settings select Security.
  6. In the space for –Password to Open–, then type your desired password and hit OK.
  7. When prompted, verify your password.
  8. Save the document and the next time you attempt to open it you will be required to enter your password.

Remember your password or write it down in a safe place.

If you have any questions, contact the IT Help Center at (818) 677-1400 or email helpcenter@csun.edu.