How to Encrypt Files for Secure Email Transmission or Storage
Why Encrypt?
Massachusetts Law requires that legally-protected personal financial information be encrypted if sent over public networks, such as the internet. You may also need to protect information your office considers confidential, regardless of any legal requirement. This document describes ways to encrypt files prior to sending them via e-mail or storing them.
What is Encryption?
Encryption protects the contents of a file from being read by anyone who doesn’t have the encryption key. When encrypting a document or file, you will usually need to supply an encryption key in the form of a password or passphrase, which is then used to transform the document’s contents in such a way as to make the document unreadable. The encrypted document will need tohave the password entered before it can be opened.
Important: Once a document has been encrypted, you can not open itwithout the password. Consider that it may be years before the file is needed, and if the password is forgotten, the file is worthless. Don’t rely on your memory. Make sure that passwords are stored some place safe before encrypting important information and make sure the passwords (or the location of the passwords) are made available to the appropriate faculty or staff.
Important: If you encrypt a file, attach it to an email message and send it to the recipient, do not send the password via email, either in the same or a separate message. Instead, send the password using another means of communication, such as a phone call or text message.
What can be Encrypted?
Fortunately nearly all devices and files can be password protected. Windows and Mac laptops can be protected with BitLocker and FileVault. Portable flas drives, or external hard drives can be secured with those programs as well. Word, Excel and PDFs can be password protected. Or a collection of files can be “zipped” for secure transfer.
Portable devices like iPhones and tablets can (and always should!) be protected with a passcode.
How Do I Encrypt a Document?
A number of widely-used software applications can encrypt documents, including Microsoft Office Word, Excel, and PowerPoint, Acrobat DC.
Microsoft Office Documents
For directions see: https://support.office.com/en-us/article/protect-a-document-with-a-password-05084cc3-300d-4c1a-8416-38d3e37d6826
Adobe Acrobat Professional (PDF)
For directions see: https://helpx.adobe.com/acrobat/using/securing-pdfs-passwords.html
General-Purpose Encryption Tools for Windows
7-Zipis a free Windows program which can compress files to save space when storing them or transmitting them across a network. 7-Zip creates a compressed archive file which can contain one or many files. The archive file can be encrypted and then securely sent as an attachment via e-mail. 7-Zip works with any kind of file (Word, Excel, PowerPoint, PDF, JPG, etc).
For more information, see 7-Zip – Wikipedia. The software can be downloaded from the OIT software download site at 7Zip.
General-Purpose Encryption Tools for macOS
macOS comes with a program named Disk Utility, which can be found in Applications > Utilities. You can use Disk Utility to create an encrypted disk image, which can hold one or more files or folders. Once created, the Disk Image is stored as a file, copied to another disk or sent via e-mail as an attachment to another Mac user.
For directions See (scroll down to ‘Create a secure disk image’): https://support.apple.com/guide/disk-utility/create-a-disk-image-dskutl11888/mac
FAQs
Cracking the code: the kinds of files you absolutely need to encrypt. As a good rule of thumb, you need to encrypt any file that contains sensitive or confidential information, whether it's legal or financial, business, or personal.
How can I remove file encryption? ›
You can remove file system encryption by unchecking the "Encrypt Contents to Secure Data" feature. Yes, this only works for the file system, not for a specific file. If you want to decrypt files, the certificate or password is indispensable. To recover encrypted files without passwords, check the topic article.
What do you mean by file encryption? ›
File encryption is a security method that converts your files into ciphertext or unreadable data. By using this method, you may be sure that even if unauthorized people access your files, they won't be able to understand the contents without the decryption key.
Why are my files being encrypted? ›
Encrypted files are handy for when you need to send something personal via email or are using an external storage drive to transport a file. Files are most vulnerable to cyberattacks once they are sent out, and file encryption helps keep your personal information safe in transit.
Which files do you need to encrypt list? ›
Personal information: Any files containing social security numbers, birth dates, addresses, or other personally identifiable information should be encrypted. Financial data: Bank account numbers, credit card information, and other financial records need to be secured with encryption.
How do you know which files need to be encrypted? ›
Files that need to be restricted and encrypted include, but aren't limited to the following:
- Legal documents.
- Financial records and information.
- Archived data.
- Personally Identifiable Information (PII)
- Patient health information (PHI)
- Trade secrets, copyrights, and intellectual property.
Turn off Device encryption
Type and search [Device encryption settings] in the Windows search bar①, then click [Open]②. On the Device encryption field, set the option to [Off]③. Confirm whether you need to turn off device encryption, select [Turn off] to disable the device encryption function④.
Can encrypted files be deleted? ›
Only authorized users can delete encrypted files with Windows Explorer. Encrypted files that you delete with Windows Explorer Delete command, or with the keyboard Delete key, will be put in the recycle bin, but will still be encrypted.
Does Windows Encrypt files automatically? ›
Device Encryption is a Windows feature that enables BitLocker encryption automatically for the Operating System drive and fixed drives. It's particularly beneficial for everyday users who want to ensure their personal information is safe without having to manage complex security settings.
What happens when your files are encrypted? ›
File encryption helps protect your data by encrypting it. Only someone with the right encryption key (such as a password) can decrypt it.
Encryption protects the contents of a file from being read by anyone who doesn't have the encryption key.
Should I encrypt my files? ›
Protect Your Identity and Credit
Encrypting the files, folders or entire hard drive on your computer can be an important step in keeping your personal and business information secure. In turn, this can help protect you from identity theft. But it's only one of the many steps you may want to take.
How do I remove encryption from my files? ›
How to Remove Encryption From Files in Windows 10?
- Open File Explorer and go to the folder containing the encrypted file(s).
- Right-click the encrypted file(s), then select Properties.
- On the General tab, click Advanced.
- Uncheck the box next to “Encrypt contents to secure data,” then click OK.
How to decrypt ransomware encrypted files (and recover your data without a previous backup)
- Step 1: Identify the ransomware variant. ...
- Step 2: Back up encrypted files. ...
- Step 3: Download a decryption tool. ...
- Step 4: Run the decryption tool. ...
- Step 5: Check the decrypted files. ...
- Step 6: Remove the ransomware.
Encrypted files do not have a special file extension, but they do have a padlock displayed on the icon. To unlock these files, all you need to do is log into your computer using your password.
What files need to be encrypted in a txt? ›
txt contains sensitive information such as passwords or personal data, it clearly needs to be encrypted. Similarly, if B. docx is a confidential document, or D. xlsx includes private financial information, these should also be encrypted.
When should you encrypt files? ›
Your financial records, including bank statements, tax returns, investment portfolios, and credit card statements, are a goldmine for cybercriminals. Encrypting these files can prevent unapproved access, reducing the risk of financial fraud and identity theft.
Which file system must be used to enable encryption? ›
A file marked encrypted is encrypted by the NTFS file system by using the current encryption driver. Lists the functions to use to create a new key, add a key to an encrypted file, query the keys for an encrypted file, and remove keys from an encrypted file.
What is an example of a encrypted file? ›
Examples of file encryption include AES, RSA, Blowfish, and Twofish. These methods encrypt files in such a way that without possessing a key generated by the specific algorithm, decrypting it would be computationally impossible.
