There are many ways to protect or limit the access to a file on your computer. Applications like MS Word, Open Office and MS Excel have a password protection feature found in their settings. If you are not convinced with the protection offered, you can hide the document in a zip file or any third party program that offers password protection. Just remember to backup the confidential file, in case you forget your password or for other emergency situations.
Built-In Security Feature
Password protection comes as a default feature for programs used for making documents. Accessing it is easy, since you just have to look for it the menus. If you aimlessly click on the items found on the menu bar, you will surely stumble upon the security feature.
MS Word and MS Excel
The menu setup of MS Office programs are similar, so the security feature is practically found in the same location. Once inside security, you can set the password for your document. Make sure you use one that is difficult to crack, possibly random numbers and letters or something that is unrelated to you, so guessing the password is nearly impossible.
Procedure:
1. Open a new document in either MS Word or MS Excel.
2. After finishing your document, click on Tools, which is found on the top portion of your screen.
3. Select Options. A smaller screen will appear containing several tabs.
4. Click on the Security Tab.
5. Place corresponding passwords for opening and modifying the file.
6. Keep clicking OK until you are back to your document.
Aside from placing a password, you can hide parts of the document by changing their font color to white. You can also toggle on the other security settings to totally restrict the access to your file.
PDF Files
The PDF file, being a common platform for creating documents, is blessed with a password-protection feature. In addition, its security measure can be boosted further when coupled by third party programs. No wonder the PDF format is preferred in professions where much confidentiality is involved.
Procedure:
1. Open the PDF file in Adobe Acrobat Reader.
2. Click on the File menu on the top left portion of the screen.
3. Select Document Security. Another screen will then appear.
4. Hit on Security Options then select Acrobat Standard Security.
5. Once done, mark the box beside "Password Required to Open Document."
6. Place your password on the space provided.
7. In the same screen, you will find an option for placing a password when modifying the first password or permissions. Supply a password if you choose.
8. Click OK. A screen will appear asking you to confirm both passwords.
9. Retype both passwords. Take note, the passwords are case-sensitive so be careful.
If you want to fortify the Acrobat Reader's password protection, you can download third party programs on the internet for more security. Those programs let you encrypt the file and portions of the doccument easily, aside providing another layer of password protection.
Protection Using Data Compression Programs
Some programs not only provide password protection, they also compress files and folders, so they consume less space inside your computer. Data compression programs are pretty useful, especially when delivering files through email. Given their features, you can send several files and folders safely, without exceeding the attachment limit, in a single email message.
WinZip
Protecting documents and folders with a password is easy using WinZip, one of the world's premier data compression programs. You can simply toggle on the password feature when you are about to compress a batch of files. Once the files are compressed, they can't be opened until the password you set is supplied.
Procedure:
1. Let's say the files and folders you want to password protect are in My Documents. Double click My Documents on the desktop.
2. Right click on a file, which brings out a list of options.
3. Select "Compress to .zip." This automatically creates a new zip folder.
4. Right click on another file then select Copy.
5. Go to the zip folder via WinZip then right click on the empty white space (the section where the compress filed is stored). Select Paste.
6. Repeat steps 4 and 5 for all the files and folders you want to compress and password protect.
7. When all the files are in, select File on the top left portion of the WinZip screen.
8. Click on Add a Password.
9. Supply the password for the Zip folder then confirm it.
Zip files are versatile. You can compress any folder or file that you choose, even the My Documents folder. It is a good move when your computer's memory is nearly filled up, given the zip file's space-saving features.
WinRar
WinRar, much like WinZip, compresses files and supports a wide array of file extensions. It can also restore damaged archives and is more resistant to file corruption than most data compression programs, which makes it a pretty popular. Best of all, you can get it for free on the internet.
WinRar works just like WinZip. The procedure for password protecting files is exactly the same, only you have the choice of turning the compressed folder into a RAR file. WinRAR appears to be the best choice for data compression protection, as its security features give it a distinct edge.
To Serve and Password-Protect
The password may be a basic form of protection, but through the years, it has proven to be an effective means of file security. Besides, correctly guessing a password is, by all means, no easy feat, which is why it is the means used to protect your email account or your credit card information. Give your files the same amount of security by password-protecting them.
Author Resource:
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