How to Protect Documents
When you are saving a document, do you stop to think about what type of information it contains, or what could happen should it fall into the wrong hands? Few people do, as they think that the information on their computer is safe. Unfortunately with the Internet it is fairly easy for anyone out there to access your computer and download any data that may be of use to them.
Take a step towards protecting yourself by placing a password on your documents. This will stop anyone from accessing them without permission. Adding a password to a document is pretty easy, and once you know how you just have to remember to add a password to every sensitive document you own to make them safe.
Those who run an office should consider setting an office-wide policy of protecting important information, as doing so will protect your company from liability should files or even a computer go missing or get stolen. Any clients you have will expect you to keep their information safe. In any MS Office 2007 program you can protect your file by doing the following:
In the top left-hand corner select the Office Button Mouse over Prepare, then choose Encrypt Document Type in your password and click Save
If you have an older version of MS Office you can usually find the same features this way:
With your document open, go to File | Save As At the top of the Save As screen select Tools | General Options You will be presented with a Save Options screen Enter a password to open / password to modify or both and click OK You will be prompted to re-enter your password(s), click OK when done Save the file
Earlier versions of MS Office also have password protection available in the Save As screen under the Tools | Options selection. Your passwords should be easy enough to remember by not easy to guess by someone else.
Finally you need to ensure that should your hard drive malfunction or get erased by a power surge that you don’t lose all the files that you have worked so hard to protect. Backing up your files gives you a second chance at the files you need if something happens to your computer.
There are several options when it comes to backing-up your files:
1) CD-ROM: Nearly every computer comes with a CD drive, so make use of it by copying your important files to CD-ROM every once and a while. You will have to remember to copy your files, and keep the CD in a secure place where no one can get a hold of it, preferably fireproof as well.
2) USB Flash Drive: You can quickly copy files to small flash drive and keep it with you or in a safe place. Remember to regularly back-up your files so that they are as recent as possible if something should happen, and password protect the drive in case you should lose it
3) Online Storage: Storing your files online is safe and simple, with the added bonus that your files are available wherever you are in the world. For a small monthly fee you will have a folder set aside on a secure sever that only you can access.
Tags: computers, file protection, file security, files, ms office 2007, office protection, office security, password protection, password recovery, passwords recovery, security, word