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Submitted URL: https://cuit.columbia.edu/handling-pii/file-encryption-tools
Effective URL: https://www.cuit.columbia.edu/handling-pii/file-encryption-tools
Submission: On November 20 via api from US — Scanned from DE
Effective URL: https://www.cuit.columbia.edu/handling-pii/file-encryption-tools
Submission: On November 20 via api from US — Scanned from DE
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Columbia University Information Technology
YOU ARE HERE:
1. Home
2. Security and Privacy
3. Handling Personally Identifying Information
4. File Encryption Tools
FILE ENCRYPTION TOOLS
RELATED INFORMATION
Download 7-Zip (File archiver for Windows)
Download Keka (File archiver for Macs)
Download CUSpider: PII Scanning Software
Disk Encryption Tools
These tools will help you encrypt individual or groups of files for local
storage or transfer to someone else. Step-by-step instructions on how to use
these tools to encrypt your files is linked below.
CAUTION: If you decide to use any of the encryption products below that require
a password to encrypt and decrypt the information, please DO NOT lose the
password. Once your files are encrypted with a password, you will not be able to
access them unless you know that password.
FILE ARCHIVING SOFTWARE
CUIT recommends that Columbia users download 7-Zip (for Windows computers) or
Keka (for Mac computers) to compress (archive) their files. Encryption can be
applied to files after compression and does not affect any other associated
data.
Expand all Collapse all
BEST PRACTICES: SHARING PASSWORDS TO DECRYPT FILES
Sharing file encryption passwords with colleagues.
When encrypting files with a password, ideally you will use a strong password
that you will remember and that only you know. But when you need to collaborate
and share encrypted files and folders, it becomes necessary to share the
password with others. Ideally, you and your colleagues will be able to share
this password in person without having to write it down. When it becomes
necessary to communicate a password to someone who is not with you in a specific
time and place, the following methods can be used.
Please note: Never share the password to your account on any system with anyone
else. These suggestions are only meant to facilitate sharing encrypted data
(while still keeping most of the world out of your files and folders) and other
related activities.
NEVER SEND THE PASSWORD WITH THE DOCUMENT TO BE SHARED
If you need to communicate an encrypted file or folder password to someone, you
should:
1. Call them on the phone - Often times a simple voice call is the best way to
authenticate a person you know and to communicate the password without
having to write it down or type it into a system.
2. Send it via an SMS (text message) - Sending a text message will take
advantage of a communications medium that is not connected to voice or email
systems. You can delete the SMS/text messages afterward.
3. Fax the password to them - While this method does require the person to
write the password down, handwritten text typically takes much longer to
mechanically decipher.
4. Send a letter - It is still possible to send the password to your
collaborators via the US Postal Service (government agencies and some banks
still do this). This is the slowest option.
USING MICROSOFT OFFICE'S BUILT-IN ENCRYPTION
Require a password to open your documents (e.g. Word, Excel, PowerPoint).
Expand all Collapse all
FOR WINDOWS
1 ADD ENCRYPTION
Instructions based on Microsoft Office 2016 for Windows, but generally true for
most versions, with some variation in wording.
Open the Office document that you would like to protect. Look under the File
menu, select the Info tab, and then select the Protect Document button. Click
Encrypt with Password.
Please note:
* For PowerPoint, the Info tab will read Protect Presentation instead of
Protect Document.
* For Excel, the Info tab will read Protect Workbook. You can also choose to
protect just one sheet (tab) of an Excel workbook by right-clicking on the
tab and selecting Protect Sheet from the menu, then following the steps
below.
2 CHOOSE A PASSWORD
Enter your password and click OK.
Be sure to follow best practices for selecting strong passwords and remember
your password. If you lose or forget the password, it cannot be recovered.
Enter the password again to confirm it and click OK.
3 ENCRYPTION COMPLETE!
Click the back arrow in the upper-left corner to continue working on your
document or click Close to close the file.
The next time your file is opened, either by you or someone you have shared it
with, Microsoft will require the password to open it.
Expand all Collapse all
FOR MAC
1 ADD ENCRYPTION
Instructions based on Microsoft Office 2016 for Mac, but generally true for most
versions, with some variation in wording.
Open to Office document that you would like to protect. Look under the
Review tab, and then select the Protect Document button.
Please note:
* For PowerPoint, look under the File menu, then select the Passwords
option. Under Password to open, select the check box next to Encrypt this
presentation and require a password to open.
* For Excel,look under the File menu, then select the Info tab, and
choose Protect Workbook instead of Protect Document.
2 CHOOSE A PASSWORD
Enter your password and click OK.
Be sure to follow best practices for selecting strong passwords and remember
your password. If you lose or forget the password, it cannot be recovered.
Enter the password again to confirm it and click OK.
3 ENCRYPTION COMPLETE!
The next time your file is opened, either by you or someone you have shared it
with, Microsoft will require the password to open it.
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