Learn how to encrrypt a document you are sharing with others by adding password protection, so others will need to know your password to open and edit your file.
- [Narrator] If you're worried about your Word document falling into the wrong hands, you might consider password protecting it. This will work for files that are on your own computer, on your own hard drive, or even those you've shared in the cloud with others. For them to be able to access and edit those files, they'll need to know the password and you can create the password from your end. That's what we're going to do with our Tech Connect document. So just go up to the File tab and from here, select Info. That's where you'll find the Protect Document button.
Giving this a click will give you a number of different options like always opening it as a Read-Only document. That helps prevent accidental changes and then you would have to choose to edit. But the next one is where we can encrypt our file with a password. Clicking this will prompt us to type in a password. So I'm going to go away and type one in and you can see it's just a series of dots. You can't see what you're typing. Keep in mind too that if you lose or forget the password, it can't be recovered so you might want to make note of it somewhere. When you click OK, you'll be prompted to enter the exact same thing, the exact same way and if you don't, you won't have created a password.
If you do type it in in exactly the same way, clicking OK indicates that this is now a document that requires a password to open. And we can tell from this yellow shading that appears here. So if we go back and we want to close up this document, File and Close, you can see because this is one that is actually being shared online, it's being uploaded and in this case, to my organization. So I wait for it be saved and then when I go to open it the next time by clicking File, going to my Recent list right here at the top, I'll be prompted for the password that's required to open it.
This will also go for anyone else who I've shared this with. So I'm going to type in the password, click OK or press Enter and I have access to the file. And of course, at any time you can remove the password protection the same way you added it. Go up to File, select Info, go to Protect Document and select Encrypt with Password. In this case though, we're going to take out what's there. You can highlight it, hit your backspace or delete key and when you click OK because there's nothing there, it's been removed.
The yellow shading disappears and we can go back knowing that it's no longer password protected. So at any time if you are concerned about your documents falling into the wrong hands, you want to protect it and provide a password to people: the only ones that should have access, think about using the password protection built into Word here in Office 365.
- Opening, closing, and reading documents
- Formatting text, pages, and paragraphs
- Adjusting line spacing and page breaks
- Adding headers, footers, and page numbers
- Applying styles to documents
- Creating bulleted and numbered lists
- Illustrating documents
- Proofing and printing documents
- Collaborating on documents in the cloud