How to Encrypt Your Computer Files

How to encrypt your computer files

Most researchers will use computers with Microsoft Windows. This operating system does have in-built security tools including directory and file encryption, but can be easily by- passed. Whilst many specialized computer applications may include appropriate in-built security tools, most researchers will work with Microsoft Office applications such as Word and/or Excel and so the following advice assumes this is the case. FREP recommends that you either use the in-built file password/encryption functionality of Word and/or Excel, or use separate encryption software to secure your files. Details of both are described below. One strategy that may simplify the process is to associate the personal data for each individual with a reference code and just encrypt that single file. All other related data can be stored un-encrypted in separate files where individuals are only anonymously identified by the reference code.

How do I encrypt my Word and Excel files? The in-built encryption tools in Word and Excel are easy to implement and when used in conjunction with a user log-in password to access the computer should be sufficient protection in most cases. The following instructions apply to all versions of Word and Excel (post-1997) and for all versions of WindowsXp and Vista. 1. Open the file. 2. Choose Save As: and specify the file type and filename. 3. Do NOT click Save. Instead, select the Tools drop-down menu and click the General Options tab. 4. Enter a non-obvious password in the top box (Password to open). You will need to confirm the password by entering it again (the password not only secures file access but is also used to encrypt the file). 5. Click Save. Any subsequent attempt to open the file results in a prompt to enter the password before it will open. NB If you forget the password it will be permanently inaccessible.

What if I don’t have Word/Excel on my computer, or I want to encrypt other file types such as image files? For the unusual situation where either the Word/Excel tools are not available or where files of a different type need to be encrypted, or the in-built tools of a specific application provide an insufficient alternative level of security then there are a number of free Internet tools that will serve this purpose. One such application is ‘TrueCrypt’ downloadable from www.truecrypt.org and is compatible with WindowsXp and Vista. Note that a computer user with administrator privileges is needed to install the software. The installation procedure is straightforward although the initial setup requires more technical effort on the part of the user. Once the application is configured it is easy to use. You are referred to a PDF User Guide created at the time of TrueCrypt installation for further information. Another alternative that is popular in industry is Pretty Good Privacy (PGP) but only available by purchase (www.pgp.com ).