Internet and networking security is a rightfully popular topic. It really cannot be overstated how important it is to protect access to your data whether at work or at home. One thing that is often overlooked is file level security. What would happen if your laptop were lost or stolen? Do you keep your account information in a file named Banking, or AccountInfo? That would be pretty easy to find, wouldn't it? Surely you don't keep a list of passwords in a cleverly named Passwords.xls do you?
How tight you keep your security should be a function of your exposure. At highest risk are business travelers. A couple of recommendations are to avoid keeping critical files or links to them on the desktop, and consider naming files something innocuous.
One of the easiest things you can do is to add password security to the individual files. PDFs are easy to secure when creating by going into the properties when saving or printing to PDF and selecting the password to open option. Most of the files we use for sensitive information are Microsoft Office based; either Word, Excel, or Access. Access users are usually a bit more familiar with password security. In Office 2003 files, go to tools > options and select the security tab.
The advanced option allows you to select the encryption type for the file. For most users this is a non-issue. If a real hacker has your file and intends to break it, you have bigger problems than the one file you added a password to. Consider password protection like locking your car. A professional car thief is barely slowed down by a locked door or a car alarm, but it does a good job of stopping a crime of opportunity.
Enter a password in the first field and click OK. Office will ask you to reenter the password to make sure there is no mistake. As always, ensure that this is a password that you can remember. Unlike when you forget your password for logging in to a company website, there is no option for emailing a password to you if you forget it.
Now I should mention that through VBA it IS possible to add a challenge question that would remind you of your password, but since this blog is for users of applications more than programmers, I won't go there. And one of the great things about Microsoft is that the necessary tools are right there in the software - you really don't need to know how to program to use their apps to the max. Now go and secure those important files!
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