Enabling Office message encryption helps protect sensitive information from unauthorized access. The specific steps vary depending on the Office application and your organization's setup. Here are two common scenarios:
1. Encrypting Emails in Outlook
a. Using Outlook's Built-in Encryption:
- Compose a new email: Open a new email message in Outlook.
- Click the 'Options' tab: Look for the 'Options' tab in the email window.
- Select 'Encrypt' button: Click the 'Encrypt' button located in the 'Protection' group.
- Choose encryption method: Outlook offers various options, including 'Do Not Encrypt' and 'Encrypt with Digital Signature and Encryption.' Select the desired option based on your security needs.
- Send the encrypted email: Once you've selected the encryption method, finish composing your email and send it as usual.
b. Using Information Rights Management (IRM):
- Enable IRM in Outlook: IRM can be activated through your organization's IT settings.
- Apply IRM to email: When composing an email, select the 'Permissions' button in the 'Options' tab.
- Choose IRM settings: You can set restrictions like preventing recipients from forwarding or printing the email.
- Send the protected email: Send the email as usual, and the recipient will be able to access it only if they have the necessary permissions.
2. Encrypting Documents in Word and Excel:
a. Using Password Protection:
- Open your document: Open the Word or Excel document you want to encrypt.
- Go to 'File' and select 'Save As': Navigate to the 'File' tab and choose 'Save As.'
- Set a password: In the 'Save As' dialog box, click on 'Tools' and then 'General Options.' Enter a password in the 'Password to open' field.
- Save the document: Click 'OK' and then 'Save' to save the document with the password protection.
b. Using IRM:
- Enable IRM: Your organization's IT settings must enable IRM for Word and Excel documents.
- Apply IRM: Go to the 'Protect Document' or 'Protect Workbook' option in the 'Review' tab.
- Choose IRM restrictions: Set permissions like preventing recipients from editing or copying the document.
- Save the document: Save the document with the applied IRM settings.
Remember: The specific steps and options available may vary depending on your version of Office and your organization's settings.
