If you are saving confidential or secret information, you can use the encryption tool of the desktop application or encrypt several files at the same time with a compression software.
When using some of the encryption methods, you define yourself the password with which you can later open the files. Remember that the password cannot be recovered if you forget or lose it. Without the password, the encrypted file or the acrhive has been lost. The remembering and storing of passwords are your responsibility!
Short guidelines for encryption:
7-Zip
By using 7-Zip compression program you can create of one or more files an archive that has been protected with a password: select the files and add them to the archive > give a name to the archive > give a password in the section Protection.
If you lose or forget the password, it cannot be recovered.
BitLocker
Files and folders stored on the hard drive (C:) of a computer maintained by ICT Services are protected by the BitLocker encryption program automatically. The encryption protects the hard disk so that files cannot be accessed without an authorized AD account.
- You can protect your USB drive with the function BitLocker To Go: Open BitLocker by writing the name in the field Type here to search. Plug-in the USB drive and when it’s shown in BitLocker, choose Turn on BitLocker.
- BitLocker creates a recovery key, save it in a safe place. Use it if you forget the password later.
- Create a strong password which you’ll use to open the files on the USB drive.
Cryptomator
Cryptomator is a free tool for encryption of directories not only on a workstation, flash drive and network drive but also in cloud. The directories are encrypted on a local workstation and synchronised to a cloud only after the encryption.
If a password set at the encryption stage is forgotten, the whole material will be lost. Cryptomator is not suitable for the files that have been shared with others. It does not identify, if somebody else has opened the file and made changes simultaneously, in which case it overwrite those changes at saving stage without any warning. Because of these points, the tool cannot be recommended to other than so-called professional use at own risk only. The tool is in test use at the moment.
Excel file
In Excel desktop app, you can set a password for a file: Tiedosto/File > Tiedot/Info > Suojaa työkirja/Protect Workbook > Salaa salasanalla/Encrypt with Password.
If you lose or forget the password, it cannot be recovered.
PDF file
You can protect a PDF file with a password in Office desktop applications while you are saving it as a PDF file: Tiedosto/File > Tallenna nimellä/Save As > Lisää asetuksia/More options > Asetukset…/Options… > PDF-asetukset: Salaa tiedosto salasanalla/PDF options: Encrypt the document with a password.
If you lose or forget the password, it cannot be recovered.
PowerPoint file
In PowerPoint desktop app, you can set a password for a file: Tiedsto/File > Tiedot/Info > Suojaa esitys/Protect Presentation > Salaa salasanalla/Encrypt with Password.
If you lose or forget the password, it cannot be recovered.
Secured mail
Use encrypted, secure e-mail whenever you send confidential or sensitive information by e-mail outside the university. Read the instructions: Secured mail
Word file
In Word desktop app, you can set a password for a file: Tiedosto/File > Tiedot/Info > Suojaa tiedosto/Protect Document > Salaa salasanalla/Encrypt with Password.
If you lose or forget the password, it cannot be recovered.