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.
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.
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.
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.
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.
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