How to encrypt and unencrypt files

You may have sensitive data in your files and documents that you would like to encrypt for extra protection. Even if you store your files in a secure location (such as a network drive), they may still be vulnerable to attack and disclosure if your computer is left unlocked or becomes infected.

This guide explains how to encrypt Microsoft Office documents directly within Office and how to use third-party software to encrypt other individual files on Windows computers.

Microsoft 365 documents

You have the option of adding high-grade encryption to certain Microsoft Office documents created in Office 2007 and later. Specifically, you may securely encrypt files created in Microsoft Word, Excel and PowerPoint. This encryption is controlled by a single password which only you (or others authorized to read or edit the file) should know. Once encrypted, your document will be inaccessible -- by people, viruses or attackers -- until opened using the password.

Important considerations

• If you lose your password, you will not be able to recover your document. Make sure to store your password in a safe place.
• Only open the document when you need to access it and close the document when you are done viewing and/or editing it.
• If you are collaborating with others on an encrypted document, make sure to share the password securely (e.g. in person).

How to enable encryption

Follow the steps below to enable encryption for a specific file.

Open the Microsoft Office document you wish to encrypt.

Click the File menu at the top of the screen, click Info, click Protect Document, and then Encrypt with Password.

• Excel files will say Protect Workbook
• PowerPoint files will say Protect Presentation

You will be prompted to create a standalone password to secure your document. This password should be different from your AccessID password, as well as any other passwords you use. Come up with a secure password, type it in the password field, and click OK. (Make sure you remember this password. You will not be able to recover your document if you forget it.)

You will be prompted a second time to confirm your password. Type it in again and click OK.

You will now see that a password is required to open your document. You are free to edit and save your file as often as you need; Microsoft Office will take care of encrypting the file for you.

How to disable encryption

Follow the steps below to disable encryption for a specific file.

Open the Microsoft Office document for which you wish to disable encryption.

Click on the File menu at the top of the screen.

Select the Info tab, click on Protect Document and select Encrypt with Password.

Backspace out all of the characters in the password field (so that it is blank) and click OK. You should not be prompted a second time.

You will no longer be required to use a password to open your document.

How to open an encrypted file

Follow the steps below to open a file which has been encrypted.

Open the file.

You will be prompted for a password. Type in your document-specific password in the supplied field and click OK.

You are free to edit and save your file as often as you need; Microsoft Office will take care of encrypting the file for you.

Encrypt individual files with AxCrypt

If you are using a Microsoft Windows computer, you have the option of adding high-grade encryption to your files by using a free software utility such as AxCrypt, which individually encrypts or decrypts sensitive data files. This encryption is controlled by a single password which only you (or others authorized to read or edit the file) should know. Once encrypted, your file will be inaccessible†by people, viruses or attackers—until opened using the password.

Important considerations

• If you lose your password, you will not be able to recover your file. Make sure to store your password in a safe place.
• Only open the file when you need to access it and close the file when you are done viewing or editing it.
• If you are collaborating with others on an encrypted file, make sure to share the password securely, such as in-person.
• The AxCrypt software must be installed on each computer which will be reading or editing the encrypted file(s).
• If you wish to install this software yourself, you must have administrator access to your computer.
• Wayne State University does not maintain or provide support for this software.

How to download AxCrypt

Follow the steps below to install the AxCrypt software.

Go to https://axantum.com/AxCrypt/Downloads and select the Full Setup version.

Go to your Downloads folder and open the installation package.

The Windows UAC security feature will require you to confirm that you want to install this software. Approve the dialog box to continue.

Click I Agree to the license agreement dialog box.

You may be prompted to install additional, unrelated software on your computer. Select I do not accept to any such offers and then click Install.

Once AxCrypt is done installing, uncheck Register and then click Finish.

How to encrypt a file using AxCrypt

Locate the file you wish to encrypt.

Right-click your file, click AxCrypt, and then click Encrypt.

You will be prompted to enter and verify a password to secure your file. This password should be different from your AccessID password and every other password you use. Come up with a secure password, type it in the Enter passphrase and Verify passphrase fields, and then click OK. You do not have to apply a keyfile or check any of the other boxes.Remember this password--you will not be able to reset it or recover your file if you forget it.

Your file is now securely encrypted and should show up as a different icon.

 

How to decrypt a file using AxCrypt

Locate the file you wish to encrypt.

Right-click your file, click AxCrypt, and then click Decrypt.

You will be prompted for the password to decrypt your file. Type it in the Enter passphrase field and click OK.

The system will decrypt your file and make it available for use.