How do you balance convenience and security when password-protecting your document?

1 Choose a password manager

A password manager is a software tool that can generate, store, and autofill your passwords for different documents and websites. It can also help you avoid using the same or weak passwords across multiple platforms, which can compromise your security. A password manager can also encrypt your passwords and protect them with a master password or biometric authentication. Some examples of password managers are LastPass, Dashlane, and 1Password.

2 Use encryption and compression

Encryption is a process that converts your document into a code that can only be read with a key or a password. Encryption can add an extra layer of security to your password-protected document, making it harder for hackers or malware to access or modify it. Compression is a process that reduces the size of your document by removing unnecessary data. Compression can also make your document less vulnerable to corruption or damage during transfer or storage. Some examples of encryption and compression tools are 7-Zip, WinZip, and VeraCrypt.

3 Follow password guidelines

To ensure the security of your documents, it is important to follow some basic password guidelines, even if you are using a password manager and encryption. This includes a combination of uppercase and lowercase letters, numbers, and symbols, avoiding personal information, common words, or sequential patterns. Your password should also be at least 8 characters long and should be changed regularly without reusing it. Additionally, you should never share your password with anyone or write it down.

4 Enable password recovery options

If you forget or lose your password and need to recover it, you should enable some password recovery options beforehand. This can include using a backup email or phone number that can receive a verification code or link, setting up a security question or answer that only you know, utilizing a recovery key or file to unlock your document, or using third-party software or services that can crack or reset your password. Doing this will help you avoid losing access to your document.

6 Review your document settings

When reviewing your document settings, it is important to ensure they are compatible with password protection. Verify the file format and extension support encryption and password protection. Additionally, check the permissions and access levels of your document to ensure they are restricted to the intended recipients or users. Furthermore, review the metadata and properties of your document to make sure they do not reveal sensitive or confidential information. Lastly, verify the version history and backup copies of your document are either password-protected or deleted.