How do you handle sensitive documents with office software?

1 Encrypt your documents

One of the most basic and effective ways to secure your sensitive documents is to encrypt them with a password. Encryption scrambles the data in your document so that only those who know the password can open and read it. To encrypt your documents with office software, you can use the built-in features of the software or a third-party tool. For example, in Microsoft Word, you can go to File > Info > Protect Document > Encrypt with Password and enter a strong password. You can also use a tool like 7-Zip or WinZip to create a password-protected archive of your documents.

2 Use digital signatures

Another way to protect your sensitive documents is to use digital signatures. Digital signatures are electronic signatures that verify the identity and authenticity of the document author and the document content. They also prevent anyone from tampering with the document after it is signed. To use digital signatures with office software, you need to have a digital certificate that contains your public and private keys. You can obtain a digital certificate from a trusted authority or create your own. For example, in Microsoft Word, you can go to File > Info > Protect Document > Add a Digital Signature and select or create a digital certificate.

3 Control access and permissions

A third way to protect your sensitive documents is to control who can access and edit them. You can do this by using the security and sharing features of the office software or the cloud storage service you use. For example, in Microsoft Word, you can go to File > Info > Protect Document > Restrict Access and choose who can open, view, or modify your document. You can also use tools like Google Drive or Dropbox to share your documents with specific people or groups and set permissions for them.

4 Audit and track changes

A fourth way to protect your sensitive documents is to audit and track the changes made to them. This can help you monitor the document activity, identify any unauthorized or suspicious edits, and restore previous versions if needed. To audit and track changes with office software, you can use the built-in features of the software or a third-party tool. For example, in Microsoft Word, you can go to Review > Track Changes and enable the tracking mode. You can also use tools like DocuSign or Adobe Acrobat to track the status and history of your signed documents.

5 Backup and delete

A fifth way to protect your sensitive documents is to backup and delete them regularly. Backing up your documents can help you recover them in case of data loss, corruption, or theft. Deleting your documents can help you prevent them from falling into the wrong hands or being accessed by unauthorized parties. To backup and delete your documents with office software, you can use the built-in features of the software or the cloud storage service you use. For example, in Microsoft Word, you can go to File > Save As and choose a secure location to save your document. You can also use tools like OneDrive or iCloud to backup your documents online. To delete your documents, you can use the Delete or Shift + Delete keys or a tool like Eraser or CCleaner to permanently erase them from your device.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?