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Sending a Password Protected Document via E-mail

Sending a password protected file is one way to safeguard sensitive information that you send through an e-mail attachment. Though password protecting your file makes it harder for someone to view your document, it should not be considered totally secure. Therefore, when considering sending sensitive data via e-mail, consider the following:

• Avoid sending social security numbers in a document.
• Make sure you send your file to a limited number of people. The more people who handle the data the more likely for a breakdown in security.
• Make sure your intended receiver is a trusted individual who will safeguard your data.

To send a password protected document via e-mail, follow these steps:

1. Open your document.

2. Choose Save as and the document name with added characters, such as recipients initials (to help identify the protected file in your folder).

3. Go to Tools, Options - Security.

Do not choose "Protect Document." That option refers to specific editing restrictions such as formatting, etc.

4. Enter your password; then re-enter your password to confirm it. If you cannot think of a password, you can quickly generate a password--see the URLs below.

5. Close your document or choose Send to (from the file menu) to send an email attachment. Notify the recipient that you will be contacting them with the password. Do not specify in the e-mail how you will contact them.

6. Contact your recipient with the password (e.g., phone, e-mail). If you send the password by e-mail, it's a very good idea to leave the subject line blank. If the recipient needs to undo the password to work with the file, instruct them how to do it. (See item #3.)

7. Remember to delete these password protected documents from your folders.

If you need help creating a password, you can use auto generated passwords. The following Web sites generate a random password for you.

http://www.sharewareisland.com/randompasswords.aspx or http://www.pctools.com/guides/password/