Instructions for 2007 and 2010

Sending Password Protected Files

To send an Office 2010 password protected document via email, follow these steps:

1. Open your document.

2. Go to File, Info, Protect Document (Note: For Excel it will say Protect Worksheet and PowerPoint will say Protect Presentation)

3. Then select Encrypt with Password: When you select Encrypt with Password, the Encrypt Document dialog box appears. In the Password box, type a password. Important: Retrieving a forgotten document password is not currently an option, thus ensure it is something you remember.

To send an Office 2007 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. (Prior to Office 2007) Go to Tools, Options - Security. Do not choose "Protect Document." That option refers to specific editing restrictions such as formatting, etc.

Office 2007: From the Office Button in upper left hand corner, select Prepare then Encrypt Document. 

4. Enter your password; then re-enter your password to confirm it. 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.