MOS Talk: Office makes it easy to secure your documents
Submitted by Brett Fisher on Sat, 08/25/2018 - 1:36pm
Document protection is more important than ever these days with virus threats seemingly omnipresent in cyberspace, the online world of the Internet and Worldwide Web.
Microsoft Office features tools that help protect you from documents that may contain hidden viruses and allow you to preserve the integrity of documents you create.
If you use Macros often or receive documents with Macros, consider changing your Office program preferences in file options, the backstage controls of your Office documents.
Scroll down to and select Trust Center options, then select Trust Center Settings on the right side of the dialogue box. From here you will see a list of Macro Settings options.
The recommended setting is to disable all Macros with notification. This means Macros from received documents will be automatically disabled by your Office program until or unless you select the "enable" button that appears just above the ribbon.
Office settings should be defaulted on this option, but select it anyway to be sure it's activated.
Never enable Macros from a source you do not know or are unfamiliar with. This is a pretty standard rule that goes for any attachment you receive via email, text or through social media messaging.
A virus can be written into the code of a Macro command relatively easily by someone who knows even the basics of computer programming. If you enable Macros that have a virus written within just a single Macro command, you can release it into your computer system and end up with a world of trouble on your hands.
Before you select "enable macros," be sure you know where the document came from. Verify, if you need to, that the document is legitimate and that the sender is a trustworthy source.
When you are the source of a document that you want to share with others, protecting what you create from unwanted use is equally important.
Backstage under the file tab of an Office program, locate the "info" link and select it. Then click the drop down arrow on the document protection button to see your document security options.
In Microsoft Word, you can encrypt your document with a password, which keeps unwanted hands out of it. Only those you share the password with will be able to access and open the document.
But be sure to use a clever enough password that would be difficult for a hacker to guess. The same rule applies with any other password-protected security, from online banking and commerce to email, health care portals and other private accounts containing confidential information.
A Word document can also restrict editing in general or selectively by users. This helps you maintain the integrity of your data and prevent it from being changed or potentially encrypted with virus code.
Microsoft Excel offers the same security features as Word, including edit restrictions. The spreadsheet program also features both general workbook and single worksheet security with password encryption. You can even lock a single cell from being changed, too.
Take advantage of the security features available in Microsoft Office programs to avoid being taken advantage of by unscrupulous users who lurk in the shadows of cyberspace.
Brett Fisher is a certified Microsoft Office Specialist instructor and writer residing in Carson City.
