When dealing with Word documents containing sensitive information, if the document is directly delivered by mail or mobile devices, there is a risk of being viewed by unexpected objects. Therefore, we often need to protect the files. By setting a Word file open password, you can establish basic access control for the document, and only users who enter the correct password can view and edit the content of the document. This method will not change the original format and typesetting of the document, and can effectively prevent unauthorized access. Tools for encrypting documents are: HeSoft Doc Batch Tool , compression tool, Windos system comes with encryption function. Let's talk about the functional characteristics of these tools and the specific operation methods.
Effect Preview
before processing, you can directly open to view the contents of the document:
after processing, the correct password is required to open the document:
1. HeSoft Doc Batch Tool
Advantages:
- support one-time to a large number of files at the same time set password, efficient operation.
- You can set encryption methods such as file opening password, file content read-only password, and restricted editing password to support users' rich encryption requirements.
Disadvantages:
- you need to install the software on your computer to use this feature.
Operation steps:
1. Open 【 HeSoft Doc Batch Tool ], click [Word Tool], the software interface will display the processing function for word documents, as shown in the following figure, and then click [Word Add Password Protection]].
2. Click [Add File] to add all word files that need to be encrypted. The number and size of files are not limited here.
3. After entering the password setting page, select the password type to be encrypted and click the slider before the option, and then fill in the password in the input box.
4. After setting the file saving location, the operation process can be started. After the documents are encrypted, the software interface will be displayed as follows.
2. encryption with compression software
advantages:
- many users of the computer system with compression software or compression function, can be used directly, the operation is very simple.
- The process of compressing files can reduce file size, save memory space, and facilitate transmission.
- You can set a password by compressing a large number of documents into the same compression package at one time.
Disadvantages:
- after the file is compressed, it is necessary to enter the password and decompress it again, which makes the steps of opening the file more complicated.
- Setting separate passwords for multiple files at once is not supported.
Operation steps:
1. In the Resource Manager, find and select the file to be compressed, right-click the file name, and click [Add to Compressed File] in the pop-up menu bar].
2. The system will pop up a compression setting window. If you select [Add Password], a password setting window will pop up. After filling in the password you want to set, click [Confirm] to complete the encryption setting.
3. After opening the compressed package, you need to enter the password correctly to open the encrypted word document.
3. Windows System File Encryption
advantages:
- the encryption function of the Windows system can encrypt word, excel, pdf and other files, Windows users can use it directly on the computer without installing other software.
Disadvantages:
- documents cannot be processed in batches, and only one word file can be processed per operation, which is not suitable for users who need to process a large number of files.
- The file may be insufficiently protected, and other devices may be able to open and view the contents of the document even after encryption.
Operation steps:
1. Find the file to be encrypted in the resource manager, right-click the file name, and click [Properties] in the pop-up menu list to pop up a file information window.
2. Continue to click [General] → [Advanced], check [Encrypt Content to Protect Data], then click [OK] and save the settings.
3. After the setting is completed, the following lock prompt will appear when the file is opened again.
Summary
this article shares three methods to encrypt word files. In addition to setting the password for opening the file, you can also set the password for viewing and editing, which is not covered by other methods. In addition, method one also supports batch encryption of files, which is very suitable for users who need to process a large number of files at once.
Method 2. three-phase ratio method one, its encryption effect may not be ideal. Using a compression function to encrypt a file has advantages of reducing a file size and facilitating transmission, but opening a compressed package is more cumbersome than opening a document, and may not be supported by a mobile device. Using the Windows system's own functions for encryption, without explicitly setting the password, the encrypted document may still be opened directly, resulting in insufficient security.
Therefore, it is more recommended to use method one, you can directly set the open password on the Word document, not only to ensure the simplicity of the document opening process, but also to ensure the security of the document.