Using Office security features
|
Many people use Microsoft Office products everyday at work and, in some cases, at home. Microsoft Office 2003 offers built-in security features to help protect your information. Read on to learn how you can use these features today to improve your defenses against unwanted visitors. While no solution is guaranteed, these deterrents will greatly improve the odds that your private information stays private.
Step 1: Use password protection to protect files
Word, Excel, PowerPoint, and other Microsoft Office 2003 programs offer password protection ("File Protection") to help prevent unwanted access to your critical information. There are two password protection levels: read-only and password protected.
The read-only level allows anyone to read a document, but only those who have the password can edit the document. A password-protected document can only be opened by someone who has the password.
To use read-only protection:
1. | Open the file. |
2. | On the Tools menu, click Options, and then click Security. |
3. | In the Password to modify box, type a password, and then click OK. |
4. | In the Reenter password to modify box, type the password again, and then click OK. |
To password protect a file:
1. | Open the file. |
2. | On the Tools menu, click Options, and then click Security. |
3. | In the Password to open box, type a password, and then click OK. |
4. | In the Reenter password to open box, type the password again, and then click OK. |
Step 2: Adjust your security level for macros
Macros are handy little shortcuts that you can use to store keystrokes and automate common tasks. For example, you might create a macro that automatically types out your address in a letter format when you press a certain key combo. Sometimes hackers use this same convenience to create macro viruses that can seriously damage your computer. You can improve your document's security if you adjust the level of security you use for macros in any Microsoft Office program.
To adjust macro security in Word, Excel, PowerPoint, or another Office document:
1. | On the Tools menu, click Options.  Tip: If you don't see "Options," wait for the menu to drop down completely. It might be hidden. |
2. | Click the Security tab. |
3. | Under Macro Security, click Macro Security. |
4. | Click the Security Level tab, and then select the security level you want to use. Tip: We recommend setting your macro security level to "high," and clearing the "Trust all installed add-ins and templates" check box (make sure it's not checked). This increases the security for macros that are currently available in Office. |
Step 3: Use Office Updates regularly to update your software
You might be familiar with Windows Update, which is an online tool for updating Microsoft Windows® and Internet Explorer. There is a similar tool, Office Update that can update your Office programs, including Word, Excel, PowerPoint.
If you've never used Office Update before, now is the time to get acquainted with the tool. If it's been a while since you last visited, plan a return trip sooner than later. The tool works best when it is used regularly. So whether this is your first or fifteenth time using Office Update, be sure to set up a regular time to check back for the latest updates.
To update Word, Excel, PowerPoint, and other Office software with Office Update:
1. | Open your web browser and go to Office Update. |
2. | Look for the word Downloads. Directly below it you will see Office Update. |
3. | In the Office Update box, click Check for updates. |
4. | Office Update scans your computer for updates and return a list of critical and non-critical updates for Word, Excel, PowerPoint, and other Office programs. |
5. | Office Update will give you a list of recommended updates. Review the updates. Keep any downloads you want checked. Click on the boxes to uncheck any downloads you do not want. |
6. | Office Update will ask if you want to start the download and installation now. Choose Yes or No based on your preference. |
Start building better security practices today
If you start to use these steps immediately, you can improve your information's security for the short-term. Security is a long-term effort, however. You can continue to improve your computer's security when you use a firewall, keep your software up to date, and maintain a current antivirus software subscription. To learn more, visit our Protect Your PC section.
|