Issue/Question
How do I restrict or encrypt a document to protect it
Environment
- Office
- Word, Excel, Powerpoint
- Restricted
- Data Classification
- Internal Users
- External Users
Cause
Sensitive or Restricted data can be protected by applying Microsoft Sensitivity Labels to documents. Data Stewards at USD may opt to secure privileged data in this way. Current versions of Office support the ability to label and read these types of secured files. Older versions of some software may not support this feature and you will need to upgrade or update the program to view the data.
Resolution
- Make sure you have installed the latest version of Office 365 installed
- On the Home Tab click the Sensitivity button
- Set the label on the file to Restricted, this encrypts the file and
- Makes files read-only
- Disables printing
- Disables screenshots
- Disables editing
- Disables save-as
- Disables export-as
- Select the permission level on the file. This will be the level of access provided to users you share the file with.
- If the purpose of the file is for collaboration and you want others to be able to edit it select Co-Author
- Click the address book icon to select users or groups from the USD address book
- Add lists of users internal and external using the format below
- john@contoso.com ; sales@contoso.com ; fabrikam.com ; etc
- Add the group of a Microsoft Teams site to make a dynamic user list that changes as you change membership of your Microsoft Teams site
- Set an expiration date for access to the files
- Select Apply to finalize
- Upload the newly protected documents to your Team Site or share them as authorized by Data Stewards.
Note: Once files have been classified and protected, permission changes require that steps 3-10 be repeated. This includes uploading the documents again.
Please contact the Service Desk if you need further assistance