What is Encryption?

What is Encryption?

Encryption is a way to scramble data when you share files and information with others through emails or other types of internet communication. For example, if you need to send tax documents to your accountant’s email, encrypting the files can prevent hackers from viewing your personal information.

When you encrypt a file, the data becomes scrambled. Here’s how an address and social security number may appear unencrypted:

John Doe
123 Main St.
SSN: 123-45-6789

If someone tried to read this address and social security number after encryption, it may appear like this:

Xhfs7s94skfnsiub
HHdoHDF8
SOJF-SHI-F3-m

The receiver will need to decrypt the file to see the correct data.

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How Does Encryption Work?

Depending on which type of data encryption you use, you and the receiver might have to complete different steps to encrypt and decrypt the data properly.

There are two common types of data encryption:

• Symmetric encryption. There is only one encryption key, or password, used in symmetric encryption. When you begin the process of protecting your data, the encryption software you use will ask you to set an encryption key or password to complete the process. When the other person receives and opens the electronic file, their software will ask them for the encryption key to view the information. The receiver will use the same password you set as the beginning of the encryption process.
• Asymmetric encryption. There are two passwords used in asymmetric encryption—the public key and the private key. The public key is the password that’s used to encrypt the file. If your accountant says enter 12345 in the system to encrypt all files, the accountant might post this information on their website for you and all their other clients. Once you use the public key to encrypt the file and send it to your accountant, they will have the private key to decrypt the file using their software. The receiver is the only one who has the private key to decrypt the file in an asymmetric encryption process.

How Do I Use Encryption?

There’s no rule for what type of files you can encrypt. If you want to keep the information from third parties, hackers, and scammers, you should encrypt the data before sharing it with the other party. If you don’t know what software you should use to encrypt and decrypt a text document, Word for Microsoft 365 can help you.

Follow these steps to encrypt a text document on your Windows desktop or laptop:

1. Open Word for Microsoft 365 on your computer. You cannot use the web version to encrypt or decrypt data.
2. Save your document after you’ve added the data and information you want to protect.
3. Go to “File” in the top banner.
4. Select “Info.”
5. Click “Protect Document.”
6. Type a password of your choice. Use our tips to create a strong password and prevent unauthorized people from decrypting your data.
7. Enter the password again to confirm it.
8. Save the file to make sure the encryption is complete.

Follow these steps to encrypt a text document on your macOS desktop or laptop:

1. Open Word for Microsoft 365 on your computer. You cannot use the web version to encrypt or decrypt data.
2. Click the “Review” tab in the top banner.
3. Select “Protect Document.”
4. Type a password of your choice that opens the document and/or allows the receiver to edit the document.
5. Click “OK” to close the pop-up screen.
6. Save the document to complete the encryption.

You can encrypt more than just text documents. End-to-end encryption allows you to protect other types of data. If you want to protect private chat messages, Microsoft Teams allows you to secure the message before you send it. Files that you send through Teams can be encrypted too.

End-to-end encryption is also useful when sending emails. Type an email directly in the composition box and scramble the text before you send it using Microsoft Outlook. Before the receiver can read the email, they’ll have to enter a key to view it.

Why is Encryption Important?

Hackers are getting sophisticated in how they access your data. Encryption can help you protect your data and personal information as you share it with other parties. There are plenty of benefits to using data encryption before you send information to others. Some of these benefits are:

• Privacy. Encryption ensures that only the person(s), who you want to share the data with, will have access to view it.
• Security. Encryption prevents security breaches from occurring with your personal information. When you share an encrypted file, no one can intercept it and read it. When the receiver downloads the encrypted file, no one else can view the file—even if they gain access to the receiver’s computer or account.
• Data integrity. Encryption ensures that the data you send stays the same from the time to you send it through the time the receiver opens it. This prevents hackers from intercepting and tampering with the data you send before the receiver gets it.
• Authentication. Before sharing data with a company or website, use encryption to verify that they’re legit. Every website that uses encryption will have a public key encryption that’s listed in the website’s certificate. The website’s owner and public key that the receiver gives you should match what appears on the certificate.

Use encryption to protect yourself and your personal data before you share your personal information with anyone.