Encrypting and sharing files and documents

When and how to encrypt electronic documents

Methods of protecting your files and documents for sending

Before sending or sharing confidential files, please make sure to protect them.

  • Password protecting Word and Excel documents

    Password protect your document

    1. Open the document you want to send

    2. Click the File menu and choose Save As 

    3. Enter a new name for your document (so that you don’t password protect the original) 

    4. Click the File menu again and choose Protect document – encrypt with password 

    5. In the Password to Open field, type a password and click OK 

    6. In the Re-enter Password to Open box retype the password and click OK 

    How to create strong passwords 

    • It’s important you use a complex but memorable password. You might wish to use online password management tools such as LastPass and 1Password 

    • Consider using passwords of at least 16 characters 

    How to share a password to your protected file 

    Share the password by telephone if possible or at least in a separate email. Do not share the password in the same email to which the protected document is attached. 

  • Sharing confidential files/sensitive information via OneDrive

    If you need to share a confidential file or a file containing sensitive information, OneDrive allows you to change the security level of the document and control who can access the file e.g. share files only with specific people, set a password, block people from downloading the file, allow editing etc. 

    For more information, please watch our video: OneDrive: Sharing a file.  

  • Criminal Justice Secure Mail (CJSM)

    CJSM is a facility for secure exchange between local authorities, health and police as well as some Third Sector organisations within a Government Secure Community platform. 

    Where appropriate, MMU staff may be able to use CJSM to secure email between relevant secure partner networks e.g. with health service providers (using their @nhs.net address ONLY, NOT the local nhs.uk addresses); or with police’s @met.pnn.police.uk email address. 

    If you are in a position to use Criminal Justice Secure Mail, please contact the Information Security Team. 

  • Egress

    Egress is a facility for secure email exchange between any Organisation.   

    Where appropriate, Manchester Met staff may be able to use Egress to send secure encrypted emails with third parties. The Egress facility should be used in the event that a secure email needs to be sent to an organisation that is not equipped to use the CJSM (see above) for secure email communications.  

    If you would like access to Egress, please contact the Information Security team.