How to Set a Password to Microsoft Office Files

With the Microsoft Office system, you can use passwords to help prevent other people from opening or modifying your documents, workbooks, and presentations. This can keep files safe and secure.

To set a password for a Microsoft file, first open any Microsoft office's component such as Word, Powerpoint, Excel etc and follow the instructions below for the version of software that you have:

MS Office 2007

1.       Click on the Office button

2.       Click on prepare and encrypt document

 

3.       Enter the desired password and click OK

 

4.       A new window appears asking to confirm the password. Click OK.

5.       Once your password is entered, you must save your document for the encryption to take effect.

6.       Now, whenever the file is opened, a password will be required in order to open the document.

MS Office 2010

1.       Click on “File” in the upper left-hand corner.

2.       Click on “Info”.

3.       Click on “Protect Document” then “Encrypt with Password”.

4.       You will be prompted to enter a password to encrypt your document

5.       You will be prompted to re-enter your password.

6.       Once your password is entered, you must save your document for the encryption to take effect.

7.       Now, whenever the file is opened, a password will be required in order to open the document.

Northern Computer - Your Trusted Partner
#1 - 495 Banks Road Kelowna, BC V1X 6A2
Phone: 250.762.7753 Fax: 250.861.1861 Toll-Free: 1.877.257.2896
Email: sales@northerncomputer.ca or service@northerncomputer.ca
Web: http://www.northerncomputer.ca

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Managing the ‘Bring Your Own Device’ Trend

One of the changes occurring in the workplace over the last few years is the growing number of personal devices, such as smart phones and tablets that are being used for work purposes.

This ‘Bring Your Own Device’ trend, or BYOD, is certainly here to stay. But while this use of technology clearly has its advantages, the risks associated with this practice are often underestimated, not only by the staff but also by the company’s management.

To understand where these risks lie, let us look at the application that is most commonly used on personal devices, namely email. In a typical example, an employee’s smart phone will be configured to connect to the corporate Exchange server. This makes a lot of sense, because it allows that employee to access their email when they are on the road, out at lunch, or even just sitting in front of the television at night. And because Microsoft Exchange does a lot more than just handle emails, that staff member can also access the company contacts database, view his or her appointments, and so on. All of this means that the employee is able to communicate more effectively, while the company benefits from enhanced productivity. So why would anyone mind?

Well, the trouble is that a lot of confidential information is sent via email these days. Financial statements, management reports, HR documents, product development information and confidential client information, to name a few examples, are all sent via email. In the past, email was largely contained within the business premises, where it was safeguarded by the company’s security systems.

Of course, there were those roaming laptop users who carried data on their machines out into the wild. But those machines were still protected, to varying degrees, by the company’s security systems. Password complexity policies were enforced by the company’s IT department, who also managed the anti-virus protection, configured hard drive encryption, and so on.

With BYOD, however, that picture changes. No longer does the business control the device. It’s a personal machine, which has the staff member’s own software and data on it, as well as corporate data. The configuration of the machine is not managed by the company, so there is no way to control the security of that device. Even simple things, such as a suitable password policy, cannot be controlled by the business. Considering how easily these devices can be misplaced or stolen, the risks to the company are significant.

So what can be done about this, you ask? Start by drafting a clear BYOD policy that can help your company reduce the risks associated with BYOD. Considerations to implement might include:

1.       Specify What Devices Are Permitted – There are many device choices, from iOS-based phones and tablets to Android handhelds and many others. Make it clear to employees which devices you will support; in addition to whatever corporate-issued devices you continue to deploy—and which you won't.

2.       Establish a Stringent Security Policy for all Devices - Users tend to resist having passwords or lock screens on their personal devices. However, there is often sensitive information to which devices connected to your network have access to allow such easy access

3.       Make It Clear Who Owns What Apps and Data - While it seems logical, on the face of it, that your company owns the personal information stored on the servers that your employees access with their devices, it becomes more problematic when you consider the problem of wiping the device in the event it is lost or confirmed stolen. When you wipe the phone, traditionally all content on the phone is erased, including personal pictures, music and applications that in many cases the individual, not the company, has paid for.

4.       Define a Clear Service Policy for Devices under BYOD Criteria - It's important for employees to understand the boundaries when questions or problems appear. Considerations for IT support need to be defined.

5.       Set Up an Employee Exit Strategy – What will happen when employees with devices leave the company? How do you enforce the removal of e-mail access, data and or any other proprietary applications and information?

With these few steps, a company can significantly reduce the risks associated with BYOD. If you need assistance with creating a policy, please give us a call.

- Janet F, IT Consultant

 

Northern Computer - Your Trusted Partner
#1 - 495 Banks Road Kelowna, BC V1X 6A2
Phone: 250.762.7753 Fax: 250.861.1861 Toll-Free: 1.877.257.2896
Email: sales@northerncomputer.ca or service@northerncomputer.ca
Web: http://www.northerncomputer.ca

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Making the Most of HST While it’s Here

On April 1^st, 2013, small business owners across the province will face a big change as the HST system will be reverted back to PST/GST. The loss of the HST system will be felt by many businesses across BC; however there is also a tax planning opportunity that should not be missed.

If you are planning a capital purchase for your business, make sure it is bought before April 1^st, 2013. Capital expenditures include any item that costs more than $500 and will last you for more than a year. Examples of capital expenditures include equipment, hardware, software, tools, and office furniture to name just a few.

The reason it’s beneficial to make these purchases under the HST system is that you will only pay the net cost of the item and will be reimbursed for all taxes due. By waiting until after April 1^st to make your purchase, the cost of the item to your business will increase by 7%.

For Example…                                                                                     

Let’s use the example of a purchase of equipment that costs you $10,000.

If that equipment is bought today, then your cost is $11,200 ($10,000 plus $1,200 of HST) - but your business will be able to deduct the $1,200 HST from the amount you owe to the CRA, from HST collected through your sales for the year. If the amount of HST your business has collected is less than $1,200, then your business will get a full refund of $1,200.

Under the PST/GST system, your cost will still be $11,200 ($10,000 plus $700 of PST and $500 of GST) - but now you will only be able to deduct the $500 in GST.

Comments drawn from original article as posted by Gabriele Loren for www.smallbusinessbc.ca.

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Northern Computer - Your Trusted Partner
#1 - 495 Banks Road Kelowna, BC V1X 6A2
Phone: 250.762.7753 Fax: 250.861.1861 Toll-Free: 1.877.257.2896
Email: sales@northerncomputer.ca or service@northerncomputer.ca
Web: http://www.northerncomputer.ca

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