HP 8530w HP ProtectTools - Windows Vista and Windows XP - Page 48

Signing a Microsoft Office Document, Sign and Encrypt

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3. Click the down arrow next to Sign and Encrypt, and then click Encrypt Document. The Select Trusted Contacts dialog box opens. 4. Click the name of a Trusted Contact who will be able to open the document and view its contents. NOTE: To select multiple Trusted Contact names, hold down the ctrl key and click the individual names. 5. Click OK. 6. Authenticate using your chosen security logon method. If you later decide to edit the document, follow the steps in Signing a Microsoft Office Document . When the encryption is removed, you can edit the document. Follow the steps in this section to encrypt the document again. Removing the encryption from a Microsoft Office document When you remove encryption from a Microsoft Office document, you and your Trusted Contacts are no longer required to authenticate to open and view the contents of the document. To remove encryption from a Microsoft Office document: 1. Open an encrypted Microsoft Word, Microsoft Excel, or Microsoft PowerPoint document. 2. Authenticate using your chosen security logon method. 3. Click the Home menu. 4. Click the down arrow next to Sign and Encrypt, and then click Remove Encryption. Sending an encrypted Microsoft Office document You may attach an encrypted Microsoft Office document to an e-mail message without signing or encrypting the e-mail itself. To do this, create and send an e-mail with a signed or encrypted document just as you normally would a regular e-mail with an attachment. However, for optimum security, it is recommended that you encrypt the e-mail when attaching a signed or encrypted Microsoft Office document. To send a sealed e-mail with an attached signed and/or encrypted Microsoft Office document, follow these steps: 1. In Microsoft Outlook, click New or Reply. 2. Type your e-mail message. 3. Attach the Microsoft Office document. 4. Refer to Sealing and sending an e-mail message for further instructions. Viewing a signed Microsoft Office document NOTE: You do not need to have a Privacy Manager Certificate in order to view a signed Microsoft Office document. When a signed Microsoft Office document is opened, a Signatures dialog box opens next to the document, displaying the name of the user who signed the document and the date it was signed. You can right-click the name to view additional details. 42 Chapter 4 Privacy Manager for HP ProtectTools (select models only)

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3.
Click the down arrow next to
Sign and Encrypt
, and then click
Encrypt Document
.
The Select Trusted Contacts dialog box opens.
4.
Click the name of a Trusted Contact who will be able to open the document and view its contents.
NOTE:
To select multiple Trusted Contact names, hold down the
ctrl
key and click the individual
names.
5.
Click
OK
.
6.
Authenticate using your chosen security logon method.
If you later decide to edit the document, follow the steps in
Signing a Microsoft Office Document
.
When the encryption is removed, you can edit the document. Follow the steps in this section to encrypt
the document again.
Removing the encryption from a Microsoft Office document
When you remove encryption from a Microsoft Office document, you and your Trusted Contacts are no
longer required to authenticate to open and view the contents of the document.
To remove encryption from a Microsoft Office document:
1.
Open an encrypted Microsoft Word, Microsoft Excel, or Microsoft PowerPoint document.
2.
Authenticate using your chosen security logon method.
3.
Click the
Home
menu.
4.
Click the down arrow next to
Sign and Encrypt
, and then click
Remove Encryption
.
Sending an encrypted Microsoft Office document
You may attach an encrypted Microsoft Office document to an e-mail message without signing or
encrypting the e-mail itself. To do this, create and send an e-mail with a signed or encrypted document
just as you normally would a regular e-mail with an attachment.
However, for optimum security, it is recommended that you encrypt the e-mail when attaching a signed
or encrypted Microsoft Office document.
To send a sealed e-mail with an attached signed and/or encrypted Microsoft Office document, follow
these steps:
1.
In Microsoft Outlook, click
New
or
Reply
.
2.
Type your e-mail message.
3.
Attach the Microsoft Office document.
4.
Refer to Sealing and sending an e-mail message for further instructions.
Viewing a signed Microsoft Office document
NOTE:
You do not need to have a Privacy Manager Certificate in order to view a signed Microsoft
Office document.
When a signed Microsoft Office document is opened, a Signatures dialog box opens next to the
document, displaying the name of the user who signed the document and the date it was signed. You
can right-click the name to view additional details.
42
Chapter 4
Privacy Manager for HP ProtectTools (select models only)