Tip: Before password protecting any document, you may want to create a backup of the non-password protected
files and folder in case you forget the password in the future.
The
majority of Microsoft Windows operating systems do not come with a
method of password protecting your sensitive files and folders. If
you're using Microsoft Windows 3.x, Windows 95,
or Windows 98,
you need to download or purchase a third-party program to password
protect your files and folders in Windows; skip down to the other security solutions section if you're using one of these operating systems.
Microsoft Windows XP professional users
Microsoft Windows XP home users
Microsoft Windows Vista/7/8 users
Other security solutions for protecting your files and folders in Windows
Things to remember when encrypting or password protecting files and folders
Microsoft Windows XP professional users
The steps below for encrypting the files on Windows XP
Professional applies to users who are using a computer that has
different accounts. If you are using a single account, see the other security solutions section.
- Select the file or folder you want to encrypt.
- Right-click the
file or folder and click Properties.
- Click the Advanced button.
- Check "Encrypt contents to secure data" option.
- Click Apply and then Ok.
Encrypt contents to secure data is grayed out
This
will be grayed out if you're using the home edition of Microsoft
Windows XP. See the steps below for securing the contents of your
folders in Windows XP home.
Show "Encrypt" on the context menu
The newest version of TweakUI also enables you to show the Encrypt option in the context menu. To do this, follow the steps below.
- Open TweakUI.
- In the TweakUI window, select Explorer
- In the right side of the window under Settings, locate Show 'Encrypt' on context menu and check the box. This option should be below Prefix 'shortcut to' on new shortcuts and above Show 'View workgroup computers' in NetPlaces.
- I'm missing Show "Encrypt" on the context menu in TweakUI.
Microsoft Windows XP home users
- Select the file or folder you want to encrypt.
- Right-click the
file or folder and click Properties.
- Click the Sharing tab.
- Check the box Make this folder private
- Click Apply and then Ok.
Make this folder private is grayed out
In order for this option to work in Microsoft Windows XP home you must meet the below requirements.
- The hard drive must be formatted in NTFS and not FAT32 File System.
- The
folder you're attempting to encrypt must be in your own personal
folder. For example, if your name is bob, you must be encrypting a
folder that is or that is contained within the below folder:
C:\Documents and Settings\Bob\
You cannot encrypt any folders outside of this folder. If you want to encrypt outside this folder, see the below other security solutions.
Microsoft Windows Vista/7/8 users
Unfortunately, Windows Vista, Windows 7, and Windows 8
do not provide any features for password protecting files or folders.
You need to use a third-party software program to accomplish this.
If you want to encrypt a file or folder, this can be done by following these steps:
- Select the file or folder you want to encrypt.
- Right-click the
file or folder and click Properties.
- Click the Advanced button.
- Check "Encrypt contents to secure data" option.
- Click Apply and then Ok.
Other security solutions for protecting your files and folders in Windows
File and folders not frequently used
If
you need to password protect files or folders that you do not
frequently use, one of the simplest ways is to compress the folder and
files with a compression utility and password protect the compressed
file. However, each time you want to work
with or modify the files, you need to uncompress the files using the
password.
Windows ME and Windows XP users - Windows ME and
Windows XP come with their own compression utility. This utility can
also be used to compress and password protect files.
Windows Vista and Windows 7 users - Windows
Vista and Windows 7 also include a compression utility. However,
password protection for the compressed files is not possible without the
use of a third-party software program.
Tip: When a file is
compressed, users can still view a listing of the files in the
compressed file. If you want both your file names and the contents to be
hidden, move all the files into a single folder and password protect
that folder.
File and folders frequently used or accessed
If
you need to password protect or encrypt data you frequently use, you
need to install a third-party program that allows you to protect your
files and folders. Below are some free and commercial solutions.
- 7-Zip - A free file and folder zipping utility, which also includes the ability to password protect zipped files and folders.
- AxCrypt - An
excellent free encryption utility that enables users to encrypt all
files within a folder and not allow those files to be viewed unless a
passphrase (password) is known.
- Folder Guard
- A commercial version of a password protection software that enables
you to password protect files, folders, and other Windows resources.
- Protected Folder- For a small fee, it's an excellent
software program that enables you to password protect folders.
Things to remember when encrypting or password protecting files and folders
- There is no such thing as a 100% protected file. There are
numerous tools, utilities, and instructions for how to break encryption
and passwords on files. However, the protection methods listed above
will protect your files from the majority of users who may encounter
them. If you are working with really sensitive data, we suggest a
commercial product for protecting your files and data.
- Even
though a file or folder may be password protected, it still can be
deleted (unless the program supports the ability to protect files from
being deleted). Always remember to backup all your files, even those
protected by passwords.
- If you forget the password, unless you're willing to spend the time
attempting to break it or pay someone else to break the password, all the data
in the file or folder will be lost. Thus, it is important to backup a copy
of the non-password protected files or folders, just in case.
