ST.
COLUMBA’S SECONDARY SCHOOL
FILE MANAGEMENT
FILE ENCRYPTION.
By: Katanekwa TN
@KATANEKWA TN 2026-0977226606 1
FILE
ENCRYPTION
@KATANEKWA TN 2026-0977226606 2
Hook!
@KATANEKWA TN 2026-0977226606 3
File Encryption.
❑Is the process of converting a file into
a secret code so that only authorized
people can read or access it.
❑The readable information is called
Plain Text.
❑After encryption it becomes Cipher
Text.
@KATANEKWA TN 2026-0977226606 4
Cont’d...
❑A key or password is used to open
or decrypt the file.
Example:
➢A document containing exam papers
can be encrypted so that only the
head teacher can open it.
@KATANEKWA TN 2026-0977226606 5
Importance of Encryption.
1. Protects sensitive information (passwords, exam
papers, financial records).
2. Prevents unauthorized access to files.
3. Protects files during transfer (email, flash disks,
internet).
4. Maintains privacy of individuals and
organizations.
5. Helps prevent data theft if a computer or flash
disk is lost. 6
@KATANEKWA TN 2026-0977226606
Tools used for Encryption.
1. BitLocker – Built into Windows for encrypting
drives.
2. VeraCrypt – Free software used to encrypt files
and folders.
3. 7-Zip / WinRAR – Can compress and encrypt
files with a password.
4. Microsoft Office Encryption – Word, Excel and
PowerPoint allow password protection.
5. AxCrypt – Simple tool for encrypting files. 7
@KATANEKWA TN 2026-0977226606
Good Practices When Using Encryption
[Link] strong passwords (letters, numbers,
symbols).
[Link] not share passwords with unauthorized
people.
[Link] backup copies of encrypted files.
[Link] the password because if it is lost,
the file may never be recovered.
[Link] encrypt important or confidential files.
@KATANEKWA TN 2026-0977226606 8
How to Encrypt a File (Example Using Microsoft Word)
1. Open the document in Microsoft Word.
2. Click File.
3. Click Info.
4. Select Protect Document.
5. Choose Encrypt with Password.
6. Enter a strong password.
7. Save the document.
➢Now the file can only be opened using that
password. @KATANEKWA TN 2026-0977226606 9
How to Encrypt a File (7-Zip or WinRAR)
[Link]-click the file or folder.
[Link] Add to Archive.
[Link] a password.
[Link] Encrypt file names (if available).
[Link] OK.
➢The file will now require a password to
open.
@KATANEKWA TN 2026-0977226606 10
Ways to Encrypt a Folder.
❖Method 1: Using Built-in Windows Encryption (EFS)
1. Right-click the folder you want to protect.
2. Click Properties.
3. Select the General tab.
4. Click Advanced.
5. Tick Encrypt contents to secure data.
6. Click OK and then Apply.
➢The folder will now be encrypted and can only be
accessed from that user account.
@KATANEKWA TN 2026-0977226606 11
Ways to Encrypt a Folder.
❖Method 2: Using WinRAR
1. Right-click the folder.
2. Click Add to archive.
3. Click Set Password.
4. Enter a password.
5. Tick Encrypt file names.
6. Click OK.
➢The folder will be compressed and encrypted.
@KATANEKWA TN 2026-0977226606 12
Ways to Encrypt a Folder.
❖Method 3: Using 7-Zip.
1. Right-click the folder.
2. Select 7-Zip → Add to archive.
3. Under Encryption, enter a password.
4. Choose AES-256 encryption.
5. Click OK.
➢The folder will now be protected by a
password.
@KATANEKWA TN 2026-0977226606 13
How to Transfer Encrypted Files
[Link] attachments.
[Link] disks.
[Link] storage (Google Drive,
OneDrive).
[Link].
[Link] sharing
@KATANEKWA TN 2026-0977226606 14
Advantages of File Encryption
[Link] confidential
information.
[Link] data security.
[Link] unauthorized
access
@KATANEKWA TN 2026-0977226606 15
Disadvantages of File Encryption
[Link] the password is forgotten, files
may be lost permanently.
[Link] can sometimes slow
down systems slightly.
[Link] users may forget passwords.
@KATANEKWA TN 2026-0977226606 16
Activity 1.
@KATANEKWA TN 2026-0977226606 17
❑Step 1:
• Create a Folder On the Desktop, right-click.
• Select New → Folder.
• Name the folder “Private Files”.
❑Step 2: Add Files to the Folder
• Create or copy 2–3 files into the folder.
Example:
• A Word document
• A picture
• A text file
@KATANEKWA TN 2026-0977226606 18
❑Step 3: Encrypt the Folder
• Using WinRAR:
• Right-click the folder Private Files.
• Click Add to archive.
• Click Set Password.
• Enter a password (example: ICT123).
• Tick Encrypt file names.
• Click OK.
@KATANEKWA TN 2026-0977226606 19
❑Step 4: Test the Encryption
• Try to open the folder.
• The system will ask for a password.
• Enter the password to access the files.
@KATANEKWA TN 2026-0977226606 20
The end…………….
@KATANEKWA TN 2026-0977226606 21