tips A quick and easy guide to securing your private information

Transcription

1 tips A quick and easy guide to securing your private information

2 tips A quick and easy guide to securing your private information Basic Information 1. How to install SecureZIP for Windows Desktop for individual use 2. Get a digital certificate 3. Get a FREE digital certificate 4. Securing critical information 5. Using SecureZIP to secure communications with Outlook 6. Add an instruction link to s sent to new endpoints using Microsoft Outlook 7. Securing the body of an that doesn t have attachments Power Tips 8. Using SecureZIP with digital certificates for secure desktop storage 9. Using SecureZIP with digital certificates for encrypting 10. Using SecureZIP with digital certificates for signing 11. Using SecureZIP with antivirus software 12. How to use SecureZIP for group file sharing 13. Ensure compatibility with WinZip for external transfer 14. Choosing encryption & signing options 15. How to turn a PKZIP file into a SecureZIP file

3 1. How to install SecureZIP for Windows Desktop for individual use Installing SecureZIP on your desktop is easy. Individual users can download a free full featured version right away: Go to Register for the free download Go to your Click on the link provided Select Download Now Choose whether you would like to run the download or save Follow Windows Installer Wizard

4 2. How to get a digital certificate While SecureZIP supports passphrase encryption, PKWARE recommends using digital certificates as a best practice. Digital certificates offer added assurance that your confidential files can only be opened by their intended recipients. Individual digital certificates are tied to the identity of an individual user and can easily be used with SecureZIP. Individuals may purchase single certificates from several providers. Below are a few popular options: Comodo GeoTrust Thawte VeriSign

5 3. How to get a FREE digital certificate Comodo offers fully S/MIME compliant secure certificates FREE for personal use. To obtain your free digital certificate go to These certificates also work with SecureZIP for exchanging and storing encrypted files.

6 4. Securing critical information Individuals should use SecureZIP to protect confidential personal information stored on their PC such as tax records, bank statements, medical records, passwords, and other private data. Because SecureZIP encrypts the information in a secure archive, that archive can be transferred to other media, such as CDs or portable media devices, and the information will still be secure. SecureZIP can create secure files in a number of ways. It is designed to fit within your normal workflow and secures as many files as you wish inside a single ZIP container: Option #1: Drag-and-Drop Highlight the files you want to put inside a SecureZIP file Drag them onto the SecureZIP icon on your desktop Create a name for your new SecureZIP file in the File Name field Click Save Secure the file(s) using one or both of the following methods: Enter a password and/or, If you use digital certificates, check the box next to your name and the names of any other individuals who you will be sharing the SecureZIP file with Click OK and you are done! Option #2: Right-click menu Highlight the files you want to put inside a SecureZIP container Right-click on the files and choose SecureZIP from the right-click menu Choose what type of SecureZIP file you want to create Secure the file(s) using one or both of the following methods: Enter a password and/or, If you use digital certificates, check the box next to your name and the names of any other individuals who you will be sharing the SecureZIP file with Click OK and you are done! Option #3: Main application Double-click the SecureZIP icon on your desktop Click Add, located on the top toolbar Navigate to the location where the files you want to secure are located Highlight the files you want to secure and click OK Secure the file(s) using one or both of the following methods: Enter a password and/or, If you use digital certificates, check the box next to your name and the names of any other individuals who you will be sharing the SecureZIP file with Click OK and you are done!

7 5. Using SecureZIP to secure communications with Outlook It is important to encrypt messages and attachments to securely exchange confidential files sent electronically with friends, family members, doctors, lawyers, accountants, realtors, lenders, etc. SecureZIP automatically zips and secures messages and attachments when sent via Microsoft Outlook, as well as attachments sent via calendar invitations to ensure all ed communications are persistently secure: Create a new mail message, appointment, or meeting request from Microsoft Outlook Attach the files you want to send to the recipients Click Send SecureZIP will prompt you to confirm that you wish to zip and secure the message and attachments. You may check or uncheck the boxes on the prompt according to how you would like to process the message Click Continue SecureZIP will prompt you to secure the . You can secure the message one of two ways: Enter a password and/or, If you use digital certificates, check the box next to your name and the names of any other individuals who you will be sharing the SecureZIP file with Click OK and you are done! Note: SecureZIP secures both the message body and attachments when sending new mail messages only. When sending attachments via appointments or meeting requests, SecureZIP will only secure the attachments, not the message body.

8 6. Add an instruction link to s sent to new endpoints using Microsoft Outlook To ensure the recipient of your zipped files understands how to open the attachments, SecureZIP can automatically attach instructions for opening the SecureZIP files to every outgoing message. PKWARE offers a free zip reader for the recipients to download and use for opening the SecureZIP attachments. The following steps will configure your copy of SecureZIP to attach the instructions with each Double-click the SecureZIP icon on your desktop Click on Tools located in the top toolbar Select Mail option from the Categories column Check the Include UNZIP instructions box Click OK to close the option dialogue box. All the messages will automatically attach an instruction file for downloading the ZIP reader Note: If message body option is enabled, the instructions are presented to the recipients at the time of reading the encrypted . There is no attachment included.

9 7. Securing the body of an that doesn t have attachments When communicating confidential information via Microsoft Outlook it is important to secure the message with or without a critical document attached. SecureZIP can automatically put the message body inside of a SecureZIP container when it is sent via Microsoft Outlook: Click on Tools located in the top toolbar Select the Mail option from the Categories column In the General tab check Zip Attachments, Encrypt Attachments, and Encrypt Message Body options Once completed, click OK to close the option dialogue box. All the outgoing messages will now be encrypted using the settings you have just completed Create a new Mail Message in Microsoft Outlook, including the recipients in the To field Click Send SecureZIP will prompt you to confirm that you wish to zip and secure the message and attachments. You may check or uncheck the boxes on the prompt according to how you would like to process the message Click Next to continue SecureZIP will prompt you to secure the . You can secure the message one of two ways: Enter a password and/or, If you use digital certificates, check the box next to your name and the names of any other individuals who you will be sharing the SecureZIP file with Click OK and you are done!

10 8. Using SecureZIP with digital certificates for secure desktop storage SecureZIP can be used with an X.509 digital certificate to create secure desktop archives. Digital certificates offer added assurance that your confidential files cannot be opened by anyone other than the person (or people) the file was encrypted for. Digital certificates are easy to use and provide the user with a seamless and efficient workflow. After importing the digital certificate into the Windows certificate store using a standard importing facility, all imported certificates are made viewable in the SecureZIP options. To choose a certificate for encryption open SecureZIP by double clicking the SecureZIP shortcut icon on the desktop. Once the application is opened follow the steps below to set up SecureZIP for creating secure desktop storage: Click on Tools located in the top toolbar Select Security from the Categories column Click on the Encryption tab and check the Encrypt files box From the Method drop down select Strong: Recipient list From the Algorithm drop down select the appropriate encryption algorithm All of your available digital certificates are displayed in the same window Select the certificate (person) that you would like to use to create secure files on your desktop For even higher security check the Encrypt file names box. Encrypt file name option encrypts the file (and folder) name along with the data inside the file (and folder) Once completed, click OK to close the option dialogue box. All the archives that you will create using SecureZIP will be saved securely on your local system

11 9. Using SecureZIP with digital certificates for encrypting Using digital certificates for is very simple. After importing the digital certificate into the Windows certificate store using a standard importing facility, all imported certificates are made viewable in the SecureZIP options. To choose a certificate for encryption open SecureZIP by double clicking the SecureZIP shortcut icon on your desktop. Once the application is open follow the steps below to set up SecureZIP for Windows Desktop to encrypt s: Click on Tools located in the top toolbar Select the Security option from the Categories column Click on the Encryption tab and check the Encrypt files box From the Method drop down select either Strong: Recipient list or Strong: Recipient list or passphrase All the imported encryption certificates will be listed in the window Select the desired digital certificate(person) to use for encrypting the message body and attachment Click OK and you are done!

12 10. Using SecureZIP with digital certificates for signing SecureZIP for Windows Desktop can leverage digital certificates for signing the message body and/or attachments before they are sent out. Digitally signing an assures the recipient of the authenticity and integrity of the message: Click on Tools located in the top toolbar Select the Security option from the Categories column Click on the Signing tab and check Sign files box All the imported signing certificates are listed in the window. Select the desired digital certificate to use for signing the message body and attachment. Click OK and you are done! To enable the body and attachment signing functionality so that all the messages and attachments sent from the Outlook client are always signed, follow the steps below: Go to Tools located in the top toolbar Select Options Select the Mail option from the Categories column In the General tab check Zip Attachments and Sign Attachments Once completed click OK to close the option dialogue box. All the outgoing messages will now be signed using the settings you have just completed

13 11. Using SecureZIP with antivirus software If you have a virus scanning program you can use it with SecureZIP to ensure files stored in ZIP archives do not contain viruses. Follow the steps below to enable SecureZIP to automatically launch the virus scanning software to scan files for viruses: Click on Tools located in the top toolbar Select Extraction option from the Categories column Click on the Virus Scan tab Check on the Virus Scan option to enable the control. This also turns on virus scanning Select a virus scanning program from the Scanner dropdown list To turn virus scanning on or off after you have configured a virus scanning program, check or uncheck the box, Virus scan on either the General or the Virus Scan tab of Extraction options Note: SecureZIP does not install any virus scanning program. The virus scanning program must be purchased and installed separately.

14 12. How to use SecureZIP for group file sharing SecureZIP can create files that can only be accessed by certain individuals or groups. To create a file that can be used only among certain entities: Click on Tools located in the top toolbar Select Security from the Categories column Click on the Encryption tab and check Encrypt files box From the Method drop down select Strong: Recipient list From the Algorithm drop down select the appropriate encryption algorithm Click OK to close the options dialogue box Click Add and choose the files you wish to ZIP and click OK Once asked, enter the name of the new ZIP archive Click Save A recipient encryption dialogue will come up which will list all the available public certificates that you have populated in your local certificate store Select the appropriate recipients that you would like to share the files with and click OK The ZIP file can be now only be shared among the recipients selected

15 13. Ensure compatibility with WinZip for external transfer SecureZIP for Windows Desktop is designed to provide strong data security. Advanced data security options are available for users to support stronger security policies. However, using the advanced data security options can create a ZIP archive that is not compatible with ZIP/UNZIP applications from other vendors, including WinZip. To ensure a ZIP archive created by SecureZIP can be accepted by other ZIP/UNZIP applications you must follow these guidelines: Click on Tools located in the top toolbar Select Compression option from the Categories column From the Compression settings drop down select Custom Click on Customize button From the drop down Compression Method select any option EXCEPT DCL Implode Once completed click OK Select the Security option from Categories column Click on the Encryption tab and select Traditional: Password from the Method drop down Once completed click OK to close the option dialogue box. SecureZIP will now create ZIP archives with traditional passwords and most of the ZIP/UNZIP applications will be able to decrypt the file

16 14. Choosing encryption & signing options SecureZIP for Windows Desktop offers several advanced security options. These features are designed to give a sophisticated level of data security while at the same time allowing users to easily customize the application for daily use. SecureZIP users can change the encryption settings based on their own use case. To change the encryption settings follow these steps: Go to Tools located in the top toolbar Select Security from the Categories column Choose the encryption tab and/or the signing tab All encryption settings are displayed in the main window. Users can change encryption methods, choose to use digital certificate or passwords, and encryption algorithms. Users can also choose to sign an individual file, a complete archive or both.

17 15. How to turn a PKZIP file into a SecureZIP file A ZIP archive created by PKZIP can easily be converted into a SecureZIP archive. SecureZIP uses digital certificates created in X.509 standards to encrypt and sign. Follow these steps to set up SecureZIP for converting a PKZIP file into SecureZIP: Go to Tools located in the top toolbar Select Security from the Categories column Click on the Encryption tab and check Encrypt files box From the Method drop down select either Strong: Recipient list or Strong: Recipient list or passphrase Click on the Signing tab and check Sign files box Once completed click OK to close the option dialogue box. SecureZIP is now set up to create ZIP archives with strong security Click on the Encrypt and Sign button to convert a PKZIP archive into a SecureZIP archive