Encrypting Files Using AxCrypt Documents, spreadsheets, databases, and other files that contain personal information or other sensitive information MUST BE encrypted when being transmitted to someone else (via email, CD, etc.) and should be encrypted when saved on local hard drives, CDs, Floppies, USB drives, and other non-central media. While WinZip works well for many users, some people have experienced problems when transmitting WinZip encrypted files to off-campus users. An alternative free software encryption program, that is compatible with most computer systems, is AxCrypt. NOTE: Axcrypt software is NOT supported by the IT Help Desk. Help files for the Axcrypt software are found at http://www.axantum.com/axcrypt/downloads.html. Follow the instructions below to use AxCrypt to encrypt files. I. Downloading and Installing AxCrypt 1. Download AxCrypt from: http://www.axantum.com/axcrypt/downloads.html Choose either the 32 bit or 64 bit, depending on which version of Windows you have 1
Click on Save and then choose an area on your PC's hard drive to save the installation file Double-click on the saved file's name 2
2. You will see a dialogue box similar to the one shown at the right. Click the Run button. 3. The installation wizard will start. Click on Next 3
You must agree to the license agreement before the install process will continue. 4. Then click on Next 4
5. Click on Install The program should begin to install. This may take some time Then click on Finish 5
6. You can choose to provide your email address for update notifications and application data reporting Providing your email address is not required 7. You can also register by going to Start, then All Programs, select AxCrypt, then select My Registration Account You can then create an account for the software II. Encrypting a file for transmittal. 6
1. Find and select the file or files you want to encrypt using Windows Explorer, then Right-Click the selected file(s) to bring up the menu. Mouse-over AxCrypt, to show the AxCrypt options. AxCrypt offers a number of options for encrypting files. Selecting Encrypt will encrypt the original file, deleting the unencrypted version. The recommended option for transmitting a file to someone else is to Encrypt copy to.exe as this allows the receiver to decrypt the file without installing AxCrypt on his/her system. Click Encrypt copy to.exe Encrypt a copy to.exe leaves the original unencrypted file intact. 7
2. Next assign a passphrase The encryption provided is only effective if the password is effective. Minimum recommendations are 8 characters with a mix of letters, numbers, and special characters. NOTE: This is a password you are going to have to share with the file recipient, so be careful NOT to use the same password you use for your personal information or accounts. Click OK to encrypt the file(s). 3. You should now see an encrypted file You can transfer this file via CD, USB, or other physical media. However, before you can send via email, follow steps 4-6 below. 8
4. To send the file as an email attachment, you must rename the file extension to something that is not executable (.EXE) as nearly all email software blocks executable attachments. To rename the file, right-click on the encrypted file and select (left-click) Rename. 5. Select the extension and change to a non-executable such as.txt You will likely see this warning. Click Yes. You should now be able to email the renamed file as an email attachment. Be sure to contact (phone recommended) the intended recipient and tell them they will need to rename the extension to.exe upon receipt. Also ensure the individual 9
knows the passphrase Do NOT send the passphrase via email! Email is not a secure way to send passwords. III. Decrypting an AxCrypt.EXE file 1. The first step to decrypting a file received as an email attachment is to save the file to a folder on your PC. Do not try to decrypt the attachment from within the email message or program 2. To decrypt the AxCrypt file, you need to rename the file so it has an executable (.EXE) extension. Right-click on the file and select (left-click) the Rename option from the menu. 10
3. Erase the current extension and change it to.exe (it is not case sensitive). You may or may not see a banner warning you about changing file extensions, click Yes to change it. 4. Open the renamed file by doubleclicking, or by right-clicking and selecting Open 5. You should receive a passphrase prompt like the one shown at the right. Enter the passphrase you received from the individual who encrypted/transmitted the file and then click on OK 11
6. If the encrypted file contains only one item, you will be asked to select an area to save the decrypted file to. After you save the file, you can now access and use it If the encrypted file contains multiple items, you may be prompted to specify a location to decrypt the files. You can click the Browse button for options Click Decrypt You should see the decrypted file(s) in the location you specified Click on OK 12