ACU uses Gmail's Data Loss Prevention services. These services check messages and their attachments for sensitive information that should not be sent in insecure formats.
As a general rule, ACU IT strongly recommends against sending emails with sensitive information such as social security numbers or credit card information, especially to individuals outside ACU.
If you must send this data or get a message saying your email has been quarantined, you will need to send the information using a password protected attachment. You should then provide the password to the recipient via another communication medium such as phone or text. For security reasons, do not put the password in the email that contains the document.
Password Protected Excel File
- Select File > Info.
- Select the Protect Workbook box and choose Encrypt with Password.
- Enter a password in the Password box, and then select OK.
- Confirm the password in the Re-enter Password box, and then select OK.
Encrypted PDF
- Open the PDF file in Adobe Acrobat (not Acrobat Reader).
- Click Protect on the right
- If it is not there, click Tools, then Protect.
- Click Protect Using Password.
- Ensure the option for Viewing is selected, then type and re-type the password you want to use to protect the file.
- Click Apply.
Secure Practices for Sharing the Password
Do not include the password in the same email as the encrypted file it unlocks. Please communicate the password over the phone or in person.