Security

How To Great way to Store, Send and Secure Files

By Steve Krause

Updated February 12, 2024

Recently, in an email, a reader asked for my recommendation to send someone multiple files quickly and easily. My answer? File compression and encryption. Using file compression not only makes the sent files smaller but also compresses multiple files into a single file, making the file transfer much easier and faster than sending each file one at a time.

What I normally do is compress and encrypt a folder using 7-Zip and then share the file via OneDrive. Once they confirm they have the file, I delete it. I’ve been doing this since Windows 7 days. However, it still works perfectly fine on the latest versions of Windows.

Secure/Encrypt Your Data

When transferring files or storing them on your Personal Drive or Online Service/in the “Cloud,” you might want to be sure that only those authorized can open and access your data.

Although Winzip is still a valid option, you can utilize SEVERAL other great tools to provide the same level of encryption/protection for little to no cost.  Here are a few Archiving/Compression Tools I’ve used:

• 7-Zip
• WinRAR

There is also the choice of using the default Windows Compression (Built-in to Windows.)  Although this Built-in Windows tool does an OK job with compression, it’s not the most secure. It does provide a better first line of defense than no password at all.  Typically, a longer, more complex password will take longer to crack, and that’s true with all products most of the time. We call this a passphrase. Since the Windows XP days, Microsoft has conveniently built-in file archive tools so , let’s talk about those! Here’s a groovy how-to using the Built-in Windows Compression archive tool.  All other file archivers are very similar to this one.

Note: This encryption feature is not available with Windows Vista Built-in Compression.  Due to the security risk mentioned above, this feature was removed.  They probably wanted people to use EFS instead.

Password protecting single or multiple files in Windows XP

1.  Right-Click on the file or folder you wish to encrypt.  Click Send To, Compressed (zipped) Folder.

If you don’t want to protect your files with passwords, then congratulations!   You’re Done!  For the rest of you, read on to review how to add a password.

 2. Double-click the .zip file you just created in Step 1; it should automatically open in the Compressed file in a new window.

3.   Click File, Add a Password.  Type your desired password in both boxes and click OK.

Remember: Password-protected .zip Files using the Windows XP Built-In Tool allow users to open the .ZIP file and see the filenames and folders of compressed/protected files.  However, if they try to open the files, they will be prompted for the password.

Enjoy this groovy, lightweight file protection & compression!