File Encryption and Decryption With PGP Desktop for OS X
Note: You need to have PGP Desktop for OS X already installed on your computer in order to follow these instructions. Click here for instructions on how to install this program.
File Encryption
1. Select the file or folder you want to encrypt.
Highlight the file or folder you want to encrypt by clicking on it one time. In the picture below, the document "Fall 2006 Student Grades" is selected by clicking on it one time.
2. Start the file encryption process.
Hold down the "Control" key on your keyboard and press the mouse button simultaneously. This will cause a menu to be displayed for the file or folder. On the menu select PGP. Then click Encrypt.
3. Specify a password to decrypt the encrypted file or folder.
A windows titled "PGP Recipients" will appear. You need to display the encryption options so click the downwards pointing triangle in the lower right hand corner of the window.
Check the box labeled Conventional Encrypt and then click OK. "Conventional Encrypt" means to password protect the encrypted file.
Enter a password (passphrase) in the top box and then enter the same password again in the bottom box to confirm it. The bar in the middle labeled Passphrase Quality shows you the password complexity of your chosen password. The longer the bar the better and harder it will be to guess your password. Click OK when you are done entering a password.
4. Locate the encrypted file archive created by PGP Desktop.
The encrypted file/folder will be stored as an encrypted archive file which will appear in the same location of the file/folder you encrypted. In the picture below, the encrypted file archive is located on the Desktop which is where the original file which was encrypted was located at. The encrypted file archive should have a different icon than the original file. In the picture below, the lower file is the encrypted file archive. Notice the letters "PGP" on the encrypted file archive icon.
5. Delete the original file.
Delete the original file or store it encrypted if it contains Category I data and you want to keep it on your computer. UT policy requires Category I data be stored encrypted on your computer.
6. Don't send the encrypted file's password via unsecured channels.
Sending the password of the encrypted file to the intended file recipient using insecure channels defeats the purpose of file encryption security because the password may be intercepted by a 3rd party. Inform the encrypted file recipient of the password in advance using secure methods such as in-person, over the phone, or using UT's Secure Messaging System.
File Decryption
1. Open the encrypted file archive with PGP Desktop.
Double-click the encrypted file archive. The encrypted file archive will have a PGP icon on it. A "nag screen" will appear reminding you that you have not entered a license for PGP Desktop. Click Cancel in this screen and then click OK in the next window that appears titled "Features Disabled".
The PGP Desktop application will now automatically launch and you will be presented with a window prompting you to enter the password used to protect the encrypted file.
2. Enter the encrypted file archive's password.
Type in the password for the encrypted file archive and click OK. The file decryption process now begin.
3. Locate the decrypted file.
The decrypted file will be saved in the same location as the encrypted file it was decrypted from. In this case, since the orginal encrypted file was located on the desktop the decrypted file was saved to the desktop. You can work with it as you would any normal file. Remember, UT policy requires Category I data be stored encrypted on your computer so you'll need to reencrypt the file if it contained Category I data and you plan on storing it on your computer.
