File Encryption and Decryption With PGP Desktop 9.0.x for Windows XP
Note: You need to have PGP Desktop for Windows 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.
Right-click over the file or folder you want to encrypt and select PGP Zip and then select Encrypt.
3.Specify a password to decrypt the encrypted file or folder.
Check the box labeled Conventional Encryption which will protect the encrypted file/folder with a password. Click OK.
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 done.
5. 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.
6. 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.
7. 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 become compromised by a 3rd party. Inform the encrypted file recipient of the password in advance using secure methods such as in-person or 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. When you double-click the file archive the PGP Desktop application will automatically launch.
2. Enter the encrypted file archive's password.
Type in the password for the encrypted file archive and click OK.
3. Select the file you want to extract from the file archive.
Select the file you want to extract from the file archive and then right-click over it. Select Extract... from the menu that appears.
4. Select the folder where you want to extracted file to be stored in.
In this case we selected the Desktop. Click OK when done to begin the extraction process.
5. File has now been decrypted.
The file is now decrypted and 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.