Scanning & Password Protecting

Documents for E-mail.Created & Presented By:

Kelly McDavid

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The Following is a View of a Typical Scanner Option Menu:

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Select the area in which you want to save your

document, such as a specific folder in your C: Drive,

(recommended) or in your My Documents folder.

Name the File:

Save as Type: Portable Document File .pdf, Tagged Image File Format, tif (tiff) or as a Word Document, .doc.

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You may need to go into your advanced

settings to adjust the quality or to make

changes if the document is not legible

or the text is too light.

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Saving a document as a tagged Image File Format, tif

then converting the document into a Word Document, .doc.

If your scanner does not have a Portable Document File or Word, .doc setting, please follow these instructions to save as a .tif file, (Tagged Image File Format) and then convert the document into a Word, .doc.

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The Following Example is forMicrosoft Office 2003

Select Scan New Document.

Select type of document to be scanned such as a black and white text.

Select Multiple images or pages if needed.

Go to Start, Programs, Microsoft Office Tools then Microsoft Document Scanning.

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Select Scan.

Save File.

To save the file select File, Save As and then select the location where the file is to be saved such as your C: Drive or your My Documents folder.

Name the File

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Save as Type .tif.

Open the document.

Adjust the quality if needed using your Advanced settings.

Save the document and close.

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Delete .tif and replace with .doc

Select open to open the document, the document with then open using Microsoft Word.

If you receive a File Converter Prompt select cancel.

Go to the file location and right click on the document and select Rename.

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Password Protecting Using Word

This is especially useful if the document contains sensitive information (such as social security numbers and/or medical information).

There is a special feature within Microsoft Word in which allows you to password-protect your documents.

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Once you have created your document in Word, go to the:

Tools menu.

Select Options and then select the Security sub-tab.

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You Will Then See This Box:

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Press the save (or the ok) button at the bottom.

Do not use the Save option in the sub-tab.

Enter security (District Set Password, lowercase); then enter it again to confirm.

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You will be prompted twice to enter yourpassword (security) for confirmation.

The next time the document is opened, the user will be prompted for the password (security).

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Microsoft Free On-Line Training:

http://office.microsoft.com/en-us/training/FX100565001033.aspx

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Please Note:

You can only password-protect documentsindividually; password protecting one documentdoes not protect all of them.

You do have the option of saving the document first then you can assign a password or you can assign the password first then save the document.

Make sure to save the document again prior to closing the file.

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Portable Document Files (.pdf):

You do not have to purchase Adobe Acrobat Professional or Standard to send us documents in a .pdf format.

Please follow along closely to the following information as this will ensure compliance with

the Health Insurance Portability and Accountability Act (HIPAA) laws and regulations

without spending $300.00 - $450.00.

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If your scanner does not have this capability please refer to your manual or contact the manufacturer of your scanner.

Calling Adobe Acrobat Reader not only is it not recommended it is not needed as they will just encourage you to purchase their product.

First of all most scanners come with software that allows your documents to be scanned and then saved as a (Portable Document File) .pdf.

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Primo or any Printer/Converter Utility allows you to convert any document into a .pdf from any file that you can print such as Power Point, Word, or Excel through your printer settings.

Please visit: http://www.primopdf.com/ for installation and more information.

An additional option is downloading a Printer Converter/Utility such as Primo.

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Please visit: http://www.winzip.com/index.htm

for installation and more information.

If you use a utility program such as Primo, you will then need to download WinZip in order to password protect the document by way of a Zip File.

WinZip is a software program that allows you to compress files for reasons such as securing and safeguarded personal information using a Zip format.

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Password Protecting a Document That Has Been Saved to

a Zip File:

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Security (lowercase) is the chosen password for the District.

In order for WinZip to later extract the original contents of the encrypted files, the correct password must again be supplied.

The contents of the files that you want to protect are encrypted by WinZip based on a password that you specify.

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Encryption is the translation of data into a secret code.

Encryption is the most effective way to achieve data security.

To read an encrypted file you must have access to a secret key or password that enables you to decrypt the file.

Unencrypted data is called plain text; encrypted data is referred to as cypher text.

Encryption:

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You Can Encrypt Files Using WinZip in Two Ways:

To Encrypt files already in a Zip file: open the Zip file using WinZip and choose Encrypt from the Actions menu; or, right click the Zip file in Windows Explorer and choose Encrypt from the WinZip context menu.

To Encrypt files while you are adding them simply check the added files check box in the add dialogue, this is the most efficient way to encrypt your files.

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Happy Scanning!!!

For Technical Assistance Please Contact:

Kelly McDavid PH:(863) 413-3363

or E-Mail: Kelly_McDavid@apd.state.fl.us