Best Practices for Sharing Documents that Contain Highly Restricted Information

1.  The "Protect Document" feature in Office 365 allows you to specify permissions and access restrictions. You can define who can open the document, edit it, or print it. The "Protect Document" feature can be used by following these steps:
   
   
   1.  Click on file -> info -> protect document
      
      
      
      
   2.  From the protect document dropdown select restrict access -> restricted access
      
      
      
      
   3.  Check "Restrict permission to this document." and add the appropriate users to the read and change fields.
      
      
      
      
2. Prevent recipients from forwarding a shared link to a document containing sensitive data by sending the link using the Specific People permission. This will create a link that works only for the specified recipient(s).
   
   
3. When sharing documents with recipients outside of UCF, use the Specific People setting. The recipient will receive a link in their email that works only for them. When they select the link, they will need to verify their identity to access the file.
   
   
   
   
4. Use password protection to require a password for recipients to access Word documents, Excel files, and PDF files to ensure they are viewed only by the appropriate people. Share the password with the recipient in a separate communication, such as separate email or phone call.

 

Best Practices for Protecting Highly Restricted Information in Teams Messages

1. Use private channels to limit access to specific individuals on a need-to-know basis.
   
   
2. Follow the best practices listed above for sharing documents containing highly restricted and other confidential data in Teams.

 

Best Practices for Protecting Highly Restricted Information in Emails

1. Send sensitive email messages securely to recipients outside of UCF by encrypting messages using O365 Email Message Encryption.