11: Add Digital Signatures and Document Security in Microsoft Office

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CHAPTER 11: Add Digital Signatures and Document Security
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FIGURE 11-1
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You can use digital signatures to identify recipients of your documents and limit access to your documents
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Use Digital Signatures
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When you decide to use digital signatures to verify the identities of users modifying your documents, you can use the default Acrobat Certificate Security or specify a third-party plug-in to handle digital signatures After you decide on a signature handler, you need to create a digital ID Your digital ID stores information about you You can use the default Acrobat graphic for a digital signature or customize the digital signature with a photo or other graphic, such as a logo When you create a digital ID, you can create a list of trusted identities Trusted identities are digital signature files in FDF format that are used to verify digital signatures You can request digital IDs of colleagues via e-mail and share your certificate with other colleagues so that your digital signature can be verified Documents can be signed multiple times by multiple authors Whenever a document is digitally signed, Acrobat records the changes made since the document was last digitally signed When you open a document with multiple signatures, you view the most current version of the document You can view earlier versions of a digitally signed document and compare different versions
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You can create a digital ID from within Acrobat and send your certificate to other parties in order to verify your signature If you intend to distribute the document widely, this can be tedious You can, however, secure a digital ID from a trusted Adobe party, which will enable any user of Adobe Reader 60, Acrobat Standard, or Acrobat Professional to verify the document
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You create a user profile to create identification and a password that links to your digital signature You can create more than one user profile if you sign documents in different capacities To create your first user profile, follow these steps: 1 Choose Advanced | Manage Digital IDs | My Digital ID Files | Select My Digital ID File to open the Select My Digital ID dialog box 2 Click the New Digital ID button to open the Self-Signed Digital ID Disclaimer This dialog advises you that people wishing to validate your digital ID must contact you directly and creating a digital ID in this manner may not be appropriate for third-party validation 3 Click Continue to access the Create Self-Signed Digital ID dialog box 4 Enter your name in the Name field If desired, supply additional contact information in the Organizational Unit and Organizational Name fields, as shown here:
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CHAPTER 11: Add Digital Signatures and Document Security
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Create a Secure Password
When many people choose a password, they create one that is easy to remember, such as their birthday, a relative s birthday, or a combination of initials from their name and their spouse s name Passwords such as these are easy to decipher When you need to create a secure password, create one with at least eight characters Create a combination of alphabetic characters interspersed with numeric characters such as j87ty91w After creating the password, make sure you archive a hard copy of the password in a remote location You may also want to consider saving a digital copy of your password to your PDA (Personal Digital Assistant) if it is secure
5 Enter your e-mail address in Email Address: field 6 Click the Enable Unicode Support check box if you want to include Unicode information with the certificate Unicode standard provides a unique number for every character, that is cross-platform The Unicode standard for most English documents is UTF-8 If you choose this option, Unicode fields appear to the right of your contact information Enter the appropriate Unicode information in the desired fields 7 Click the triangle to the right of the Key Algorithm field and choose 1024-bit US or 2048-bit US The latter choice offers better security but may not be available to all users 8 Click the triangle to the right of the Use Digital ID For and then choose an option from the drop-down menu The default option allows you to use the digital ID for signing documents and encrypting Alternatively, you can choose Digital Signatures or Data Encryption to limit your use of the digital ID 9 Enter and confirm your password Your password must be at least six characters and cannot contain any of the following symbols: !@#$%^&*,|\<>_ or double quotation marks 10 Click Create to complete the process and exit the dialog box
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