Copyright: TeamWARE Crypto Help, Copyright © TeamWARE Group Oy and/or its licensors 1997
Citation: Copyright © TeamWARE Group Oy and/or its licensors 1997


Welcome to TeamWARE Crypto!

TeamWARE Crypto protects confidential files by locking them. Security is ensured by using a secret password-like key to lock and unlock the files.

Crypto is an extension to the Microsoft Windows 95 and Microsoft Windows NT 4.0 operating systems and it is integrated into Taskbar and Explorer.

You may proceed and enter a master key that will be used to lock and open your files. If you do not want to proceed, you can exit Crypto or find more information about it by using the online help.

WARNING: It is vital to memorize the Master key or to write it down and keep it in a safe place. IF YOU LOSE THE MASTER KEY, ALL THE LOCKED FILES WILL BE LOST.

To continue and specify  the Master Key

  Click the Continue button in the Important Notice window.

To exit Crypto

  Click the Cancel button in the Important Notice window.

To get more information

Click the Help Topics button at the top of this help window to see the contents of Crypto online help.


What is Crypto?

TeamWARE Crypto is software that protects your confidential files by locking them.

Locking by encryption

Files are locked by means of encryption. Encryption transforms data so that it becomes impossible to read. Decryption restores the data to its original readable form. Security is ensured by using a secret password-like key to encrypt and decrypt the files. The files cannot be opened, deleted or copied without the correct key.

Transparent encryption

Transparent encryption means that encryption and decryption of data are invisible to you when you use programs or work with locked files.

All you need to do is to define encryption for certain disk drives, folders and file types and store your confidential files in those locations. Once you have supplied the correct key, Crypto encrypts and decrypts data automatically as you work.

Security risks that can be avoided by using Crypto

Data security is essential if you handle sensitive business data or client-specific information on your computer system. Diskettes and entire computers, especially portable ones, may be lost or stolen.

Files that you store in a network folder are often unsafe. An intruder may find out the administrator's password, break into servers via remote dial-in connections or steal backup tapes. By using Crypto to encrypt files stored in the server, you can protect the confidentiality of your files against all such attacks against the network or server.

 Related Topics


Crypto menu commands

The following Crypto commands can be found on the File menu of Explorer and on the shortcut menus by right-clicking a document, folder or disk or their shortcut icons.

Command	Description

   Create Lock	Lock files in the selected folder or disk.

   Locks and Keys	List and modify locks and keys.

   Secure File Transfer mode	Enable/disable sending of locked files.

 Related Topics


Crypto on the taskbar

Crypto adds a floppy disk icon to the far right edge of the Windows 95/NT 4.0 taskbar. The icon shows whether or not you have given the Master Key.

To open or lock the Master Lock

 You have not yet entered your Master Key.

 You have entered your Master Key.

  Change the state of the Master Lock from unlocked to locked and vice versa by double-clicking the icon.

Shortcut menu options

1	Right-click the Crypto icon to display the following shortcut menu.

2	Choose Master Key to unlock or lock the Master Lock

3	Choose Secure File Transfer Mode to enable or disable sending of locked files.

4	Choose About Crypto to view version and copyright information.

 Related Topics


A confirmation message box appears when you double-click this icon on the taskbar and the Master Key has not been entered.

To grant access to locked files

1	Click the Yes button in the confirmation message box. The Unlock Master Lock window appears.

2	Type the Master Key in the Master Key field.

3	Click the OK button.


A confirmation message box appears when you double-click this icon after you have entered the Master Key at the start of a working session.

Use the Master Lock command to deny access to locked files if you leave your computer unattended or allow someone else to use it.

To deny access to locked files

  Click the Yes button in the confirmation message box.


A confirmation message box appears when you choose the Master Key command.

If you have not yet entered the Master Key and want to grant access to locked files

1	Click the Yes button in the confirmation message box. The Unlock Master Lock window appears.

2	Type the Master Key in the Master Key field.

3	Click the OK button.

If the Master Lock is unlocked and you want to lock it again

  Click the Yes button in the confirmation message box.


Secure File Transfer Mode reminder window
Secure File Transfer Mode Info window

This window tells you that the Secure File Transfer Mode has been enabled. In this mode locked files are fransferred and opened in encrypted form. If, for example, you use TeamWARE Mail or some other Crypto-compatible e-mail program in this mode, your locked files will remain encrypted when you send them to other people.

Close this help window by clicking anywhere on the screen.

Exit the Secure File Transfer Mode and close the info window by right-clicking the Crypto icon and selecting the Secure File Transfer Mode command again.


About Crypto window

In this window you can view Crypto version information, copyright information and the evaluation time you have left if you are using an evalulation copy of Crypto.


Terms used in Crypto

To move to a specific letter in the term list, click that letter here:

B

Button

C

Check box

Click

Combo box

D

Decryption

Double-click

E

Encryption

F

Field

Filename extension

File type

Folder

G

Grayed

H

Highlighted

K

Key

Key label

L

List box

Lock

Locked file

Logon password

M

Master Key

Master Lock

Menu

P

Password-list file

Path

R

Radio button

Right-click

S

Shortcut menu

Shared file

Shared key

T

Tab

Taskbar

TeamWARE Login

TeamWARE Office

Temporary file

Transparent encryption

U

Unlabeled key

W

Wildcard character


Button, definition
Button

Contains text or a descriptive picture. You click buttons to carry out actions, such as opening and closing programs or documents.


Check box, definition
Check box

A small, square box that can be turned on or off. When a check box is turned on, an X appears in the box.


Decryption, definition
Decryption

Decryption restores encrypted, unreadable data back to its original form.


Click, definition
Click

To press and release a mouse button without moving the mouse.


Combo box, definition
Combo box

A field that allows you to select from a list or type directly into a field. If the list is long, it can be scrolled.


Double-click, definition
Double-click

To quickly click the mouse button twice without moving the mouse.


Drag, definition
Drag

To move an item across the screen by clicking it and then pressing and holding down the mouse button while moving the mouse. For example, you can move a window to another location on the screen by dragging its title bar.


Encryption, definition
Encryption

Encryption transforms data so that it becomes unreadable. The file has to be decrypted to make the data readable again.


Field, definition
Field

An area of a window, in which you can specify or view information.


Filename extension, definition
Filename extension

Three character extension in DOS and Windows 3.x filenames used for specifying the type of the file (i.e. .DOC = documents, .EXE = executable files). In Windows 95/NT 4.0 the number of characters used in filenames and extensions is not limited.


File type, definition
File type

A group of similar files whose name conforms to the same specification. The filename may contain wildcard characters, such as * and ? characters. For example, *.BMP can be used to specify Windows bitmap as the desired file type.


Folder, definition
Folder

Documents and programs are stored in folders. In previous versions of Windows, folders were called directories. For example, the following path C:\PROJECT\URGENT contains two folders: a PROJECT folder and its subfolder URGENT.

   This is a desktop shortcut for a folder named WINDOWS.


Grayed

If a command, field or button cannot be selected or clicked, it is disabled and displayed in gray.


Group box, definition
Group box

A group of related options surrounded by a box in a window.


Highlighted, definition
Highlighted

A highlighted object is displayed in different or inverse colors. Highlighting indicates that an object has been selected or activated.


Key

A secret word or phrase used for locking and unlocking files. The files cannot be opened, deleted or copied without the correct Master Key or shared key.


Key label

Name of a shared key. When you create a shared key, you assign a label for the key. The key label allows you to distinguish the shared key from other keys when it is used to lock files.


List box, definition
List box

A box which contains a list of available items. Most list boxes can be scrolled and the items in the list can be selected.


Lock

To protect confidential files by encrypting them. Encryption transforms data so that it becomes impossible to read. Locked files cannot be opened, deleted or copied without giving the correct key.


Locked file

An encrypted file that cannot be opened, deleted or copied without entering the correct key.


Logon password

A password you use to log on to the network at the start of a working session.


Master Key

Use the Master Key to lock your personal files and to validate your authority to use Crypto functions. The Master Key also opens the files locked using a shared key.


Master Lock

Using the Master Lock you can grant or deny access to the Crypto commands and all locked files by entering or suspending your Master Key.


Menu, definition
Menu

A list of related commands. A menu can be opened by choosing its name on the menu bar.


Password-list file

Windows 95 maintains a password-list file where passwords are stored. The password-list file is protected by your logon password. When you log on to your computer, the passwords in the password-list file become available to the system.

In Windows NT 4.0 password-list files are not used. Instead, TeamWARE Login Login synchronizes the master key with your NT logon password.


Path

A path consists of the drive name, folder name and filename (or filename pattern by using wildcard characters). For example, C:\PROJECT\*.DOC is a path.


Radio button

An option button that usually appears in a group box of related options. Only one radio button in a group can be selected at a time. The selected radio button is marked by a dot.


Right-click

To press and release the right (secondary) mouse button without moving the mouse. In Windows 95/NT 4.0 right-clicking opens a shortcut menu.


Shared file

A file that you pass to another person or share within a group so that more than one person can access it. You can lock shared files.


Shared key

Use shared keys to lock files that are shared by several users. By using shared keys you do not need to reveal your Master Key to other users.


Shortcut menu

A menu that opens by right-clicking the desktop or in an application or document window. Shortcut menus contain the options that are most likely to be needed at that particular time and place.


Tab, definition
Tab

A tab is the heading of a window page. If you click a tab, the corresponding page of the window will become visible.


Taskbar, definition
Taskbar

The taskbar is at the bottom of your screen. It contains the Start button, which you can use to quickly start a program or to find a file.

When you open a program, document, or window, a button appears on the taskbar. You can use this button to switch between the open windows. The Crypto icon is at the right side of the taskbar.


TeamWARE Login

TeamWARE Login is a program that enables you to log in to the workstation, to the network and to TeamWARE services with a single login. If you are an NT 4.0 user, TeamWARE Login will synchronize your Master Key with the your login password.


TeamWARE Office

A network-based office automation system that consists of groupware applications and services.


Temporary file

Many applications create temporary files for storing data. Temporary files often have the TMP extension or they may be placed in a certain folder, such as C:\TEMP. Intruders may attempt to read data by inspecting these files. Locking temporary files is recommended to prevent this.


Transparent encryption

Encryption and decryption of data are invisible to you when you use programs or work with locked files.


Unlabeled key

Unlabeled keys allow you to access files locked with these keys, but you cannot use unlabeled keys to lock other files.

When you change or remove a key, the old keys become unlabeled keys. You can also create a shared key to open a locked file without giving the key a label.


Wildcard character

The asterisk, *, stands for one or more characters and the question mark, ?, stands for only one character in a filename. For example, *.TXT represents all files with a .TXT extension and *.XL? represents all files with a 3-letter extension that begins with XL.


Locks and keys (overview)
Locks and keys

  Locks

Using Crypto you can protect your confidential files by locking them, or in other words, making them inaccessible to unauthorized people by encrypting them. Locked files cannot be opened, deleted or copied by others. You can create locks for folders located on your personal computer, on diskettes, and on other computers in the network.

  Keys

When you create a lock for a folder, you also select a key used for opening the lock and closing it again. Opened files are decrypted into their original format.

Crypto allows you to create one or more keys: The Master Key and several shared keys. Keys act like passwords. They are secret words or sentences only you or the group of people that you share locked files with know. Once you have created keys, you can also change and remove them according to your needs.


Master Key (overview)
Master Key

The Master Key is used to lock your personal files. Normally, you store your personal files on the hard disk of your personal computer, or on diskettes. You should also lock backup copies of your personal files with the Master Key.

Usually, the only key you will need is the Master Key as in most cases the files you want to protect are for your personal use only. The Master Key gives you access to all files you have locked with your Master Key and the shared keys have created, and it also validates your authority to use Crypto functions. You can let other people use your computer, but they will not be able to access your locked files or use the Crypto commands without knowing your Master Key.

If you have more than one computer, you are recommended to specify the same Master Key for each one so that you can easily copy locked files between the computers.

When you start Crypto for the first time after installation, Crypto automatically guides you through the steps needed to create the Master Key.

A good Master Key is a word or a sentence that is easy for you to remember but difficult for an intruder to guess. For best security, keys should contain more than 10 characters. Keys are case-sensitive. In other words, upper and lowercase letters are treated as different characters. Keys may include special characters, such as spaces. Crypto refuses to accept certain simple character strings as keys.

When you type the key in the Master Key field, Crypto displays asterisks (***) to keep your Master Key secret from others who may be looking at your screen.


Shared keys (overview)
Shared keys

In addition to your Master Key you can specify a set of shared keys to lock files that you share with other users. You can store shared files in a network folder, on a diskette, or on the hard disk of your personal computer.

For example, you and a group of colleagues may need to work on files containing confidential data. You store the files in a network folder you can all access. To protect the files from others, you and your colleagues create a shared key you have agreed upon. Then you can lock and open the files in the network folder with the shared key as you work on the files.

Note that your Master Key also controls the shared keys you have created. Once you have entered the Master Key at the start of a working session, you will also be able to access the files you have locked with shared keys.

When you work with confidential files that you want to share with your colleagues, you can create one or several shared keys and communicate them to the people who need to access the shared files.

Remember that if you make confidential documents for your personal use only, you don't need other keys than your Master Key to lock them.


Master Lock (overview)
Master Lock

Using the Master Lock you can grant or deny access to all the files you have locked by entering or suspending your Master Key.

When you attempt to open a locked file, Crypto prompts you to enter your Master Key. Having entered the Master Key, you will be able to access all locked files during the working session without supplying the Master Key again for each locked file. If you leave your computer, you should either log off or use the Master Lock to deny access to locked files.

Note:  The Unlock Master Lock window has a fireworks animation that you should see to verify that the Crypto software is authentic (the animation is not included in evaluation copies of Crypto).


Creating locks and keys (overview)
Creating locks and keys

After you have created a lock for a folder, you cannot open, delete or move a locked file, or store a file in a folder for locked files until you supply your Master Key. Once you have entered the Master Key, you don't need to make any other preparations to work with files locked with either the Master Key or shared keys.

Naturally, you can remove locks from folders when the locks have become unnecessary, or change the key used to lock files in a certain folder.

Creating a lock involves defining a lock for a path containing confidential files. You can lock either all files in a folder, or only files that contain confidential data. Avoid locking files unnecessarily, since locking and unlocking cause a slight delay when you open and save files, and because disk compression doesn't affect locked files.

Remember that encryption is not actually a property of files, but rather a property of files contained by folders and specified by file types. Therefore, the encryption status of a file may change when you copy or move the file. If the destination folder has a lock then the file moved or copied to that destination will be locked. If you move a folder, verify that the files have the desired encryption status in the new location.

Avoid locking program files. Locked DOS programs cannot be started (in Windows 95), and locking Windows programs slightly slows down the system. You cannot lock operating system files, or your entire system disk because your computer must be able to load several system files before Crypto is started.

Note:  It is possible to create a lock separately for each disk drive and folder, and specify the types of files to be locked. In practice, it is often easiest to organize files in folders so that you can lock all files in a selected folder.


Changing locks and keys (overview)
Changing locks and keys

Once you have created locks and keys, you can later modify them according to your needs. You can change and remove both the Master Key and the shared keys. You can also change keys used for locking files in paths and remove locks from paths when the locks are no longer necessary.

Occasionally it may happen that the encryption status of the files in a drive or folder does not match the lock and key defined for the folder. You can then update the encryption status of such files.

Locks and keys can be created, changed, removed and updated in the Locks and Keys window.


Removing locks and keys (overview)
Removing locks and keys

Removing locks

You can remove locks when you do not need them anymore. Locks can be removed in the Locks and Keys window.

You can remove the lock and decrypt the files when you no longer need to lock them. This is the recommended choice for locks on your computer's hard disk. The other alternative is to remove the lock but still leave the files encrypted.

You may need to choose the latter option, for example, if you and your colleagues have been working on a set of shared  and locked files in a network folder. Each of you has created a shared key known to all to access the files. When your work on the files is finished, and you don't need to access the files anymore, you remove the lock. However, the files in the folder remain encrypted, since you still want to protect the data from intruders. The lock is no longer listed in your Locks And Keys window but the files in the network folder remain locked.

Your colleagues who continue working on the files will still need the shared key to access the locked files.

Removing keys

You can remove keys if you don't need them anymore or when you feel that they are no longer safe. Keys can be removed in the Locks and Keys window.

Note:  When you remove a shared key, Crypto stores the old key as an unlabeled key on your computer's hard disk. Therefore, you can still open files locked with the old key. Such files may remain for example on a diskette. Before you remove a shared key, remove locks created using that key from all paths.

Note:  If you want to remove the Master key and stop using Crypto, you have to remove all the locks and shared keys first.


Updating the encryption status of files (overview)
Updating the encryption status of files

Occasionally it may happen that the encryption status of the files in a drive or folder does not match the lock and key defined for the folder. You can use the Update button in the Locks and Keys window to update the encryption status of such files.

For example, you may have created a lock for the A: drive to lock files on a diskette. Later, when you insert a new diskette in the A: drive, the lock created for the drive and the encryption status of the files on the diskette in the A: drive do not match.

Similarly, you may have created a lock for a network drive connected to a network folder. If you later decide to connect the network drive to another network folder, the files in this folder will not automatically be locked, even though you have earlier created a lock for the network drive.


Unlabeled keys (overview)
Unlabeled keys

Unlabeled keys come about in several ways. When you change either the Master Key or a shared key, or remove a shared key, the old keys become unlabeled keys. You can also create shared keys without giving them a label.

Unlabeled keys allow you to access files locked with these keys, but you cannot use unlabeled keys to lock other files. Unlabeled keys are not listed in the Locks And Keys window, but Crypto stores them on the hard disk of your computer and encrypts them using your current Master Key. If you have unlabeled keys stored on your hard disk, the Locks And Keys window contains a line stating the number of unlabeled keys.

Unlabeled keys are saved to ensure that Crypto can unlock files that may still be locked with a key you have changed or removed. Files locked with old keys may remain on diskettes or in network drives, which are not present in Explorer, My Computer or Network Neighborhood all the time.

When you open a locked file, Crypto tries to open it with all labeled and unlabeled keys until it finds the right one. The Master Key gives you access to all files you have locked with any key you have ever used. Crypto can save up to 255 keys that are all protected by the Master Key. If you create more keys, which is not likely, Crypto will delete the oldest unlabeled keys in order to free space for new ones.


Accessing Crypto commands

There are several ways to access Crypto commands. You have the following options:

1	Start Explorer by clicking here [image]  or by clicking the Explorer icon on the desktop.

2	Select the folder or the disk containing the files you want to lock, and open the File menu.

OR

Right-click a folder, disk or file in an Explorer window or its shortcut icon on the desktop.

3	The following menu commands are displayed. Click the two Crypto menu commands below for further information.

 Related Topics


Choose the Create lock command to create a new lock and encrypt the selected files.


Choose the Locks and keys command to view and modify locks and keys that you have made.


The first time you use Crypto to lock files

When you start Crypto for the first time after installation, Crypto automatically guides you through the steps needed to create the Master Key. If you decide not to specify the Master Key at that stage, you can always do it later by double-clicking the Crypto taskbar icon.

To specify the Master Key needed for locking files,

1	Double-click the Crypto icon on the taskbar. A confirmation window opens.

2	Click the Yes button in the confirmation window. An information window opens.

3	After reading the information, click the Continue button. The Specify Master Key window opens.

4	In the Master Key box, type the Master Key. Memorize the Master Key or write it down. If you lose the key, you will lose your locked files.

5	Type the Master Key again in the Confirm Master Key box.

6	Click the OK button.

Note:  Turn on the Unlock at Logon check box, if you want your logon password to unlock the Master Lock automatically each time you log in to your computer.

To create a lock for a folder containing your personal files,

1	Start Windows 95/NT 4.0 Explorer.

2	Select the folder containing the files you want to lock and select the File menu Create Lock command.

3	In the Create Lock window, make the selections and then click the OK button.

4	Check the confirmation message, and click the Yes button to lock the files in the selected folder.

 Related Topics


Managing locks and keys

The Locks and Keys window opens by choosing Locks And Keys on the Explorer File menu or on the shortcut menu.

The Locks And Keys window lists all keys that you have created. Under each key, you see the paths and file types that are locked by that key. Select a key or a lock and click the appropriate button or right-click to see the available commands. For more information, click the command or field you are interested in.

	Creating a shared key    Creating a lock    Changing the Master Key    Changing a shared key    Changing a key used for locking files    Removing a key    Removing a lock    Updating locks in a folder


Click the Create button when the Master Key or a shared key is selected to create a new shared key.

Click the Create button when a lock is selected to create a new lock.


Click the Change button when the Master Key or a shared key is selected to replace a key with another key.

Click the Change button when a lock is selected to change the key that locks the files into another.


Click the Remove button when a shared key is selected, if you no longer need the key.

Click the Remove button when a lock is selected, if the files in the path do not need to be locked anymore.


Click the Update button to match the encryption status of files in a folder with the lock and key defined for that folder.


Creating locks

The Create Lock window opens by choosing the menu command Create Lock. First select the disk drive or folder containing the files you want to lock. Another way to open this window is by clicking the Create button in the Locks and Keys window when a lock is selected.

To create a lock

1	The folder currently selected is displayed in the Folder field. If the files you want to lock are in another folder, click the Browse button to find the right folder.

2	In the File Types field, type the filename extension of the files to be locked. You can also select one of the registered file types from the list box.

Note: If you type more than one filename extension in the field, separate the extensions using the list separator specified in Control Panel/Regional Settings/Number/List separator. Click here [image]   to check or change the current list separator.

3	In the Key list box, select the key you want to use for locking the files.

4	Click the OK button.

5	Click the Yes button in the confirmation message box. Crypto locks existing files in the folder. You can continue to work while encryption proceeds in the background.

Note: The Key list box lists the Master Key and shared keys by their label. For example, select the Master Key if the folder contains personal files, or select a shared key if the files to be locked are shared files.

The list box contains no shared keys unless you have earlier created shared keys using the Create Shared Key command.

 Related Topics


Confirming locking options

This confirmation box appears after you have seleted a folder containing files you want to lock. It shows the type of the files to be encrypted and the key that will be used.

Click the Yes button to lock the files as specified.

OR

Click the No button to cancel the locking of files and to exit Crypto.

 Related Topics


Specifying the Master Key

Specify Master Key window opens when you try to access a locked file or a Crypto command before specifying your Master Key.

To specify the Master Key

1	Type the Master Key in the Master Key field.

WARNING: Memorize the Master Key, or write it down and store it in a safe place away from your computer. If you lose the key, you will not be able to access the locked files.

2	Type the Master Key again in the Confirm Master Key field.

3	Check the Unlock at Logon check box, if you want your logon password to unlock the Master Lock automatically each time you log on to your computer.

4	Click the OK button.

 Related Topics


Denying access to locked files with Master Lock

This confirmation message box appears by clicking the Crypto icon after you have entered the Master Key at the start of a working session.

Use the Master Lock command to deny access to locked files if you leave your computer unattended or allow someone else to use it.

To deny access to locked files

   Click the Yes button in the confirmation message box.

 Related Topics


Creating a shared key

The Create Shared Key window opens by clicking the Create button in the Locks and Keys window  when a key icon is currently selected.

To create a shared key

1	First, agree upon a shared key among your colleagues who need to access the shared files.

2	In the Key field, type the shared key. Type the key again in the Confirm Key field. Crypto displays asterisks (***) to keep your key secret from others who may be looking at your screen.

3	In the Key Label field, type a label for the shared key.

4	Click the OK button.

Note:  The key needs a label so that you can identify it from other keys when you later use it for locking files. The shared keys that have a label will also be listed in the Locks and Keys window, where you can view, change and remove keys and update locks.

 Related Topics


Opening a file by creating a shared key

Create Shared Key window appears when you attempt to open a file locked with a shared key that you have not yet created.

To open the file by creating a shared key

1	In the Key field, type the shared key you have agreed to use among your colleagues.

2	Type the key label in the Label the key as field.

3	Click the OK button.

Note:  If you enter both the key and the label, you can later use the key for locking other files. If you enter the key but omit the label, you will be able to open files locked with the unlabeled key. You will not be able to use the unlabeled key for locking other files.

 Related Topics


Changing the Master Key

The Change Master Key window opens by clicking the Change button in the Locks and Keys window while the Master Key is selected.

To change the Master Key

1	Type the current Master Key in the Current Master Key field.

2	Type the new Master Key in the in the New Master Key field. Type the new Master key again in the Confirm New Master Key field.

3	Turn on the Unlock at Logon check box if you want your logon password to unlock the Master Lock each time you log on to your computer.

4	Click the OK button.

5	Crypto unlocks files using the old Master Key and locks them using the new Master Key.

Note:  You can change the Master Key, for example, if you suspect that the Master Key may no longer be secret. When you change the Master key, Crypto stores the old key as an unlabeled key on your computer's hard disk. Therefore, you can still open files locked with the old key. Such files may remain for example on a diskette.

 Related Topics


Changing a shared key

The Change Shared Key window opens by clicking the Change button in the Locks and Keys window while a shared key is selected.

In the Change Shared Key window, the Key Label field displays the label of the selected shared key.

To change the shared key

1	Type the new shared key in the in the New Key field.

2	Type the new shared key again in the Confirm New Key field.

3	Click the OK button.

4	Enter your Master Key in the Unlock Master Lock window. Crypto unlocks files using the old shared key and locks them using the new shared key.

Note:  You can change the shared key, for example, if you suspect that the shared key may no longer be secret. When you change the shared key, Crypto stores the old key as an unlabeled key on your computer's hard disk. Therefore, you can still open files locked with the old key. Such files may remain for example on a diskette.

 Related Topics


Changing a key used for locking files
Changing the key used for locking files

The Change Lock window opens by clicking the Change button in the Locks And Keys window while a path is selected in the Locks and Keys window.

The Lock field displays the path you have selected. The Old Key field displays the key currently used to lock files in the selected path.

To change the key used for locking files in a folder

1	Select a key from the New Key list box.

2	Click the OK button to lock files in the path with the new key.

 Related Topics


Updating locks in a folder

This confirmation message box appears by clicking the Update button in Locks and Keys window.

You can use this command to match the encryption status of files in a folder with the lock and key defined for that folder.

To update the encryption status of files in a folder

   Click the OK button in the confirmation message box.

The encryption status of all files in the selected drive or folder will be checked and updated. A confirmation message box appears in the bottom-right corner of your display while Crypto updates the encryption status of the files.

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Unlocking the Master Lock

The Unlock Master Lock window opens when you attempt to use the Crypto commands or open a locked file for the first time during a working session.

To unlock the Master Lock

1	Type the Master Key in the Master Key field.

2	Click the OK button.

Note:  Entering the Master Key unlocks the Master Lock and allows you to use the Crypto menu commands and access locked files. You will not need to supply the Master Key again to open each new locked file during this working session.

The Unlock Master Lock window has a fireworks animation that you should see to verify that the Crypto software is authentic (the animation is not included in evaluation copies of Crypto).

The fireworks animation may be missing from the window if the window is displayed while you are using a DOS program.

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Granting access to locked files with Master Lock

This confirmation message box appears by clicking the Crypto icon on the taskbar if access to locked files is currently denied.

To grant access to locked files

1	Click the Yes button in the confirmation message box. The Unlock Master Lock window appears.

2	Type the Master Key in the Master Key field.

3	Click the OK button.

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Removing a lock

The Remove Lock window appears by clicking the Remove button in the Locks And Keys window while a path is selected.

You can remove the lock from a path when you no longer need to lock the files in the path. The Lock field displays the path currently selected in the Locks And Keys window.

To remove a lock

1	Turn on the Remove lock and decrypt files radio button, if you want to unlock the files in the selected path and remove the lock. This is the recommended choice for locks on your computer's hard disk drives.

Turn on the Remove lock and leave files encrypted radio button, if you want to remove the lock from the folder but leave the files locked.

2	Click the OK button.

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Removing a key

This confirmation message box appears by clicking the Remove button in the Locks And Keys window while a shared key is selected in the Locks and Keys window.

You can remove a shared key when you no longer need the key for locking shared files.

To remove a key

   Click the OK button in the confirmation message box to remove the key label.

Note:  When you remove a shared key, Crypto stores the old key as an unlabeled key on your computer's hard disk. Therefore, you can still open files locked with the old key. Such files may remain for example on a diskette. Before you remove a shared key, remove locks created using the key from all paths.

Note:  If you want to remove the Master key and stop using Crypto, you have to remove all the locks and shared keys first.

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Sending and receiving locked files by e-mail

Crypto allows TeamWARE Office programs to transfer locked files. Using these applications, such as TeamWARE Mail, Forum and Library, you can send and store files in encrypted form. This way you can be sure that your confidential data is safe from intruders while it is transferred in the network.

To send a locked file,

1	Create the shared key you have agreed to use among your colleagues with whom you are going to exchange locked files.

2	In Explorer, create a folder for the files to be transferred. Create a lock for the folder using the shared key.

3	Save or copy the files to be transferred to the folder locked with the shared key.

4	When you send a mail message, attach the locked file to the message in TeamWARE Mail Send window.

5	Right-click the Crypto icon on the taskbar and choose the Secure file transfer mode command from the shortcut menu that opens. A checkmark beside the command and a message window with a Crypto icon tell you that your locked files will be sent in encrypted form.

Note that only the attached files are locked,  not the message text. Therefore, do not write any confidential information in the message text.

When you receive locked files,

1	Create the shared key you have agreed to use among your colleagues with whom you are going to exchange locked files.

2	In the TeamWARE Mail Received Mail window, fetch the attached files to the folder you have locked with the shared key. If you fetch the files to a folder that does not have a lock or which is locked with another key than the appropriate shared key, the files remain locked with the shared key defined by the sender.

3	Open the file. Crypto prompts you to enter the Master Key, unless you have already done so. If you have not earlier created the shared key the sender has used to lock the file, Crypto prompts you to enter the shared key now.

4	You can now read the file. If you save the file, it will be locked with the key you have defined for the folder; otherwise the file remains locked with the shared key defined by the sender.

You can store locked files in TeamWARE Library and TeamWARE Forum in a similar way as transferring files with TeamWARE Mail.

If you use another mail program than TeamWARE Mail, follow the same steps. Some mail programs may be incompatible with Crypto and cannot be used to transfer locked files.

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Checking if a file is locked
Checking if a file or a folder is locked

If you are not certain of the locking status of folders and files, you can easily check whether they are locked or not.

To check if a folder contains locked files or a file is locked,

1	Start Explorer by clicking here [image]  or by clicking the Explorer icon on the desktop.

2	Select the folder or the disk containing the file you want to check.

3	Select the folder or the file.

4	Choose the File menu Properties command.

5	In Properties window, click the Crypto tab. If the file is not locked, there is no Crypto tab in the Properties window.

The label of the key used to lock the file is shown on the Crypto page.

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Locking temporary and backup files

Many programs create temporary files for storing data. In addition, some programs give you the choice of creating a backup copy when you work with or save a file. Intruders can attempt to read your data by inspecting these files. To provide the best security, you are recommended to lock temporary files and backup files along with your document files in a folder. You can recognize temporary files by the .TMP extension and backup files, for example, by the .BAK extension.

In addition to improving security, locking temporary files may also affect the performance of some programs. This is due to the way some programs update a document file when the file is saved. They first save the data to a temporary file, then destroy the original document file, and finally rename the temporary file as the actual document file. The renaming operation is considerably faster if you have also specified that the temporary files be locked along with document files in the folder.

For example, if you encrypt all *.DOC files in the D:\PROJECT folder with the Master Key, encrypt also all *.TMP and *.BAK files in the same folder with the same key. Note that some applications use extensions other than .TMP for temporary files.

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Backing up locked files

When you back up locked files, you should carefully consider whether to have the back-up data in encrypted form.

If you want to encrypt the back-up data on a diskette, create a lock for the diskette (e.g. A:) drive.

If your computer's back-up media, for example a tape cartridge, doesn't use the file system, the data will not be encrypted. When you back up confidential files, store the back-up tapes or other media in a safe place.

If the back-up is made locally in a server that doesn't have Crypto (for example a NetWare or Windows NT server), the back-up will contain data in the same format as the source files in the server. If you have created a lock for the network drive that is connected to the server, the back-ups in the server will contain your files in encrypted format.


Deleted files and the Recycle Bin in Windows 95

When you delete files in Windows 95, a copy of them is saved in the Recycle Bin for a period of time. If you unlock files and delete them, unlocked copies will remain in the Recycle Bin. To prevent this, you can remove the files in the Recycle Bin manually. You can also change the Recycle Bin properties to ensure that all deleted files are immediately removed.

To permanently remove files when you delete them

1	Right-click the the Recycle Bin icon, and choose Properties.

2	If you want to use different settings for different drives, turn on the Configure Drives Independently radio button, and then click the tab of the drive whose settings you want to change.

If you want to use the same settings for all drives, turn on the Use One Setting For All Drives radio button.

3	Make sure the Do Not Move Files To The Recycle Bin box is turned on. Note, however, that if this box is checked, you will be unable to recover any files you delete.

Hint: If you press SHIFT while dragging a file to the Recycle Bin or selecting the Remove menu option, the file will be deleted from your computer without being stored in the Recycle Bin.


Using Crypto with DOS programs in Windows 95

You cannot use Crypto without Windows. If you exit Windows and use DOS, you cannot lock or unlock files. To use Crypto's transparent encryption and decryption with DOS programs, start the programs from Windows. Also, you must enter your Master Key before you start a DOS program that should read or write locked files. To enter your Master Key, open a locked file in Windows or use the Crypto menu commands.

If a DOS program attempts to access a file whose key is unknown, access will be denied. You must access the file in Windows to be able to enter the key.

You cannot execute locked DOS program files.

Note: In Windows NT 4.0, DOS programs and files accessed by them do not require any special measures.


Using screen saver to protect confidential files

In Windows 95, Crypto will protect your confidential files even if you forget to use the Master Lock when leaving your computer unattended. Crypto will automatically deny access to locked files when the Windows screen saver activates. When the screen saver is deactivated, Crypto will prompt the user to enter his or her Master Key, if locked files are currently open. Crypto will reject invalid keys and thus protect your confidential data.

If the option Unlock at Logon check box in the Change Master Key window has been turned on, you should specify a screen saver password or always log off before you leave your computer. To learn how to select a Windows screen saver and to set a screen saver password, see your Windows Help.

Note: Screen saver activation does not evoke locking in Windows NT 4.0. Always use a screen saver password to protect your unlocked confidential files in NT.

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Unlocking the Master Lock with logon password

Crypto denies access to locked files until you enter the Master Key, or until you log on. If you wish, the Master Lock will be automatically opened when you log on.

When you create the Master Key after starting Crypto for the first time, the Specify Master Key window opens. If you turn on the Unlock at Logon check box, The Master Lock is automatically unlocked by your logon password every time you log on to your computer.

Note: if Unlock at Logon has been turned on, you should specify a screen saver password or always log off before you leave your computer.

Windows 95 users

In Windows 95 your Master Key will be stored in the password-list file on your workstation.

The password-list file contains passwords and encryption keys. It is protected by your Windows 95 logon password. Once you log on, the information in the password-list file is available to the system.

To remove your Master Key from the password-list file,

In the Locks And Keys window, select the Master Key and click the Change button, enter your Master Key in the Current Master Key field, and turn off the Unlock at Logon check box in the Change Master Key window.

Windows NT 4.0 users

In Windows NT 4.0 password-list files are not used. Instead, TeamWARE Login synchronizes the Master Key with your NT logon password. If you later change your logon password, the Master Key will change, too. When you install Crypto, make sure that you have logged on using the correct user name, and that you have a logon password.

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Specifying file types and extensions for locking

It is possible to create a lock separately for each disk drive and folder, and specify the types of files to be locked. If you wish, you can encrypt only your word processing documents or spreadsheets, for example. In practice, it is often easiest to organize files in folders so that you can lock all files in a selected folder.

You can also select one of the registered file types from the File Types list box in the Create Lock window. The corresponding filename extensions appear in the File Types field. You can also type the filename extension into the field yourself. For example, to lock text files, word processing documents, and temporary files, you could type *.txt, *.doc, *.tmp in the File Types field.

You can also use wildcard characters (* and ?) to specify the file type, for example, *.XL? matches with file names such as BILL.XLT, BUDGET.XLS and FORECAST.XLC, covering different types of Microsoft Excel spreadsheets. The file type can also be all files (*.*) and it can even refer to a single file name. However, you should avoid locking individual files, since you may then find it difficult to manage the encryption status of files as you create, delete and move the files.

Note: If you type more than one filename extension in the File Types field, separate the extensions using the list separator specified in Control Panel/Regional Settings/Number/List separator. Click here [image]   to check or change the current list separator.

To create or modify a file type

1	Double-click the My Computer icon.

2	On the View menu, choose Options, and then click the File Types tab.

3	To create a new file type, click the New Type button.

4	To modify the settings for an existing file type, select the type, and then click the Edit button.

5	Specify a description for the file type and the filename extension associated with this type of file. You can, for example, shorten or abbreviate the descriptions of file types or specify new extensions.

Note: If you use a software suite featuring the so-called "binder" functionality, you can lock the files in the binder.

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Removing Crypto

If you decide you do not need Crypto in your computer, you can remove it.

First remove all Crypto locks and keys from your computer.

To remove Crypto from your computer

1	Click the Start button and then choose Settings and Control Panel.

2	Double-click the Add/Remove Programs icon.

3	Select TeamWARE Crypto from the list and click the Add/Remove... button.

4	Click the Yes button in the confirmation box to confirm that you want to remove Crypto.

5	Insert the original Crypto disk in the floppy disk drive when asked, and click the OK button. If Crypto has been pre-installed and you do not have this disk, click the Cancel button to continue with uninstallation.

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