Users can embed password protection on their PPS files to secure it against any unauthorized access. This can be done by configuring the security options provided by MS PowerPoint.
One can setup even 2 passwords for a single PPS file, particularly one for editing access limitations and the other for viewing access restrictions. This can also be done by customizing PowerPoint’s security options. Unauthorized individuals trying to access password-protected PPS files will be required to key in the correct password upon opening the files. The following are also a few options use by Microsoft PowerPoint users to secure their PPS files:
- A user may choose the “Password to open” option in case it is to prohibit other users from accessing a certain PPS file. A password will only be prompted by Microsoft PowerPoint when the user opens the PPS file in Windows.
- A user may choose the “Password to modify” option to prohibit other users from making any changes to a certain PPS file.
- A user may choose the “Advanced” security option to select an encryption type.
- To add more security, a user must create a unique password made out of a string of characters.
The first 2 security options facilitate certain collaboration circumstances to work appropriately in collaboration environments not involving a user with malicious intent. Even if embedding passwords on PPS files can be effective in securing a file, it still does not guarantee strong encryption. An individual can use Information Rights Management (IRM) to establish permissions that can secure the PPS file.