Outlook Password Protection

Thursday, February 28, 2008

Password

A Password is a form of secret authentication data that is used to control access to a resource. The password is kept secret from those not allowed access, and those wishing to gain access are tested on whether or not they know the password and are granted or denied access accordingly.

The use of passwords goes back to ancient times. Sentries guarding a location would challenge for a password. They would only allow a person in if they knew the password. In modern times, passwords are used to control access to protected computer operating systems, mobile phones, cable TV decoders, automated teller machines (ATMs), etc. A typical computer user may require passwords for many purposes: logging in to computer accounts, retrieving e-mail from servers, accessing files, databases, networks, web sites, and even reading the morning newspaper online.

Despite the name, there is no need for passwords to be actual words; indeed passwords which are not actual words are harder to guess (a desirable property), but are generally harder for users to remember (an undesirable property). Note that password is often used to describe what would be more accurately called a passphrase. Passcode is sometimes taken to imply that the information used is purely numeric, such as the personal identification number (PIN) commonly used for ATM access. Passwords are generally short enough to be memorized.

Currently there is no way to password protect Outlook on startup or to lock Outlook if you need to quickly walk away from your computer other than by using your Microsoft Windows® logon password or by using third-party software written specifically to password protect Outlook. However, you can set a password on your Personal Folders file (.pst)(Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.).. If you use an Internet e-mail account in Outlook, such as a POP3
(POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) or HTTP (HTTP (Hypertext Transfer Protocol): Protocol that is used when you access Web pages from the Internet. Outlook uses HTTP as an e-mail protocol.) account, your e-mail messages are delivered to a .pst data file on your computer's local hard disk. You can use a password on your .pst file to help prevent accidental intrusion by other people whom you share your computer with.

1. On the Go menu, click Folder List.
2. Do one of the following:
• If you have a POP3 e-mail account, right-click the Personal Folders folder, and then click Properties For "Personal Folders" on the shortcut menu.
• If you have an HTTP e-mail account (not supported in Outlook 2000), such as MSN® Hotmail®, right-click the Hotmail folder, and then click Properties For "Hotmail" on the shortcut menu.
3. On the General tab, click Advanced.
4. Click Change Password.
5. In the Change Password dialog box, type your new password and verify it by typing it a second time. The password can be up to 15 characters.

Note Use strong passwords that combine upper- and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down.

6. Make sure that the Save this password in your password list check box is cleared. This prevents the password from being cached, and you need to type the password each time you run Outlook. Don't forget the password.
7. Click OK three times.

When you click the e-mail account folder, you will be prompted for your password. After you gain access, you won't have to enter the password again for that session. If you exit and then restart Outlook, you will be prompted for the password when you click the e-mail account folder.

Important: The .pst password feature is not intended to provide security against hackers. It is just a way to prevent inadvertent intrusion by other people whom you trust and share your computer with, such as at home with your family. A more secure way of protecting your data on a computer that you share with other people is to create a password-protected Windows user account for each individual using the computer.