How to recognise encrypted files and folders
SmartEncrypt encrypts files automatically wherever there is an Encryption Rule in place. This means that any file added to, edited or created in a location governed by an Encryption Rule will be encrypted on-the-fly.
Recognising encrypted files
Files and folders encrypted with SmartEncrypt are easily identifiable by the signature blue SmartEncrypt icon overlay on the file or folder thumbnail.
Good to know...
- Even if the SmartEncrypt software is not logged in, you will still see the SmartEncrypt icon on encrypted files
- Users without SmartEncrypt installed will not see the SmartEncrypt icon
If for some reason, the SmartEncrypt icons are not visible, you can also determine if a file is encrypted by right-clicking and selecting SmartEncrypt >> Show Encryption State from the context menu.
This will launch the File Encryption State window which shows additional information about the selected file, including the Encryption Key used to encrypt the file.
File encryption state for an encrypted file, Subscription Plans.docx
Note: The 'Show Encryption State' option will not be available in the context menu if the file is not encrypted
Identifying encrypted files in OneDrive
Unlike other locations, the SmartEncrypt icon does not appear as an overlay on file thumbnails. Instead, a “SmartEncrypt” status column has been added to the Explorer "Details view" to displays the SmartEncrypt icon and encryption status. In the image below, the "Sensitive Files" folder, "signature.jpg" and "Sales Contrac.docx" files are encrypted.
If you do not usually use the "Details view", you can quickly and easily switch to this mode and back by either:
- clicking on the thumbnail/details toggle icon located in the bottom right-hand corner of the Explorer window; or
- holding the keys simultaneously
Good to know...
- The "Encrypted" state is only visible for files or folders that are locally available (that is, they have the green tick icon or a solid green circle with white checkmark icons)
- When files or folders are Online-only (with the blue cloud icon status), there is no SmartEncrypt context menu option to encrypt files. You must first make those files/folders available locally to encrypt or decrypt them manually
How to manually encrypt and decrypt files and folders
Encrypting files and folders While certain locations will have been defined by your organisation's IT administrators to govern automatic file encryption, it is also possible to encrypt files on an ad-hoc basis on your device if your user permissions ...
Working with encrypted files in SharePoint and Teams
Because SharePoint is is a web-based document management system, SmartEncrypt can't communicate directly with files stored SharePoint. SharePoint uses a different form of communication for file operations to that of file operations on a local ...
Office365 Search fails to return encrypted files in search results
Files encrypted by SmartEncrypt are encoded (scrambled) and as such, Office365 Search is unable to read the files to allow users to search for a file by its contents. In order to optimise search for encrypted files, we recommend that you configure ...
I get an error message when trying to view encrypted PDF files in a web browser
Even if you have the correct encryption key, it is not possible to use web browsers such as Google Chrome and Microsoft Edge to view encrypted files. This is because the built-in PDF viewer in web browsers are not able to view protected PDF files. ...
Working with encrypted files in Microsoft Office Web Apps
Microsoft Office 365 web apps (Word, Excel, PowerPoint, Teams, etc.) are not supported by SmartEncrypt. When you open an encrypted office file with an Office web app, you will receive a warning that the app is unable to open the document. To overcome ...