Graphic Accounts uses two proprietary file formats, one for the accounts data - file extension 'acc'- and one for budget data - file extension 'bgt'. Normally the content of these files can be viewed using any simple text reading program - such as Notepad™- but if you prefer to make the data more secure you can use the built-in encryption facility. When a password has been set for a file, not only is the file only accessible to the password holders, but the file contents stored on the disk are unintelligible if examined with a file viewer.

The encryption method applied uses the powerful Rijndael algorithm, specified by the AES (Advanced Encryption Standard), and published by the U.S. National Institute of Standards and Technology (NIST).

Setting a password

1. Click the Set password command on the File menu.
2. Select Accounts or Budget, according to which file you wish to encrypt.
3. Type in a password in the upper text box (at least 6 characters in length), and confirm the password in the lower text box.
4. Notice that the filename at the top of the window is prefixed with a '+'. This provides a visual indication that you are currently working with a secure file.

To change or remove a password

1. Click the Set password command on the File menu.
2. Select Accounts or Budget depending which file's password you want to change.
3. In the dialog box which opens you must type in the current password, and then,
   
   
   1. to change the password, type in a new one, or
   2. to remove the password, and allow the file to be less secure, leave the lower two text boxes blank.

Warning:    While the encryption system will succeed in preventing others from examining your data, the possibility exists that you may mislay the password. and be 'locked out' of your own files. Unfortunately, if this happens, the support team at Graphic Accounts can do nothing to help retrieve your data. Only use encryption if you are confident that this will not occur, or have some rigorous backup system in place.