February 6

Encryption for Small Business Computers and Devices: Simplified


Estimated reading time: 4 minutes

Understanding Encryption: A Simple Guide for Small Businesses

In the world of small business, safeguarding your data is as crucial as locking your physical doors. Imagine encryption as a digital lock that keeps your valuable information secure, whether it’s stored on a device (data at rest) or being sent across the internet (data in motion).

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Data at Rest vs. Data in Motion

  1. Data at Rest: This is all about the information stored on your computers and devices. Think of it like documents kept in a safe. Encryption transforms this information into a secret code, which means even if someone gets access to your computer, they can’t understand the data without the key (usually a password).
  2. Data in Motion: When you send an email or upload files to the cloud, that’s data in motion. Encryption here works like a secure mail service, ensuring your information remains private and unreadable as it travels across the internet.

Built-in Encryption Technologies

Many operating systems, including those from Microsoft and Apple, come with built-in encryption tools. For example, Microsoft’s BitLocker and Apple’s FileVault. These tools are like built-in locks that you can activate to protect the data on your devices.

Microsoft 365 and Cloud Services

Microsoft 365, a popular suite for small businesses, includes several encryption features. When you use its cloud services, like OneDrive or SharePoint, your data in motion is encrypted automatically. This means your documents are safe when you’re sending them or saving them in the cloud.

Other cloud services also offer encryption. It’s like having a security guard for your data, ensuring that only those with the right key (password or access rights) can view it.

A photo of a modern, small business workspace with computers and mobile devices, subtly featuring encryption symbols like a padlock overlaying the screens, to visually represent the concept of encrypted business environments.

Why Encryption Matters for Your Small Business

  • Protects Sensitive Information: Keeps customer data, financial records, and business plans safe from prying eyes.
  • Regulatory Compliance: In many industries, encrypting data is not just good practice; it’s a legal requirement.
  • Builds Customer Trust: Customers are more likely to do business with you if they know their information is secure.

Simple Steps to Implement Encryption

  1. Activate Built-in Encryption: Check your operating system’s security settings to turn on encryption.
  2. Use Encrypted Cloud Services: Choose cloud services that offer encryption for data in motion and at rest.
  3. Educate Your Team: Make sure your employees understand the importance of encryption and how to use it.


Encryption doesn’t have to be complicated. By understanding and utilizing the simple tools available in your operating systems and cloud services, you can significantly enhance the security of your small business’s digital data. Start with the basics and remember, in the digital world, encryption is your first line of defense.


What is encryption, and why is it important for small businesses?

Encryption is the process of transforming readable data into a scrambled format, making it unreadable to unauthorized users. It’s vital for small businesses to protect sensitive information like customer data and financial records from theft or unauthorized access.

What are data at rest and data in motion?

Data at rest refers to information stored on devices, while data in motion means data being transmitted over the internet. Encryption secures both types, ensuring data is safe whether stored or shared.

How does encryption work in Microsoft 365 and other cloud services?

Cloud services like Microsoft 365 automatically encrypt data in motion. This means files are protected when sent or saved on cloud platforms using specialized encryption methods.

Are there different types of encryption?

Yes, there are mainly two types: symmetric encryption, where a single key encrypts and decrypts data, and asymmetric encryption, which uses a public and a private key. The choice depends on your specific needs.

What should small businesses consider when implementing encryption?

Small businesses should consider the type of data they’re encrypting, compliance with legal standards, and the balance between security and usability. Using strong passwords and regularly updating them is also crucial​

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