Knowing how to password-protect a PDF is important since a single unprotected file can lead to data breaches, unauthorized sharing, or misuse of sensitive information.
With offline or online password protection, you can secure your PDFs from copyright infringement. Moreover, this is the perfect way to keep sensitive data in your emails, invoices, and other important documents safe.
In this article, we show you how to password-protect a PDF using an online PDF editor, Microsoft Word, and Preview on Mac, why you should use this feature, and how to disable it if needed. Lastly, we share tips on generating secure passwords, so keep reading to learn more about the topic!
Key Takeaways
- Password protection prevents unauthorized access, safeguards sensitive data, limits copying/editing/printing, and ensures compliance with standards like HIPAA.
- Password-protecting PDFs takes just three steps: upload your file to pdf.net, set a strong password, and download the secured version.
- Microsoft Word can also encrypt PDFs: open the document, use the Encrypt with Password option under File → Info, and save it again as a PDF.
- If you use a Mac, you can also easily password-protect your PDF with the Preview app by checking the necessary boxes in the “Permissions” menu.
- Strong passwords are essential. Use 12+ characters, mix symbols and numbers, avoid personal info, and rotate or update them regularly.
How to Password-Protect a PDF File Online
You can password-protect a PDF file online using pdf.net. You only need to upload the file to our website, pick a strong password, and download the protected file.
Let’s learn more about the process:
#1. Open the Password-Protection PDF Tool and Upload Your File
Firstly, go to pdf.net, hover over More tools in the header and select Protect PDF. Then, you can upload your document by dragging it to the box labeled "Drop files here to password-protect." You can also upload it manually by clicking the Choose file button and selecting it from your storage.
#2. Choose and Enter Your Password
Once you upload the document, it will automatically open. Think about the password combination you want to use and confirm it by typing it in the password field.
Then, press Set password and wait for the automated process to complete; it takes only a few moments.
#3. Download Your Document
The last step is to download the protected PDF file by hitting the Download button in the top right corner. This will start automatically and last only a couple of seconds; after that, you will find your document in the default download folder.
How to Password-Protect a PDF File in Microsoft Word
To password-protect a PDF file in Microsoft Word, open the file using this program, select the option to encrypt PDFs, and save the document.
Let’s examine the steps thoroughly:
#1. Use Microsoft Word to Open the File
To open the PDF this way, right-click it, select Open With, and choose Microsoft Word; if you can’t open the file, you may need to convert it from PDF to Word first. Once you manage to open it, click the File button in the top left corner.
#2. Find and Use the Encryption Option
The File menu will open with the Info panel selected by default. Click the Protect Document button and choose Encrypt with Password. Enter the password in the designated field, and then click OK. The area around the Protect Document button will turn yellow, indicating that your file has been password-protected.
#3. Save Your File as a PDF
Finally, click on the Save As button on the left. Choose the location to store your file and name it. Click the Save as type dropping menu to find and select PDF as the exporting file type. Finally, hit the Save button at the bottom of the window to finalize this process.
How to Password-Protect a PDF File on Mac With Preview
To password-protect a PDF file on Mac, export your document in Preview, enable encryption, set a password, and save your work.
Let’s examine this process in more detail:
#1. Open the PDF in Preview and Click Export
First, open your PDF file in the Preview app, select the File menu, and click on Export. A new menu will pop up, allowing you to change the name, adjust the format, and, most importantly, enable and disable permissions.
#2. Enable Encryption and Set a Password
In this new menu, click on Permissions and check the Require Password to Open Document box. Under this box, you can type in and verify your password.
Once you’ve done that, you can also select an owner password to restrict certain actions and check or uncheck the boxes to adjust your permissions.
#3. Save the Password-Protected PDF
After you finalize everything, click on Apply to set the password and Save to complete the process. Now, the password-protected file will replace your old PDF.
Why You Should Password-Protect Your PDF Files
You should password-protect your PDF files to ensure that only authorized individuals can use them and access the sensitive information within them. Besides that, password security increases the overall protection of your documents and helps you avoid potential mishandling.
Let’s learn more about when and why you should protect documents with passwords:
#1. Prevent Unauthorized Access
If you want to make sure only chosen individuals can access your PDF, you should protect it with a password. This is one of the simplest forms of protection, as it does not involve restrictions within the file but denies access to unauthorized users. By doing so, you can only share the password with users who you think should be able to open your PDF.
#2. Protect Sensitive Information
Sharing files via email and other channels, like social media and websites, exposes them to a risk of the information getting stolen. Therefore, the best way to secure PDFs if they contain sensitive data (e.g., bank statements, business information, etc.) is to use passwords.
#3. Limit the Use of Content
Some files you decide to share with others may contain important parts, such as intellectual property, that other individuals shouldn’t use. Besides securing such files with a watermark or electronic signature, you can place restrictions on them.
Specifically, you can lock PDFs and prevent users from copying the content within them. Further protection implies disabling the editing feature to avoid changing or modifying text, moving objects, or adding form fields. Similarly, you can restrict the printing of a PDF that contains patents or other sensitive information or data subject to copyright laws.
#4. Ensure Compliance
Learning how to encrypt a document will help you comply with data protection standards. For example, industries such as the healthcare and finance sectors require data protection and follow standards such as HIPAA for sharing documents. By password-protecting your files, you can share PDFs within such industries and rest assured that they will be well-protected.
4 Useful Tips and Practices for Strong PDF Passwords
Creating a secure PDF file is not only about setting the password but also about its strength. Let’s see the best tips and practices that can help you strengthen your PDF passwords:
#1. Use at Least 12 Characters
We suggest using passwords that contain 12 or more characters; the more characters, the stronger your password will be.
Additionally, you should pay attention to the type of characters you use. Your password should be a combination of uppercase and downcase letters, numbers, punctuation marks, and different symbols (e.g., #, &, -, etc.).
#2. Don’t Use Personal Information
Using personal information for passwords may make them easy to guess or crack. This is why it’s important to stay away from using your pet names, date of birth, or similar personal information as passwords.
You should also avoid using ones that are similar to the document name as well as repeating patterns such as ‘qwerty’ or ‘123456’.
#3. Use Password Generators and Storing Software
If you wish to create a long and complex password easily, you can use password generator tools. These come up with secure passwords instantly and make your documents more secure from the get-go.
However, software-generated passwords can be difficult to remember. You can resolve this by using the web browser option to store, save, and autofill your PDF file passwords when you open and use such files online.
#4. Don’t Reuse Passwords, and Keep Them Up to Date
Using the same password for different purposes may cause you to lose multiple documents or accounts at once. Instead, we advise you to come up with a password for each PDF file you want to protect. Remembering them may not always be easy, but as we said, you can use high-quality software to store them.
In addition, we recommend updating your passwords regularly. If you have used a password for a couple of months, maybe it is time to replace it with a new one.
How to Remove a Password or Change a Password-Protected PDF
There are several methods to remove a password or change a password-protected PDF, some of them available online, while others can be done offline. Let’s examine each in more detail:
Remove Password Online
Removing passwords online is easy, quick, and requires no software installation. However, it’s important to only use trusted online tools with a proven track record of keeping data secure, such as pdf.net.
That said, let’s examine 2 methods to remove passwords online.
pdf.net
If you opt to use pdf.net to remove a password from a PDF, find Unlock PDF under More tools in the header. Then, enter the correct password to unlock the document.
After you have removed or changed the password, save your PDF by selecting Download in the top-right corner of the page.
Google Chrome
Web browsers like Google Chrome allow you to open most password-protected documents, as long as you know the password. Here’s how to do that:
- Right-click on the file, select Open with, and then Google Chrome.
- Enter the password when prompted to do so.
- Click on the print icon in the top-right corner.
- Select the Save as PDF option in Destination.
- Choose a location and save your document. The new version will be unrestricted.
Remove Password Offline
Some offline programs also provide the option to remove PDF passwords, but you need to know the document-specific password. For instance, that’s the case with Adobe Acrobat, which is commonly used for precisely this kind of work.
However, while this method is considered safer, it’s also more expensive, so ask yourself whether Adobe Acrobat is worth it for your specific task. If it is, you’ll find the option to remove the password under Tools, then Protect and Encrypt.
Edit, Convert, and Protect Your Document With pdf.net
Aside from our password-protection tool that can provide maximum protection for your PDFs, you can also use the PDF editor to modify your documents. These are some of the available features:
- Change, add, or remove text, add hyperlinks and comments, and highlight your PDFs.
- Rearrange the pages and add page numbers automatically.
- Merge and split PDF files in seconds.
- Insert your electronic signature.
- Convert PDF to Excel, Word, JPG, and PNG, and vice versa.
- Unlock PDFs with a few simple clicks
- Compress your document without sacrificing quality..
All these options are available in our easy-to-use editor, and once you’re done customizing, you can download your document immediately.
Final Thoughts
Protecting a PDF with a password is crucial when you want to keep sensitive information away from prying eyes and ensure only those with your permission have access. We’ve introduced you to a few PDF protection methods in this article; all you need to do now is select the one that suits you best and apply it when necessary.
How to Password-Protect a PDF FAQs
#1. How do I password-protect a PDF without Acrobat?
To password-protect a PDF without Acrobat, you can use our Protect PDF tool. Open the tool, upload your file, set your password, and download the protected PDF.
#2. What happens if I forget my PDF password?
If you forget your PDF password, our Unlock PDF tool will not be able to open it without the correct password. You will need to remember the password or contact the file’s owner to request it before you can remove the protection.
#3. Can you lock a PDF so it cannot be edited?
Yes, you can lock a PDF so it cannot be edited using the pdf.net tool; it allows you to restrict your file and disable any changes, unless the correct password is entered.
#4. How to send a PDF with password protection?
To send a PDF with password protection, you can use a standard email application, website, social media, or other channels. However, remember to notify the receiver about the password so that they can open and use the document.
#5. What is the difference between an open password and a permissions password?
The difference between an open password and a permissions password is that the former protects the document's content, while the latter restricts only certain actions within it. That means, essentially, that a permissions password allows you to view the document, but not edit, change, or print it. On the other hand, an open password blocks you from accessing the content completely.
#6. Is it safe to password-protect a PDF online?
Yes, it is safe to password-protect a PDF online, especially if you use our PDF editor. Both the password and your document remain private, meaning that no one can access them but you. Also, we only keep your files for as long as you work on them; once you’re done, your work is deleted from our website.
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