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 PDF.net’s tool and Microsoft Word, when you need this feature most, and how to disable it if needed. Lastly, we share tips on generating secure passwords, so keep reading to learn more about the topic!
How to Password-Protect a PDF File Using PDF.net
To password-protect a PDF file using PDF.net, you 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.
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 them 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
To remove a password or change a password-protected PDF with PDF.net, first find Unlock PDF under More tools in the header. However, to unlock it, you need to enter the correct password.
After you have removed or changed the password, save your PDF by selecting Download in the top right corner of the page.
Some offline programs also provide the option to remove PDF passwords, but as with the PDF.net, you need to know the document-specific password. Depending on the type of software you use, you can enter the PDF security settings, type in your password, and apply the removal option. The decryption process implies the same steps.
Lastly, web browsers like Google Chrome allow you to open most password-protected documents. You may not be able to make large edits, but you can remove pages and save PDFs for further reference.
Using PDF.net for Maximum PDF Document Protection
As previously mentioned, to get maximum PDF protection, you need to use high-encryption software with which you can streamline the password protection process easily.
You should look no further, as our password-protection tool can provide maximum protection for your PDFs. We use the latest technology to protect your files with 128-bit key or 256-bit AES encryption. Plus, you can streamline both encryption and standard password protection processes with just a few clicks.
On top of that, the passwords you use to protect your documents on our website remain private, as we neither keep them nor your files after you finalize this process. If you change your mind or need to make your documents password-free again, you can do so hassle-free with our Unlock PDF tool.
Finally, you can also use the PDF editor to modify your documents before protecting them with a password. It’s possible to change, add, or remove text, add hyperlinks and comments, and highlight your PDFs. Plus, you can rearrange the pages and add page numbers automatically.
How to Password-Protect a PDF FAQ
#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.