How to Encrypt/Password Protect PDF Document

Summary: PDF (Portable Document Format) is extremely popular among users because you can scan paper documents into a convenient digital format or convert almost any other file type into a smaller file size. Ultimately, it’s important to learn how to password-protect PDFs. Through this blog, we have provided complete details on how to encrypt/password-protect a PDF Document using multiple manual methods. Also, we will explain the direct method to the use PDF Encryption tool. Let’s move forward and discuss the significant reason behind it. Download Now   Purchase Now

Why There is a Need to Add a Password to a PDF?

Due to the versatility nature of the PDF files, it makes them a logical option. Multiple reasons exist, so you should Password-protect Adobe PDF files. Such as:-

1. One primary reason to protect PDF files is to limit who has access to the files.
2. It also prevents the data files from being altered. PDF password protection is the best method to ensure the integrity of the actual document stays intact.
3. Password-protected PDF documents can reduce the threat of a data breach.

These are some of the primary reasons we need to lock PDF files. However, there are many more reasons available. Let’s discuss the multiple methods available to encrypt PDF files manually.

Method 1: How to Encrypt PDF Files Using Adobe’s Free Online Tool

Adobe’s free online tool is the safest and most convenient option to add a password to a PDF. This tool doesn’t require any software installation or account registration. Passwords are added to PDF using such free tools in just a few steps. Such as:-

1. Open Adobe’s Free Online tool available on your system.
2. Choose the blue button to select the PDF file you want to protect or drag the file into the space provided.
3. Further, create a password and retype it to confirm.
4. Choose Set Password to interlink the password to the PDF file.
5. At the end, download the password-protected document.

Method 2: Password Protect PDF Using Microsoft Office

MS Office applications such as Word, Excel, and PowerPoint have built-in features to save any Microsoft file type as a PDF. You can also apply password protection to the PDF file you created without leaving the Microsoft application.

Below are the steps used for MS Word, Although the steps are identical for all the Microsoft applications. Let’s discuss the steps, which are as follows:-

1. Navigate the file you want to protect and select Export from the File Menu.
2. Choose the Create PDF/XPS Document option.
3. When prompted to choose a file name, Select the Options.
4. Further, Check mark the box to encrypt the document with a password.
5. Choose OK. You will be asked to create a password and re-enter it to confirm.
6. To complete the document export and password protection processes simultaneously, choose Publish.

Method 3: How to Lock PDF Files on a Mac Using Preview

Using the preview app on Mac, we can easily Password-protect files for Mac users. The steps are as follows:-

1. On your Mac, go to the Preview app and choose Open PDF.
2. Select the file you want to protect, and hit the Export option.
3. Retain an unprotected copy of the data file by saving the file with a new name.
4. When Prompted to choose the file, Select Options.
5. In the permissions menu, you can create your password and select actions, such as printing or viewing the document, which can be completed without a password.
6. You must create a password for yourself in the Owner Password section of the permissions menu. It should differ from the password others will use to access the document.
7. Choose to Apply, then save to complete the process.

These are the multiple methods available to password-protect Adobe PDF, but they have certain drawbacks. Let’s discuss these drawbacks in detailed form further.

Limitations of PDF Password Protect By Manual Method

There are multiple limitations of the password-protected PDF document. Password protection is a simple solution, but it possesses certain limitations. One of the major drawbacks is that you may have applied a password to view your document, but you won’t be able to find out who has seen it, for how long, and how many times they have accessed it. The primary reason is that a password is not tied to the identity of the person viewing the file.

Another drawback is that even though the file is password protected, the content can still be copied and pasted into another file after it is opened.

However, to overcome such problems, we suggest using the direct approach to prevent your PDF data files. Let’s elaborate on this straightforward procedure in more detail further.

Method 4: Direct Approach to Password Protect PDF

PDF Encryption tool is the finest utility to secure PDF files by locking them using new passwords. Using this software, you can save your data files from unauthorized access by making them inaccessible to other users. It applies both the user and owner passwords to the PDF files based on the four different levels of encryptions.

Step-by-Step Instructions for this Software

1. Download and Run the PDF Encryption tool on your system.
2. Select the Add Files/ Add Folder button for PDF files. Choose the PDF files. Then, press the Open button.
3. Hit on the Log & Destination Path button to provide the location to save the result documents on the system. Further, tap on the Next button.
4. Now, Choose the encryption levels from the drop-down menu.
5. Then, Tick mark the Add Password option and enter the Password of your choice.
6. Here, choose for anyone option either Add Password for Unprotected Files & Change Password for protected files or Add Password for Unprotected Files only.
7. Check mark on the Save Attachments in Separate Folder feature to store the attached files separately in different folders.
8. Further, Click on the Edit PDF Metadata to change the PDF file details.
9. After that, hit on the Lock button to initiate to protect or lock the PDF files.

At last, you can save the procedure report using the Download Report button.

Conclusion

Ultimately, protecting your PDF files from unauthorized access is essential. Above mentioned free manual methods provide a convenient way to password-protect PDF files, but these methods are only partially secure. Therefore, we suggest using more efficient professional software that provides advanced encryption standards. It will keep your data files safe and secure from unauthorized access.

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