If you exchange private documents or sensitive information online using the PDF file format, you may want to consider password-protecting the data. The PDF documents you send can contain links, fields, buttons, and even audio and video. You can also add places for the receiver to electronically sign for convenience and as a time-saving feature.

If you want to ensure your PDF document data is secure, you can use a password to protect it, even if you need to do so for free. Keep reading for tutorials on how PDF password protection works.

How does password-protecting a PDF work?

A PDF is a Portable Document Format, which is a versatile file format from Adobe. You can show and exchange documents, no matter what operating system or software you have. It also doesn't matter what device or software the receiver uses.

You can create a strong password to lock the documents from other users. This security setting prevents unauthorized access to sensitive information.

There are also features like restricted permissions, which can restrict the editing and printing of these PDF files. If you don’t want the contents to be copied from your document, you can also prevent others from accessing that function. These features are known as document open passwords and permissions passwords.

Password protection vs. password encryption

When you use basic password protection, the people who receive the document and enter the correct password can access the file. Password encryption is a stronger security method because it turns the document contents into unreadable text. It’s similar to the way you’d encrypt email. A user must have an authorized key, which is a password or digital certificate, to read the contents.

If you use password encryption, you have two encryption options. You have the option to encrypt all document contents or to encrypt all document contents except metadata.

The Encrypt All Document Contents feature will encrypt both the document and metadata. When you choose this option, search engines can’t access the metadata. The Encrypt All Document Contents Except Metadata feature will encrypt the document contents but still allow search engines to access the metadata.

Steps to password-protect a PDF

When you use these methods to protect your PDF, you should implement strong passwords for maximum security. We’ll show you how simple it is to password-protect your PDF to keep sensitive information safe.

How to password-protect a PDF for free

If you want to password-protect a PDF but don’t want to pay for a subscription, you can use Adobe Creative Cloud storage to upload the file for free.

1. Go to Adobe online tools.
2. Click the button to Select a file.
   

   

3. Choose your file to upload.
4. Enter a password and confirm.
   

   

5. Click Set Password.

How to password-protect a PDF with Adobe Acrobat

1. Open your PDF file in Adobe Acrobat.
2. Select File > Protect Using Password.
   

   

3. Choose if you want to set the password for Viewing or Editing the PDF.
   

   

   
   
4. Type and confirm your password, then click Apply.
   

   

   
   

How to password-protect a PDF in Windows

1. Go to the Adobe password protection online tools page.
2. Click the button to Select a file.
3. Create a password and confirm.
4. Click Set Password.

How to password-protect a PDF in macOS

1. Open the PDF on your Mac.
2. Select File, then Export.
   

   

3. You can either select the Permissions button or select Encrypt.
4. Enter a password and verify. Then click Save.

   

How to remove password security on a PDF

You can always choose to remove a password if you no longer need the security. You must know the password to the encrypted PDF to remove it. If you don’t know the password, you won’t be able to remove it.

How to remove PDF password protection on Adobe Acrobat

1. Open your PDF in Adobe Acrobat.
2. Go to Tools > Protect > Encrypt > Remove Security.
3. Enter the password, then click OK.

How to remove PDF password protection on Windows

1. Open the PDF document.
2. Use the Printer drop-down menu and click the Save as PDF option.
3. This will save a copy that doesn’t have a password.
4. Enter a file name and location for the PDF.

If using Adobe Acrobat Pro:

1. Open the PDF file in Adobe Acrobat Pro.
2. Enter the password to view the file.
3. Click the lock icon and select Permission Details.
4. Click the Security Method box and choose No Security.
5. Click OK.

How to remove PDF password protection on macOS

1. Open the PDF file.
2. Enter the password for the file.
3. Select File, then Export.
4. Rename the file in the Export As field.
5. Uncheck the Encrypt field.
6. Click Save.

Password protection FAQs

Bottom line

If you are sending documents that contain sensitive information, you should consider password-protected PDF files. Using stronger passwords can help secure your data and ensure the appropriate people see the contents.

Sending files online is more convenient than mailing them. Sending secure PDFs will help keep information from reaching the wrong people. Follow our guide on adjusting your privacy settings for an even safer online experience.

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Author Details

Patti Croft

About the Author

Patti Croft is a freelance writer who specializes in all things technology. Her expertise includes antivirus software, online security strategies, and safety practices. She has a degree in Computer Information Systems and extensive experience working in the IT field. In her spare time, Patti is an avid reader and researcher, and loves spending time with her pets. She currently shares an office with her cat, Beau.