In this tutorial, we’ll explore how to password protect PDF documents easily using Adobe Acrobat. Password protection is essential for safeguarding sensitive information, especially for legal files, contracts, invoices, and estimates.
You wouldn’t want clients to modify important documents, would you? Let’s dive into the steps to secure your PDFs without any hassle.
Adobe Acrobat Pro/Standard and Acrobat Reader are two distinct software applications developed by Adobe Systems Incorporated.
While Acrobat Reader is a free tool, Adobe Acrobat Pro/Standard is a paid application that offers advanced features for creating, editing, and managing PDF documents.
Acrobat Reader allows users to view, print, and comment on PDF files, but it lacks the extensive functionality provided by Acrobat Pro/Standard.
The latter enables users to create interactive forms, combine multiple files into a single PDF, add digital signatures, and perform OCR (Optical Character Recognition) to convert scanned documents into editable text. In summary, while Acrobat Reader serves as a basic PDF viewer, Adobe Acrobat Pro/Standard caters to the needs of professionals and organizations requiring advanced PDF editing capabilities.
You can read learn more about Adobe Acrobat Pro, Standard vs Reader on Adobe’s website to learn more about the differences.
Now that we have made sure what application we are working with, let’s get started with our tutorial.
Password Protect PDF from Editing
Step 1: Open Your PDF in Adobe Acrobat Pro or Standard
First, you need to open the PDF document you want to protect. In this example, we will use a sample invoice template.
It’s crucial to note that this is just for demonstration purposes and not an actual invoice.
Step 2: Access the Protect PDF Tool
Next, navigate to the All Tools section on the left side of Adobe Acrobat. Find the Protect PDF option and click it to access the password protection settings.
Step 3: Choose Password Protection
Once you’re in the Protect PDF section, select the first option that reads Protect with Password. This option allows you to set up a password to restrict editing and viewing of your PDF.
Although there are advanced options available, we will focus on basic password protection for this tutorial which is sufficient for our purpose.
Step 4: Set Your Password
Adobe Acrobat Pro will prompt you with two options: one for restricting viewing and another for editing. If you want to prevent others from making changes, select the option to protect edits.
Enter a strong password that combines upper and lower case letters, numbers, and special characters. Acrobat will indicate the strength of your password, helping you ensure it is secure.
Step 5: Confirm and Save Your Password
After entering your password, click Apply.
You will see a message indicating that your file is now protected from editing.
Don’t forget to save your document. You can do this by clicking Command + S on Mac. Control + S on Windows.
That’s all, as you saw it takes a few clicks to password protect PDF documents using Adobe Acrobat.
Now, let’s look at a few advanced options.
Advanced Password Protection Options
If you click on All Tools > Protect PDF > Encrypt with Password, you’ll find similar options as before, including the requirement for a password to open the document. Additionally, you can restrict actions like printing, editing, or copying text and images. This feature allows for more customized security settings based on your needs.
The options are very self-explanatory as you can see in the screenshot below.
After setting your desired restrictions, click OK to apply the changes.
Next, on your keyboard press Command + S on Mac, and Control + S on Windows to save the changes.
Your PDF is now fully secured against unauthorized viewing, printing, and editing. This approach ensures that sensitive information remains confidential and protected.
How to Password Protect PDF from Viewing
This time, if you prefer, you can set a password for viewing instead. This way, anyone who opens the PDF will need to enter the password to view its contents.
Follow the steps from 1 to 3 in the “Password Protect PDF for Edit” section but this time click Viewing.
Set your password and do not forget to save the file.
How to Remove Password from PDF File
If you ever need to remove the password protection, return to the Protect PDF section. Click on Remove Password to eliminate all security settings.
Ensure you save your file again after making changes.
FAQ
Can I Password Protect PDF Documents without Adobe Acrobat?
Yes, there are various online tools and software available that allow you to password protect PDF documents without needing Adobe Acrobat. However, ensure that you trust the service to maintain your document’s confidentiality.
What Should I Do If I Forget My PDF Password?
If you forget your PDF password, it can be challenging to recover. Some software tools can help unlock password-protected PDFs, but results may vary. It’s always a good practice to store passwords securely.
What Are Some Free Alternatives to Adobe Acrobat Pro/Standard?
We recommend the following alternatives:
- PDF Encrypt – Free for Windows
- PDF24 – Free for Windows
- PDFgear – Free for Mac, Windows, iOS and Android
