PDF files may sometimes contain information that should not be widely available to everyone. In this case, it is worth password-protecting them. In this guide we explain how to do this.
As per the PDF file format specification, it supports encryption using the AES algorithm in encrypted block binding mode. Therefore – at least theoretically – anyone who encrypts a PDF file can be sure that only those who have the password can see its contents.
Who uses encrypted PDFs and for what?
Companies use encrypted PDF files in various situations:
- Banks ensure confidentiality when exchanging documents with customers.
- Organizations can accept scanned documents sent via email as password-protected PDF files if the sender selects the “encrypted” option.
- Medical diagnostic devices use secured PDFs to send test results to patients or clinics.
- Government agencies accept document submissions as encrypted PDF files.
Many email application plug-ins provide the ability to send a document as an encrypted PDF file, so there is a real need for this option.
The practical methods to protect PDF files
Protecting PDF files with passwords is a key step in maintaining data privacy and security. There are several methods that allow you to add a password to a PDF file, thus giving you control over its contents. Some electronic signature systems use multi-factor authentication to provide an additional layer of security of a PDF file, you can also copy signature between PDF files.
There are some practical methods you can use to protect PDF files:
- Encryption
- Access Controls
- Redaction
- Secure file transfer
Method 1. Securing the PDF using Google Drive
Remember that file security is not just about technology, but also about common sense. Always think twice before sharing a file or entering your credentials. Always make sure your passwords are strong and unique and your antivirus software is up to date.
Using Google Drive is much more than just storing files in the cloud. It’s a tool that helps you keep your files safe and accessible wherever you are. Security is not something that can be ignored.
For these reasons, both new and experienced Google Drive users should know and use these features to ensure optimal security for their files.
Method 2. Protecting PDF using a PDF encryption program
If you want to protect a PDF with a password, maybe sometimes you want to use a dedicated PDF program, the SwifDoo PDF for Windows comes to the rescue. After downloading and installing, the SwifDoo PDF program is also available from the desktop or in the start menu, which allows you to configure PDF profiles, including file encryption options.
- After opening a PDF file with the program, go to the “Protect” tab.
- The encryption option is available in the Encryption menu under the Protect tag, after selecting the “Open Password”, you can create a password for every time when one tries to access the PDF, the ‘Permission Password’ option is also available if you want to restrict a specific practice with the PDF, such as Print, Changes, and Copy.
When protecting a file in PDF, it is worth paying attention to one more aspect. Many users use two different passwords, thus deciding which co-users can see the contents of the file and which can also modify it.
Method 3. Use available online tools
There are many free online tools that allow you to password-protect a PDF file. Websites such as Smallpdf, PDF2Go and iLovePDF offer a simple way to add a password to a PDF file online, without having to install additional software.
Smallpdf
On the Smallpdf website, follow these steps:
- Go to the Smallpdf website and select “Add File”.
- Select the PDF file you want to protect.
- Select “Protect PDF”.
- Enter and confirm your password.
- Download the secured PDF file.
Always remember…
If you do not want other users to have access to the contents of a specific PDF file, you should set a password before opening it when saving it. In such a case, any attempt to access the file from such a PDF will require entering the previously assigned password. Its absence or entering an incorrect string of characters that prevent the file from being opened will result in its immediate closing without the possibility of suspecting the content.
In addition, this level of protection also allows you to set a separate password needed to enable the file for further editing. If the user trying to open the file does not know the password, they can open it, but it will then be marked as read-only. In this case, any modifications to the contents of the workbook can be saved, but only under a new file name, because the original one is protected against overwriting.
Remember to keep your password safe
Once you’ve secured your PDF, it’s crucial to be careful with your password. Make sure your password is strong and hard to guess. Avoid sharing your password with people who should not know it.
Password-protecting PDF files is an easy way to protect your data from unauthorized access. Free methods, such as using built-in functions in programs or online tools, allow you to quickly and effectively secure a PDF file, giving you peace of mind that its contents are safe.
