How to Secure Your PDF Files: Tips for Password Protection

Bad guys no longer break into the cabinets – today, they can find, destroy, and steal data in a flash while users share their files with others or just store sensitive information in cyberspace. Preventing intellectual property theft and data breaches is particularly important for businesses, as the threat is very real not only for financial reports and strategic plans but also for the personal data of customers.

Let’s see why passwords are a powerful weapon to keep things safe and discover the most efficient ways and tips to enhance PDF security.  

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Why Businesses Should Password Protect PDF Files

Protecting PDF documents with passwords actually brings much more good than it seems. These are the top reasons why you should implement such safety measures in your business:

• Better access control: when you add password to PDF files, you ensure that only those having this unique code can open the document and view its content. Even if you accidentally send the file to the wrong recipients, they will not manage to access it.
• Enhanced consumer trust: passwords help maintain the confidentiality and privacy of data, which is crucial for building trust with clients. This demonstrates your willingness to comply with industry regulations and high professional standards.
• Robust data breach protection: 2024 has seen more than 35 billion records breached, so statistics speak for themselves. A strong password can prevent hackers from stealing sensitive information since it adds an extra layer of security to PDF documents.
• Improved data integrity: by making your PDFs less accessible, you limit the number of individuals who can change the content, whether on purpose or by accident. This allows you to keep the quality of files under control while you are working on them.

How to Password Protect a PDF in Word

If your desktop computer runs on Windows with a pre-installed MS Word, you can use the app to protect PDF files with a password without connecting to the internet. Otherwise, you will need to purchase Word from the official Microsoft website.

To open your document, the app will first convert it to Word format. This works well for plain-text PDFs but may spoil the layout of your file if it’s filled with tables, graphs, and other complex elements. If the option suits your needs, do the following to password protect PDF:

1. Run the Word app.
2. Go to ‘File’, and tap ‘Open’.
3. Find your document and click ‘OK’.
4. Head to ‘File’ once again and tap ‘Export’.
5. Choose ‘Create PDF/XPS’ (this will convert your document back to PDF and show you a new dialog window so you can save the file).
6. Click ‘Options…’ and check the box saying “Encrypt the document with a password” -> hit ‘OK’.
7. Enter your password twice and tap ‘OK’ to finish.

How to Secure PDF Using Preview

The option is suitable only for macOS and iOS owners since Preview is a native app available on Apple devices without installation. Although it’s possible to protect PDF files with passwords through a number of other built-in apps like Notes, Numbers, and Pages, many users still opt for Preview to secure their files. The app also comes with some basic markup tools, excluding text editing. Password creation is simple:

1. Open the needed PDF document in Preview.
2. Tap ‘File’ -> ‘Export’.
3. Click ‘Permissions’, choose ‘Require Password to Open Document’, and enter the password that will be used to access the file.
4. Move to the Owner Password section and type your unique access code once again (it can be different from the one you provided in the previous step).
5. Click ‘Apply’ – > ‘Save’.

How to Add Password to PDF Online Using File Editors

If you are seeking ways to ensure the maximum security of your documents, PDFGuru.com and other top-quality online file editors are your way to go. Besides adding passwords, they also allow you to create electronic signatures, encrypt data, and set permissions (restrict file printing, copying, or editing).

Moreover, the best online editors are packed with different advanced features for effective file modifications. So, they make it possible to add/rewrite text, fill out forms, compress files, rearrange pages, and edit PDFs in many other ways to ensure that the files look professional and match your business needs. This is how to password protect a PDF online:

1. Open a PDF editor of your choice in any web browser.
2. Upload the needed document as it’s shown on the screen.
3. Explore the toolbar and choose the option to Secure or Password Protect PDF (may be called differently depending on the service).
4. Enter a password, set permissions, and encrypt your document for additional security.
5. Save the changes and download the protected PDF.

Best Tips on How to Password Protect a PDF

According to the statistics, 30% of web users have faced data leakage due to a weak password, while 59% of adults use their names or birthdays when creating passwords. Take note of some practical tips to avoid such mistakes, ensuring that your access codes are secure enough:

• Use different passwords for different PDF files
• Come up with complex codes, combining lowercase and uppercase letters, symbols, and numbers
• Update your passwords from time to time
• Take advantage of password managers to store all your access codes securely
• Never use your birthday or name (or the name of your pet, child, significant other, etc.) when you want to protect PDF with a strong password

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Final Thoughts

Using passwords is paramount for keeping businesses safe. This is the first step to prevent unwanted access to your data, so make it a habit to protect your sensitive files whenever you are going to store or share them online. Moreover, make sure your passwords are strong enough to ensure the best security for your PDFs.