Working from home has created a new workflow for most people. No more working directly with your co-workers and taking coffee breaks at the office. Also, sharing sensitive documents and transferring files online between employees has become a bit stressful. After all, you won’t want any third party access to the latest quarterly earnings, sales report or your hard-earned customer lists. For security, add an authentication layer to PDF files you share on Slack, Zoom or Skype.
The PDF file can be uploaded to OneDrive and an expiration period can be added to a shared web link. Or even better, you can add a password and limit PDF access to a specific group of people.
Windows and macOS provide native options to password protect PDF. If you are not satisfied with the built-in solution, you can always opt for a third-party application from the web. Let’s start with the Mac.
Password Protect a PDF on Mac
macOS provides a built-in PDF solution capable of basic editing. Follow the steps below to add password to PDF on Mac.
Stage 1: Open the PDF on Mac using the default preview.
Step 2: Tap on File in the menu bar.
Stage 3: Select Export and choose PDF as the format from the menu below.
Step 4: Enable Encrypt for File and add verification and Password.
Select the export location and hit Save at the bottom. Now send the PDF file with others and the recipients must use the password to open the PDF file.
Use a Third-Party Solution
Both Windows and macOS are packed with excellent third-party PDF editing apps. All these PDF editing apps offer extra functions like notes, highlighter, annotation, stamps, signature and more.
While the Mac ecosystem has capable PDF editing apps, the PDF specialist ranked top in our testing. We will use PDF Expert to secure a PDF file on Mac with a password.
Stage 1: Download and install PDF Expert on Mac.
Step 2: Open a PDF file using PDF Expert software.
Stage 3: Make the necessary changes using all the features.
Step 4: When you’re done editing the PDF file, tap File on the Menu bar.
Step 5: Select Set Password.
Step 6: Add a password and confirm your decision.
When you go back to the original File location on Mac, you will see the locked PDF file. After that, anyone who wants to access the file will need a password to browse the contents.
Password Protect a PDF in Windows
Many users are not familiar with this trick. On Windows, you can drag and drop a PDF into Microsoft Word to make changes. We will use Microsoft Word on Windows to add a password to the PDF. Follow the steps below to complete the process.
Stage 1: Open File Manager on your Windows laptop/PC.
Step 2: Open the Microsoft Word application. Resize the application window and drag and drop the PDF from File Manager to Word.
Stage 3: Word will automatically convert the PDF file into an editable interface. Make the necessary changes.
Step 4: Now tap on File in the Menu bar. Go to Export and select Create PDF.
Step 5: Choose the Export location and tap Options at the bottom.
Step 6: Enable Encrypt with Password and it will ask you to add a password to protect the PDF.
Use a Third-Party Tool
Microsoft Word on PC requires a Microsoft 365 subscription to use the PDF functionality. If you are looking for a dedicated PDF editor on Windows, I recommend choosing Small PDF.
Note: We strongly recommend that you avoid using web-based tools for PDF files containing sensitive information.
Secondly, since it is web-based, you can purchase the subscription and use the service on other platforms such as Mac, Linux and Chrome OS. Now, go through the steps below.
Stage 1: Open the Small PDF site in the web browser.
Step 2: Scroll down to the bottom and you will see the Protect PDF option.
Stage 3: Tap on it. Import PDF file from File manager.
Step 4: Add a password for the PDF and confirm the password again.
Step 5: Select Encrypt PDF and download the file from the menu below.
You can also use the email link to email the file directly to your colleague. If you are not satisfied with Small PDF, you can always try traditional PDF Editors like PDFElements, Adobe Acrobat or Foxit PDF.
Secure PDF Files
It is very important to lock confidential PDF files from others. While both Windows and Mac offer native solutions to add password to PDF, you can always opt for a dedicated PDF editor to unlock more functions. Which solution will you choose? Mute the sound in the comments section below.
Next: Confused between PDF Expert and Adobe Acrobat on Mac? Read the post below to clear your confusion.
Support our work ❤️
If you enjoyed this article, consider leaving a tip to help us keep publishing great content.
