Technology Training and Education

Secure a PDF with a Certificate

Encrypt a Document with a Certificate

1.  Go to Tools panel > Protection pane > click on Encrypt > click Encrypt with Certificate…


2.  The Certificate Security Settings window will open


3.  Under Select Document Contents to Encrypt you can select and option as to what parts of the document you want encrypted:

  • Encrypt all document contents- encrypts everything, including any metadata that could show up in search engines if the PDF were to be posted on the web
  • Encrypt all document contents except metadata- won’t encrypt metadata, allowing search engines to access that information
  • Encrypt only file attachments- only the attachments will be encrypted, the rest of the file will be accessible

4.  Next to Encryption Algorithm you can choose the level of encryption, however higher levels of encryption require the user to have newer versions of Adobe, so keep in mind what version of Adobe your user has when applying this setting

5.  Click Next when you have finished with these settings


6.  In the Digital ID Selection window that opens, Adobe will automatically add your digital ID to the encryption.

  • If the box is empty click Add Digital ID to create your personal digital ID

  • If you leave this box empty you will no longer be able to open this document after it has been saved, so make sure your correct digital ID has been entered

7.  Under Digital ID Selection Persistence select one of the following:

  • Ask me which digital ID to use next time- select this option if you want this window to open again next time you encrypt a document so you can select your digital ID
  • Use this digital ID until I close the application- select this option if you want to continue using this digital ID for documents you encrypt until you close out of Adobe and open it again
  • Always use this digital ID- select this option if you know you are never going to change you digital ID and you want to use it every time without being asked

8.  When you are done click OK

9.  Back in the Certificate Security Settings window you will see a box which will contain the list of digital IDs for the people you want to give access to the document


  • To add a digital ID, click Browse


  • Locate the digital ID that the user has exported and sent to you as an .fdf file, select the file and click Open

10.  The digital ID will be added to the list


  • To change permissions select the user’s digital ID, click Permissions

  • You will get a warning letting you know that there may be other types of PDF readers that do not support the encryption allowing users to view encrypted information, click OK

  • If you want to limit the access and permissions of the user, check the box next to Restrict printing and editing of the document and its security settings

  • In the Permissions area you can select what permissions the user will be allowed:
    • Printing allowed: click on the dropdown arrow to select either:
      • None- no printing allowed
      • Only Low resolution printing
      • Normal, High resolution printing


    • Changes allowed: click on the dropdown arrow to select to allow either:
      • Inserting, deleting, and rotating pages
      • Filling in form fields and signing existing signature fields
      • Commenting, filling in form fields, and signing existing signature fields
      • Any except extracting pages – the user can make any changes except to extract pages

  • Check the box next to Enable copying of text, images, and other content if you want to let the user to copy the information after the entered the password, if not leave it unchecked

  • Check the box next to Enable text access for screen reader devices for the visually impaired to allow screen readers access to the text

  • When you are finished click OK

11.  To remove a user’s digital ID, select their name on the list and click Remove


12.  When you have finished your list of users who will be able to access the document and have selected their level of permission, click Next


13.  You will be asked to review the summary of the information entered for the policy, if everything is correct, click Finish


14.  You must save the document for the settings to take place, in the Save as window select the location and name of the protected file and click Save


15.  Now only those whose digital IDs you listed will be able to open the document

 

Export Your Certificate

If someone needs to encrypt a document with your digital ID to allow you to access it, you will need to export you ID and send it to them.

1.  Go to Tools panel > Protection pane > select More Protection > click on Security Settings…


2.  The Security Settings window will open


3.  In the pane on the left, click on Digital IDs


  • All of your digital IDs will be listed

4.  Select your digital ID that you want to send

5.  Click on Export


6.  In the window that opens, under Export Options, choose one of the following:

  • Email the data to someone- if you have an email application set up on your computer, such as Outlook or Apple Mail, and you want to immediately send the file, select this option
  • Save the data to a file- if you want to send the file using web browser based email application or if you want to send it later, select this option to save the file on your computer

7.  Click Next


8.  You will be prompted to email or save the file depending on the option you selected

9.  The person receiving your digital ID will then be able to save it on their computer and add it to the list of digital IDs when they encrypt the document