How to Password Protect a PDF without Adobe

This guide shows you how to password protect your PDFs without Adobe Acrobat. Secure your files with Xodo PDF Studio, get tips, best practices, and answers on common questions about PDF security.

Have you ever needed to password protect a PDF but didn’t want to rely on Adobe Acrobat?

Maybe you’re looking for a simpler, more affordable way to secure your PDFs?

The good news is finding an alternative solution isn’t nearly as complicated as it might seem. We'll show you another way to add a password and keep your documents safe without Adobe.

In this guide, you'll learn:

• Why you should skip Adobe when securing PDFs
• How to use Xodo PDF Studio to password protect your PDFs
• Tips for managing your protected PDF files
• Answers to questions about PDF security

Why skip Adobe when securing PDFs

We all know that Adobe Acrobat can feel overwhelming. It might be packed with tools, but if your main goal is to protect a PDF, it’s often more hassle and cost than it’s worth.

A few reasons to go with an alternative include:

• Cost: Adobe subscriptions can be expensive over time if you only want a password-protection feature.
• Complexity: Adobe Acrobat can present a wide range of extra functionality you may not require in daily workflows.
• Offline use: Some versions of Acrobat and other cloud-based services require an online account when all you may want to work offline.
• Lightweight software: If your device has limited storage or you use different operating systems, cross-platform tool like Xodo PDF Studio can be more convenient.

As an affordable Adobe Acrobat alternative, Xodo PDF Studio has easy-to-use security features that let you focus on getting the task done whether you're on Windows, macOS, and Linux. No internet connection required.

How to password protect PDFs with Xodo PDF Studio

To password protect a PDF or set specific permissions with Xodo PDF Studio, follow the steps below:

1. Download and install Xodo PDF Studio for Windows, macOS, or Linux.
2. Launch Xodo PDF Studio.
3. Open the PDF file you want to protect.
4. Go to the Secure tab > Document Security.
5. In the "Document Properties" dialog, click on Edit from the Security tab.
6. Select your level of security from the encryption options in the Encryption dropdown menu.
7. Then check the "Change Open Document Password" option and enter a unique password. Click on OK to confirm.
8. Select any file permissions you wish to change and click on OK. Enter a Change Permissions Password and click on OK to set your options and again to confirm.
9. Save your PDF file.

Your document will now require a PDF password for others to open and access it, whether you store it on your hard drive or share it with someone else.

If you’re on an Apple device, you can access the same security settings and password protect a PDF on macOS.

Tips for password protected PDF files

After adding a PDF password to your file, there are a few best practices you should keep in mind to help maintain your privacy and further protect your document:

• Craft a strong password:
  Mix upper and lowercase letters along with numbers and special characters. A password of at least 8–12 characters is significantly more resistant to guessing attempts.
• Store your passwords safely:
  Use a dedicated password manager or record your password on a written note and keep in a secure location.
• Share passwords securely:
  If you’re sending your file by email, consider sending part of the PDF password through a separate channel like a text message to authorized users.
• Know your options:
  If you only need to prevent editing without locking the entire file, there are alternative options to protect a PDF file from editing without a password.
• Opening protected PDFs:
  If you receive a locked document and aren’t sure what to do with it, check out our guide on how to open a PDF file with password protection.

Securing your sensitive documents can be easy. Whether you’re a student, a small business owner, or a busy professional, PDF password protection is a simple yet effective layer of defense for your PDFs and private information.

Frequently Asked Questions

Get quick answers to questions you may have about password protected PDF files.

Is password protection enough for sensitive data?

Password protection is often adequate for general business or personal use. However, if you have highly confidential information, you may want to consider layering added security features on top of your password protection such as redaction, digital certificates or data encryption on your devices.

What if I forget my password?

If you forget your password, you may not be able to open and edit the PDF file at all. A lost password can be a serious roadblock. There isn’t an official back door to recover it, so it’s best to keep your passwords in a safe place.

Do I need an internet connection for Xodo PDF Studio?

No. You can secure PDFs offline with Xodo PDF Studio on desktop platforms. You don't need an internet connection to protect your PDF file. You have full access to all the advanced security features to do so right on your computer offline.

How can I change or remove a password later?

To change or remove your PDF password, open the PDF in Xodo PDF Studio, enter your current password, then go back to Secure > Document Security. From there, you can choose to update the "Open Document Password" or remove it altogether by leaving the field blank. Then simply save the file again to apply the changes.

How long should my password be?

A minimum of 8 characters is a common recommendation, but many security experts recommend 12 characters or more. Mixing numbers, letters, and symbols is a good basic strategy for creating a strong password.

Start locking your files securely with Xodo PDF Studio

Learning how to password protect a PDF without Adobe can save you time and frustration, especially if you don’t need every feature that Acrobat provides.

Xodo PDF Studio gives you a simpler, cross-platform way to password protect a PDF document offline, hand over secure documents to colleagues, or keep personal data away from prying eyes.

By taking the time to add password protection, you’ll keep your confidential information private and accessible only to the right people.

Try Xodo PDF Studio today and feel confident that your PDFs are locked down and secured.