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Choosing a security method

From: Acrobat X Essential Training

Video: Choosing a security method

Take a look at this PDF I have up onscreen. It is Two Trees Extra Virgin Olive Oil Payroll information. I can see everybody's payroll. How did I get my hands on this confidential document? You don't need to know that. All I want to do right now is print out a thousand copies, and send it all around the office. So I go to the File menu, and I choose--hey! Why can't I print it? Well, fine! I guess there has been some kind of security applied to this document. Not a big problem.

Choosing a security method

Take a look at this PDF I have up onscreen. It is Two Trees Extra Virgin Olive Oil Payroll information. I can see everybody's payroll. How did I get my hands on this confidential document? You don't need to know that. All I want to do right now is print out a thousand copies, and send it all around the office. So I go to the File menu, and I choose--hey! Why can't I print it? Well, fine! I guess there has been some kind of security applied to this document. Not a big problem.

I'm a knowledgeable Acrobat user, so I'm just going to go to Content. I'm going to choose the Edit Document Text. I am going to select all this text, and copy it, and paste it somewhere else. Or maybe I'll just delete it, or... where is the Copy command? Where is the Delete command? They're not here. This document has been password- protected, so that I can open it, but there are a whole lot of things I can't do with it. That's what this chapter is all about is how can you secure your PDFs, so that people can do what you want them to do with it--such as open it and look at it-- but that you can prevent them from doing things that you don't want to happen, such as copying text out of it, or printing it, or maybe even you don't want them to open it in the first place unless they are the exact right person, or unless they know the password? So let's take a look at how you can use Adobe Acrobat to protect your documents.

I'm going to close this for now. We have an unprotected version opened up. You can see, I can go to Content and all of the commands are enabled. All of the commands having to do with applying password security or other kinds of security to your PDFs are located here under Tools > Protection. They're up here. These two items are where you're going to be working. It's called Encrypt because all protection of a PDF is based on encryption. You need to know the password to unencrypt the document.

So let's take a look at the levels of encryption that you can use. The one that we were just working with was an Encrypt with Password-protected document. If you choose that, you'll see that you can choose a password that's required to open the document, or a password that is required to do things like printing, or combination of the two. We're going to be looking at that in a different video in more detail. Another kind of encryption that you can use with Adobe Acrobat is called certificate encryption. You can create a digital certificate for yourself, which we'll talk about in a different video in this chapter, that identifies you uniquely, with your own encryption key. And you're able to send out that key as a public version to other people.

So if I want to exchange documents with my accountant, for example, and I only want my accountant to be able to open it, I can ask my accountant for her digital key from Acrobat. Then I can encrypt this document, so that only she and I can open it. That's Encrypt with certificate. You can choose to encrypt all the document content, or you could say the PDF is not encrypted, but everything attached to it--all the file attachments--are, and so on. So this is a higher level of encryption, because you're limiting it to people that you know.

If somebody came over and tortured me for my password and then learned the password, it wouldn't help them, because only I am able to open the document. The third level of protection that you can apply to a PDF is something that we're not able to cover, because it's more of a high-end enterprise kind of system. You'll find it here under More Protection. It is called Rights Management, and it's usually based on a server. So there are hospitals and law firms that have a lot of highly sensitive documentation that they need something to help manage all of the security applied to these documents, and so they invest on that kind of a system.

We're not going to be talking about that kind, but if you did have that system then all these commands would be enabled. Then they would be giving you their own training. Another thing that I want to call your attention to before we leave this, "what's the best method of encryption to choose?" is the fact that once you come up with different methods of encryption, you can include them as a preset in this Manage dialog box. So I've already created a couple. For example, when I send out a proof to a client, I want them to be able to open it, but I don't want them to be able to copy text or images out of the PDF.

So if I go to the Edit, you can see how I sort of put it all together. So as you create your own encryption, you can save them as a preset and then add them to this menu. Then if you use one a lot, like say I use Client Proofs a lot, I can make it a Favorite, click Close, and now whenever I want to apply that kind of protection to this document, I can go to my Protection Encrypt dropdown menu, and it's one of the choices right there. I'll just choose Client Proofs, click OK, and that dialog box said, "It's done." All I need to do is save the document.

Now, if I click the little Lock icon over here on the left, it tells me that this document is secured. I get the word "secured" at the top, and the details are here that I cannot copy out of this document. The lesson here is that even if you're not working in a large enterprise kind of environment, you do have a lot of leeway and a lot of options for protecting your documents with passwords, or with certificates.

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This video is part of

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Acrobat X Essential Training

97 video lessons · 32623 viewers

Anne-Marie Concepción
Author

 
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  1. 1m 53s
    1. Welcome
      1m 33s
    2. Using the exercise files
      20s
  2. 55m 0s
    1. Opening documents and moving them around
      6m 3s
    2. Working with the toolbars
      5m 59s
    3. Working with the panels
      3m 43s
    4. Customizing the toolbar with Quick Tools
      4m 40s
    5. Using the Pages panel to navigate
      3m 57s
    6. Selecting and copying text and graphics
      3m 24s
    7. Rotating pages
      4m 49s
    8. Changing the viewing options
      6m 12s
    9. Reviewing preferences
      7m 6s
    10. Finding words and phrases
      2m 35s
    11. Searching a PDF and working with the Search panel
      4m 21s
    12. Sharing PDFs by email and with Adobe SendNow
      2m 11s
  3. 33m 18s
    1. Creating PDFs from Microsoft Office applications
      9m 46s
    2. Creating PDFs from Creative Suite applications
      8m 57s
    3. Creating PDFs from within Acrobat Pro
      4m 27s
    4. Creating PDFs from a web site
      8m 22s
    5. Creating PDFs from the clipboard
      1m 46s
  4. 30m 58s
    1. Editing text
      8m 51s
    2. Adding text
      4m 40s
    3. Editing images and graphics
      3m 39s
    4. Changing the page number display
      3m 48s
    5. Digitally signing PDFs
      6m 26s
    6. Cropping pages and documents
      3m 34s
  5. 1h 6m
    1. Adding watermarks
      6m 17s
    2. Adding page backgrounds
      5m 41s
    3. Adding page numbers
      5m 56s
    4. Adding headers and footers
      9m 7s
    5. Adding bookmarks
      11m 30s
    6. Attaching files to a PDF
      7m 11s
    7. Adding metadata
      3m 45s
    8. Optimizing a PDF for file size and compatibility
      10m 12s
    9. Creating initial view settings
      7m 16s
  6. 37m 59s
    1. Adding hyperlinks to URLs
      7m 33s
    2. Creating links with the Link tool
      6m 9s
    3. Working with interactive actions
      6m 56s
    4. Creating and adding buttons
      6m 28s
    5. Adding video, sound, and SWF files
      7m 29s
    6. Adding page transitions
      3m 24s
  7. 27m 12s
    1. Extracting pages
      3m 53s
    2. Splitting a PDF into multiple files
      4m 13s
    3. Inserting pages from files and other sources
      5m 42s
    4. Moving, copying, and replacing pages
      8m 17s
    5. Combining PDFs
      5m 7s
  8. 27m 9s
    1. Exporting text
      8m 33s
    2. Exporting images
      6m 33s
    3. Exporting PDFs to Microsoft Word
      7m 21s
    4. Exporting PDFs to Microsoft Excel
      4m 42s
  9. 26m 27s
    1. Working with portfolios
      6m 57s
    2. Creating portfolios
      6m 26s
    3. Customizing portfolios
      7m 23s
    4. Optimizing backward compatibility
      5m 41s
  10. 32m 9s
    1. Creating an interactive form
      6m 42s
    2. Working with form fields
      6m 41s
    3. Editing field properties
      5m 34s
    4. Distributing and collecting forms
      9m 43s
    5. Enabling Reader to save form data
      3m 29s
  11. 34m 26s
    1. Adding sticky notes and other annotations
      9m 2s
    2. Using the drawing markup tools
      6m 10s
    3. Viewing, filtering, and replying to comments
      5m 24s
    4. Printing, summarizing, and exporting comments
      6m 35s
    5. Exporting comments to Word for Windows
      3m 28s
    6. Enabling extended commenting in Acrobat Reader
      3m 47s
  12. 25m 29s
    1. Understanding the different review processes
      2m 7s
    2. Using the email review process
      4m 33s
    3. Conducting a shared review with Acrobat.com
      6m 54s
    4. Using the Review Tracker
      4m 32s
    5. Using the Collaborate Live review process
      7m 23s
  13. 31m 2s
    1. Reviewing the print production tools
      5m 18s
    2. Previewing color separations
      3m 51s
    3. Using the Object Inspector to learn details
      3m 13s
    4. Working with the Preflight dialog box
      5m 34s
    5. Fixing hairlines
      3m 57s
    6. Converting colors
      2m 27s
    7. Saving as a standards-compliant PDF
      6m 42s
  14. 19m 16s
    1. Scanning a paper document to PDF
      4m 44s
    2. Setting up optimization options
      6m 48s
    3. Recognizing text in a scanned PDF
      4m 43s
    4. Reviewing and correcting OCR suspects
      3m 1s
  15. 17m 18s
    1. Using the built-in Actions for automation
      5m 32s
    2. Editing Actions
      4m 7s
    3. Creating new Actions
      4m 51s
    4. Sharing Actions with others
      2m 48s
  16. 35m 27s
    1. Choosing a security method
      5m 27s
    2. Password-protecting a PDF
      7m 28s
    3. Securing a PDF with a certificate
      5m 6s
    4. Creating a digital id
      5m 43s
    5. Removing sensitive content with the Redaction feature
      6m 52s
    6. Revealing and clearing hidden information
      4m 51s
  17. 33m 45s
    1. Opening and navigating PDFs in Reader
      7m 30s
    2. Adding comments
      3m 14s
    3. Viewing extended features
      6m 53s
    4. Digitally signing a PDF
      6m 15s
    5. Sharing PDFs
      2m 29s
    6. Using Acrobat.com
      7m 24s
  18. 3m 54s
    1. Final thoughts
      3m 54s

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