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In Acrobat X Essential Training, author Anne-Marie Concepción demonstrates how to create, modify, review, and share PDFs in Adobe Acrobat X Standard or Pro. Starting with a tour of the new panels-based interface, the course covers the basics of the software, such as creating and customizing PDFs, searching, editing text and graphics, and extracting PDF content to use in other programs. Also included are tutorials on creating forms, inserting interactivity and rich media, using the prepress tools, combining PDFs with other types of files to create customized portfolios, and ensuring document security. Exercise files accompany the course.
We have a very sensitive document: all of the payroll information for company. I would like to share this with one other person--maybe it's my accountant or my attorney. In order to give it the most amount of protection I can, I can instead of applying a password-based encryption--as I showed in a different video-- I can apply a certificate-based encryption, which means that only my accountant and myself are able to open up this document. It's based on knowing their digital certificates that you can create from digital ID.
I have already asked, let's say my accountant, Anne-Marie, to export her digital certificate and e-mail it to me, so I can use it in this document. I am going to show you how you can do it yourself, in case one of your colleagues asks for your digital ID, or your certificate. It's also known as a public key, in case somebody says I need your public key to encrypt this document. That's what we'll be using. But I already have one, as I said, and I will show you can use it to encrypt this document with certificate-based protection.
We are going to go into Tools, go down to Protection, choose Encrypt, and we are going to encrypt it with certificates instead of the password. You can just ignore this part on top. Down here, you need to choose what kind of components do you want to encrypt? The default is everything, which means the document and all of its metadata-- information like description and author-- which is a good idea if you are going to put this on the web. You don't want the search engines to be able to find this document, because your name is sitting in there.
What kind of algorithm do you want to apply? If you use 128-bit, then it's compatible with Acrobat or Reader 7 or later. You can use a higher level, a more secure 256-bit encryption, but only people with Reader or Acrobat 9 or later will be able to open it. I'm pretty sure that Anne-Marie has not been keeping up-to-date, so I am going to leave it at Acrobat 7. Then I will click Next. This dialog box says, "I assume that you want to be able to open this document yourself," so it's automatically adding my digital ID certificate to this.
If you don't want to, if you don't have one, you can create one on the fly with this Add Digital ID. If for some reason you try to ignore it and click OK and leave this blank, you will get a big warning from Acrobat saying, "Are you sure you want to do this, because this means that you will not be able to open the document." So you always want to have your name appearing here. If it doesn't appear there automatically, make sure and add one. Then click OK. Now we're going to look for the certificate that we asked our accountant to send to us. So I will click Browse, because I know where it is.
It's on my hard drive, right here. There is Anne-Marie. It exports as an fdf file. Now, I can select Anne-Marie and change the permissions of what she can do in this document. Whenever you choose Permissions, you will always get this warning dialog box that says, "Hey, you can set permissions as much as you like, but there are some third-party programs that can bypass this. We are just telling you." Okay, fine. So I can say, well, Anne-Marie can look at this, but I want to restrict the printing and editing of this document.
So it's similar to these kinds of settings that you can use in a password-protected one. But I actually don't want to set any permission-based controls on this, so I am just going to click Cancel out of here. We will continue to Next. Here's the summary of the information that we entered for this policy. It's called a security policy. And then click Finish. Security settings will not be applied until you save. That's the usual. So I am going to call this File > Save As > PDF, and we'll say "payroll-certenc2." I have a copy in here that I encrypted before, if you want to take a look at it.
Now if we look at our little lock icon, under Security Settings, it tells us that this document was encrypted using our certificate. Now what happens if somebody asks for your certificate for you to e-mail that FDF file to them, so they can encrypt a document with a certificate-based encryption for you? You go to More Protection down to here, Security Settings. I know it's not the most obvious thing in the world, but this is the one that you want. Security Settings keeps track of all of your security settings that are available to you on this computer.
Under Digital ID Files, you select your name. You might not see it at first. So you've got to click the little disclosure, plus symbol, or triangle, select your name and then choose Export. I will select that here and choose Export. It's going to create a certificate. Do you want to e-mail it to somebody else, or do you just want to save it on your hard drive, so you can e-mail it as you would like? So I will just save it to a file, and I will save it on my Desktop. You see it's Olivia Napolitano.fdf. Of course, you would want to save this in a secret folder some place, and then save it.
Then I can attach that to an e-mail and send it to whoever needs it, so they can encrypt a document for me. That is how certificate-based encryption works in Acrobat.
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