Creating a Secure PDF Document
Adobe Portable Document Format (PDF) was invented and perfected over 15 years ago. This format lets you capture and view robust information and share it with anyone around the world who has the free Adobe reader program installed.
I created this very document within Microsoft word and then exported it into the PDF format so that I can show you how to create a secure document that viewers can read while not being permitted to print or copy directly into another document. The PDF format permits much greater customization though this document will mainly cover only the security settings that are available.
First you should check that you have the program Adobe Distiller installed on your computer. This is the program that converts your standard word document into the PDF format. If you have the program installed let open it up and put the security settings in place that we will wish to use.
Once the configuration window opens you will want to click on Settings and then Security as seen below.
This will open the security settings window. To begin with there are no security settings in place. You will want to click next to those settings you wish to turn on. Selecting all four will keep your document from being printed or copied.
At this point you will also need to set a password so that the viewer does not change the properties back. You can also require that a password must be entered before anyone can view the PDF document. Once you are finished click OK and you will be asked to confirm your password.
At this point you are ready to create your document using any word processing program. I used MS Word for this example because it is generally easiest to use when you create and format a document with pictures and text. However, you can use most any office application that is then converted into a PDF with varying results. Usually the most common problems occur when margins are moved from their defaults or graphics are multilayer.
Once you have a document arranged to your liking you will want to save it before we attempt a conversion. This is so it is easier to make small adjustments and changes without having to recreate the document from scratch. Once you converted you will not be able to edit the PDF version.
Now that you are ready we will “Print” your PDF. Click on File and then Print. From the drop down window of available printers you want to select Acrobat Distiller. Then press OK.
You will then be prompted to Save your document. Choose a convenient destination and hit OK again.
Depending on the size and complexity of your document it will take seconds to minutes to process the conversion. Once finished, your new PDF will open in Adobe reader for you to preview. If your document does not finish successfully then you will need to cancel the current Job from your distiller printer que as you would any other print job and then work on adjusting your original document.
Thus far all problems that I have found stem back to having an image hanging out into your margin areas or having images layered on top of each other.
If you have any specific questions or experience your own oddities when saving please let me know.
