How to Save a Document as a Password-Protected PDF in Microsoft Word

Securing Your Sensitive PDF Files

PDFs are the universal standard for sharing documents because they preserve your formatting across all devices and operating systems. However, if you are sharing a contract, financial records, or sensitive personal information, you cannot simply email an open PDF and hope it doesn’t fall into the wrong hands.

While there are many expensive third-party tools like Adobe Acrobat designed to encrypt PDFs, you likely already have the only tool you need installed on your computer. Microsoft Word allows you to export any standard Word document directly into a highly secure, password-protected PDF file.

Here is the exact step-by-step process to save your document as an encrypted PDF using Microsoft Word for Windows.

How to Password Protect a PDF During Export

This process requires you to use the “Save As” dialogue box rather than the standard “Export” menu. (Note: These instructions are for the desktop version of Microsoft Word on a Windows PC. The web version of Word does not currently support PDF password encryption).

1. Open your document in Microsoft Word.
2. Click on the File tab in the top-left corner of the ribbon menu.
3. From the left-hand sidebar, click Save As.
4. Click Browse to open the standard Windows file explorer window.
5. Navigate to the folder where you want to save the new PDF.
6. Look at the bottom of the window for the Save as type drop-down menu. Click it and select PDF (*.pdf).
7. Once you select PDF, a new Options… button will appear slightly below it. Click this button.
8. A small “Options” dialogue box will open. Look at the very bottom of this box and check the box that says Encrypt the document with a password.
9. Click OK.
10. A new “Encrypt PDF Document” window will appear. Type your chosen password into the first box, then retype it into the second box to confirm.
11. Click OK.
12. Finally, click the Save button in the main file explorer window.

Your document has now been converted into a PDF and locked with AES encryption.

Choosing a Secure Password

The encryption used by Microsoft Word is exceptionally strong, meaning that a hacker cannot simply bypass the lock. The only way someone can access the file without authorization is by guessing the password. Therefore, the security of your PDF relies entirely on the strength of the password you choose.

• Length is crucial: Aim for a minimum of 12 characters.
• Avoid predictable patterns: Do not use names, birthdays, or simple sequences like “123456” or “password”.
• Use a passphrase: A string of random words (e.g., BlueCoffeeWindowTurtle) is much harder for a computer to guess than a short complex password, and it is easier for human recipients to remember.

How to Share the Password Safely

A locked PDF is completely useless if you send the password in the exact same email as the file itself. If a malicious actor intercepts your email account, they instantly have both the lock and the key.

To maintain security, you must use a different communication channel to share the password with your recipient. If you email the PDF, send the password via an encrypted messaging app like Signal or WhatsApp. Alternatively, you can send the password via a traditional SMS text message or simply tell them over a phone call.

What Happens if You Forget the Password?

Microsoft does not keep a record of your password, and there is no “Forgot Password” link or recovery option for an encrypted PDF. If you lose the password, the PDF file is permanently locked and the data is inaccessible.

For this reason, it is highly recommended that you keep the original, unencrypted Microsoft Word document saved securely on your own computer or in your OneDrive account. As long as you have the original Word file, you can always generate a new PDF with a new password if necessary.