Tuesday, September 23, 2014

Tech Tip Tuesday - Create Secure PDFs using PC or Mac

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Creating secure PDFs is very important as a seller on TpT.  It protects your products as well as any clip art you use in your products.

This is what I do to secure my files.  I create my file in PowerPoint as usual.  I make sure I save it as a PPT so I can go back later if I want to make changes.

PC Directions
(scroll down for Mac directions)

When I'm ready to save it as a secure pdf file, I click on print.  You can save pdfs by going to save as, but you can't secure your files that way.

There isn't a free way to secure your files using a PC like there is with a Mac.  I downloaded Adobe Acrobat when I switched to a PC.  I'm still using the trial version, but I will definitely be paying once my trial ends.

Here are directions for using Adobe Acrobat to secure your pdfs.

Click on file so you can see the options to save it as a pdf.  Then click on Save as Adobe PDF.

It will open a new window where you can choose your options for saving.  Type in the file name in the File name box.  Leave the type as pdf files.  Then make sure the protect pdf option is checked.

When you click on the box to check the protect pdf option, another window will open.  This is where you need to be careful about your settings.

Leave the box empty where it says require a password to open the document.  You want people to be able to open the document without a password.

Check the box directly under permissions that says, "Restrict editing and printing of the document...."

Then put your password in the change permissions password box.  You want to make sure people can print the document, so make sure you use either high resolution or low resolution.  Then make sure the changes allowed option says none.

You do not want a check in the box next to enable copying of text, images, and other contents.  This is exactly what you are preventing by securing your pdf so do not check this box!

The other two options are up to you.  I just leave the default options checked.

When you're done, click OK and it will save your document as a secured pdf.  You will then be ready to upload it to TpT!

Mac Directions

When your document is ready to be saved as a pdf on a Mac computer, go to the file menu and click on print.  You cannot just use the shortcut to print.  It will not open the dialogue boxes that you need.

After you click on print, the dialogue box will open.  It does not matter which printer is selected because you aren't actually printing anything.  Look for the button that says PDF.  When you click on it, a dropdown menu will appear.  You want to click on the first option in the menu - save as PDF.

 A new box will appear that gives you the option of where to save your document and what to name it.  Once you have what you want, click on the security options button at the bottom.  This will provide you with the necessary options to protect your document.

If you read through the PC directions above, this is where it's different (and less confusing in my opinion).  Leave the top part alone - you want people to be able to open the document without needing a password.

At the bottom, click on the box next to the first option - require password to copy text, images and other content.  You don't want people to be able to do this, so the password restricts it.  Since you want people to print the document, leave that box alone.  Then type in your password and then again to verify it.  You will click OK and it will be saved as a secure PDF.

In both versions, you can check to make sure your pdfs are secure by opening the document.  At the top you will see the word SECURE next to the title of your document.  Try to copy some of your document and paste it somewhere.  It won't work!  That's how you know it is secure.  Now people cannot copy your graphics or text without permission.  Very important to protect your documents!

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  1. Replies
    1. Glad I could help! :)

      Let me know if there's anything else you need help with.

  2. So nice of you to post this information.
    We use Linux here which is not so nice sometimes.

  3. Thanks for giving us a step-by-step procedure! Securing PDF documents can be a dire task, so it's nice to see you helping out with the basics. It's much appreciated that you've posted the steps for both Mac and PC users. Kudos to you! All the best! :)

    Roberta Scott @ Spectrum Information Services