A Simple Way to Password-Protect PDF Files in SharePoint Online

If you use SharePoint and often need to add passwords to PDF documents, there’s a handy new feature you’ll appreciate. You can now secure your PDFs directly in SharePoint or OneDrive—no extra software, no complicated steps.

With just a few clicks, you can protect sensitive information and control exactly who can view or interact with your files.

How the New PDF Protection Feature Works

This update introduces two types of password protection, all accessible right from your browser:

• Open Password: A password required to open and view the PDF.

• Permissions Password: A second layer that lets you restrict actions like printing, copying, or editing—even if someone can open the file.

When you apply a password, SharePoint automatically creates a new, protected copy of your PDF. Your original file stays untouched, and the protection remains in place even if the document is downloaded and opened in apps like Adobe Reader.

Why This Feature Matters

This update brings several practical benefits:

• Stronger Security: A simple way to prevent unauthorised access to confidential documents.

• Compliance Support: Helpful for organisations that must meet strict data protection requirements.

• User-Friendly: Everything happens inside the familiar SharePoint and OneDrive interface.

• No Risk to Your Original File: Since a new copy is created, you never have to worry about overwriting the source document.

Even if you’re not particularly technical, you can now manage PDF security on your own—quickly and confidently.

Step-by-Step: How to Password-Protect a PDF in SharePoint

Click on the Lock icon - Top left of screen

1. Find Your PDF: Go to your document library in SharePoint or OneDrive.

2. Open the File: Click the PDF to open it in the web viewer.

3. Choose the Protection Option: Look for the lock icon or “Encrypt with Password” in the toolbar.

4. Set Your Passwords:

   1. Add an Open Password to control who can view the file.

   2. Add a Permissions Password to restrict printing, copying, or editing.

5. Save: Select Save to generate the new, protected version of your PDF.

Only users with the correct password will be able to open or interact with the file according to the permissions you’ve set.

Optional: Extra Options for secondary password

Note: This feature isn’t available for PDFs already protected with Microsoft Purview sensitivity labels.

This built‑in capability takes what used to be a technical task and makes it accessible to everyone—an easy, effective way to add an extra layer of security to your documents.

If you’ve tried this feature already, I’d love to hear how it worked for you. Share your thoughts, tips, or any clever workflows you’ve discovered in the comments.