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How do I protect a document?


You can protect a document, spreadsheet, presentation or PDF by using a password to help prevent unauthorised access.

Below are links to step-by-step instructions for the main MS Office and PDF packages we have at Warwick. Alternatively, you can contact IT Services to get the University PGP encryption solution (AES-256 standard).

Remember! If you need to share the password with others, do not send it or keep it with the protected document or file.

Office Documents

  1. Click the File tab.
  2. Click Info
  3. Click Protect Document, and then click Encrypt with Password.
  4. In the Encrypt Document box, type a password, and then click OK.
  5. In the Confirm Password box, type the password again, and then click OK.


Passwords are case-sensitive. Make sure that the CAPS LOCK key is turned off when you enter a password for the first time.

If you lose or forget a password, you (or ITS) cannot recover your data.


Nuance PDF Converter 7

  1. Click on the down-arrow next to the Security Panel Icon (in the top row) - looks like:security panel
  2. On the Security tab, there is a drop-down called Security Method. Select Password Security.
  3. Tick the Allow document only to be opened by password box and enter your chosen password.
  4. Click Ok and you will be prompted to enter the password again. The password will only come into effect once the document has been saved.

Here you can also set additional security measures by ticking the Permissions tick box - this sets a password to prevent editing of security permissions. This would need to be a different password to that to open the document!

In the options here, you can limit the prohibit copying of the contents, limit printing or others making changes to the document.

These options appear to translate to Adobe product so will be in effect if opened with Adobe Reader for example rather than Nuance PDF Converter. But there may be some PDF products which don't apply these rules.