Sharing a PDF via email or a link is easy, but not always secure. When your documents contain sensitive information, contracts, financial data, medical records, or personal details, it's worth taking extra steps to protect them in transit and after delivery.
Assess What You're Sharing
Not every PDF needs the same level of protection. Ask:
- Does it contain personally identifiable information (PII)?
- Is it a contract or legal document?
- Could this cause harm if forwarded to unintended recipients?
For public-facing content like marketing brochures, no extra security is needed. For sensitive files, apply the measures below.
Method 1: Password Protection
The simplest protection is adding an open password to the PDF. The recipient needs the password to open it.
- Set the password before sending, see how to password protect a PDF
- Send the password through a different channel than the file (e.g., SMS or phone call, not the same email)
- Use a strong, unique password, avoid simple words or dates
Method 2: Encrypted Email
Standard email is not encrypted end-to-end. For highly sensitive documents:
- Use email encryption services like ProtonMail or S/MIME
- Alternatively, zip the PDF with a password and send via regular email
- Enterprise users can use Microsoft Information Protection or similar tools
Method 3: Secure File Sharing Platforms
Instead of attaching files to email, use secure sharing links:
- Google Drive / OneDrive, share with specific email addresses and set view-only permissions
- Tresorit or Box, higher security with audit trails
- Temporary links, use services that let links expire after a set time or number of views
This also prevents the file from sitting in someone's inbox indefinitely.
Method 4: Redact Before Sharing
If you only need to share part of a document, remove sensitive sections before distributing. See how to redact text in a PDF for permanent text removal.
What Not to Do
- Don't upload sensitive PDFs to unknown online tools, many upload your files to their servers. Use Docento.app instead, which processes everything locally in your browser and never uploads your file. See privacy in browser PDF editing.
- Don't share via public links, anyone with the link can access the file
- Don't rely on "view only" settings alone, screenshots can capture anything on screen
After Sharing
Once a document has been shared, consider:
- Keeping a record of who received it and when
- Following up to confirm receipt
- Requesting acknowledgment for legal documents
- Revoking access when it's no longer needed (if sharing via a platform)
