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)