Mail Box > Using Memory Media > Setting the File Format for Saving Documents > Saving Encrypted PDF Files
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Saving Encrypted PDF Files

This mode enables you to encrypt PDF files for enhanced security.

If a password is set for a PDF file, only users who enter the correct password can open, print, or change the PDF.


Remark
  • This mode is available only if the optional Universal Send PDF Feature Set is activated.

  1. Place your originals → display the memory media selection screen → press [File Format].

To check the screens for this procedure, see steps 1 and 2 of "Setting the File Format."

  1. Press [Encrypt].

  1. Specify each setting → press [OK].

<Encryption Level>:

Press the Encryption Level drop-down list, and select [Low (40-bit RC4)/Acrobat 3.0 and later], [High (128-bit RC4)/Acrobat 5.0 and later] or [High (128-bit AES)/Acrobat 7.0 and later].

Adobe Acrobat 5.0 or later is required for opening PDF files whose encryption level is set to [High (128-bit RC4)/Acrobat 5.0 and later].

Adobe Acrobat 7.0 or later is required for opening PDF files whose encryption level is set to [High (128-bit AES)/Acrobat 7.0 and later].

[Password Required to Open a Document]:

Select this key to set a password for opening the PDF files. You can specify a password by pressing [Password to Open a Document].

The encrypted PDF files cannot be opened without entering the password.

[Permission to Open a Doc.]:

Press [Password to Open a Doc.] → enter the password → press [OK].

Re-enter the password for confirmation on the Confirm screen → press [OK].

[Password Required to Change Permiss.]:

Select [Password Required to Change Permiss.] to set a password for printing or editing the PDF file. When selecting this key, you can specify detailed settings, such as [Allow Printing], [Allow Changes], and [Enable Accessibility, Copy, Extraction of Images]. Set the password in [Permission Password].

If [Password Required to Change Permiss.] is set, the encrypted PDF files cannot be printed or edited without entering the password.

[Permission Password]:

Press [Permission Password] → enter the password → press [OK].

Re-enter the password for confirmation on the Confirm screen → press [OK].

<Allow Printing>:

Press the Allow Printing drop-down list → select whether to allow printing of the PDF files. You can select this setting only if [Password Required to Change Permiss.] is set to 'On'.

  • [Do Not Allow]: Printing is not allowed. (Even if [Do Not Allow] is selected, the document can be printed if it is opened with the permission password if other users are using Adobe Acrobat 5 or earlier.)
  • [Allow (Low Res. only)]: Only low-resolution printing is allowed. ([Allow (Low Res. only)] is displayed only if [High (128-bit RC4)/Acrobat 5.0 and later] or [High (128-bit AES)/Acrobat 7.0 and later] is selected.)
  • [Allow]: Printing is allowed.

<Allow Changes>:

Press the Allow Changes drop-down list → select whether to allow changing of the PDF files. You can select this setting only if [Password Required to Change Permiss.] is set to 'On'.

  • [Do Not Allow]: Changing of documents is not allowed.
  • [Insert, Delete, or Rotate Pages]: Inserting, deleting and rotating pages is allowed. ([Allow (Low Res. only)] is displayed only if [High (128-bit RC4)/Acrobat 5.0 and later] or [High (128-bit AES)/Acrobat 7.0 and later] is selected.)
  • [Add Digital Signatures]: Adding digital signatures is allowed. ([Allow (Low Res. only)] is displayed only if [High (128-bit RC4)/Acrobat 5.0 and later] or [High (128-bit AES)/Acrobat 7.0 and later] is selected.)
  • [Add Comments and Digital Signatures]: Adding comments and digital signatures is allowed.
  • [Changes but Comment Add/Page Extract.]: Changing of documents except for adding comments and extracting pages is allowed. ([Changes except Comment Add/Page Extract.] is displayed only if [Low (40-bit RC4)/ Acrobat 3.0 and later] is selected.)
  • [Changes but Page Extraction]: Changing of documents except for extracting pages is allowed.

[Enable Accessibility, Copying, Extraction of Images]:

You can select this setting only if [Password Required to Change Permiss.] is set to 'On'.

If [Low (40-bit RC4)/Acrobat 3.0 and later] is selected, you can select this setting. Select this key to allow copying of images and page extraction. In addition, it also has a function for reading aloud text inside a document for the visually impaired.

If [High (128-bit RC4)/Acrobat 5.0 and later] or [High (128-bit AES)/Acrobat 7.0 and later] is selected, [Enable Copying and Extraction of Image and Text] and [Enable Access for the Visually Impaired] are displayed and you can set these settings separately.

  • If you did not enter a password in [Password to Open a Doc.] or [Permission Password], enter the password in the screen that appears after pressing (Start).
  • You cannot set the same password for both [Password to Open a Doc.] and [Permission Password].
  • [Password to Open a Doc.] and [Permission Password] are displayed as asterisks (********) on the Encrypted PDF screen.
  • Even if you set restrictions for a PDF file with [Permission Password], some of these restrictions may be ignored if other users open the PDF with certain software.
  • To open or print a PDF file, software that supports the PDF format (such as Adobe Reader/ Adobe Acrobat) is required.
  • To change a PDF file or to enable copying and extraction of images, Adobe Acrobat is required.
  • Adding digital signatures and comments, and the ability to insert, delete, and rotate pages are features of Adobe Acrobat.
  • If Use Asterisks to Enter Access No./Passwords in System Settings (from the Additional Functions screen) is set to 'Off', the password that you enter on the Password Required to Open a Document screen and the Permission Password screen is not displayed as asterisks.(See "Security.")
  1. Press [OK].
  1. Press (Start).
  • To cancel the settings, press [File Format] → [Encrypt PDF] → [Cancel].

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