Save a Word Document as a Password-Protected PDF

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Word can save a document as a PDF that asks for a password before it opens, with no extra software. It's a few clicks in the Export screen, using the Encrypt the document with a password option.

WhereFile → Export → Create PDF/XPS → Options
Works inWord for Windows (Microsoft 365, 2021, 2019, 2016)
CostFree, built in

Steps

  1. File → Export → Create PDF/XPS.
  2. In the Publish as PDF or XPS box, click Options…
  3. Tick Encrypt the document with a password and click OK.
  4. Type the password twice and click OK.
  5. Choose the folder and name, and click Publish.
Word's Export screen with Create PDF/XPS
The Publish as PDF or XPS dialog with the Options button
Options dialog with Encrypt the document with a password ticked
Encrypt PDF Document dialog asking for the password twice

Opening the PDF

Anyone opening the file is asked for the password. A wrong password shows an error and the file stays closed.

PDF reader asking for the password
Message for a wrong password

Remove the password

If you know the password: open the PDF, choose Print, pick Microsoft Print to PDF as the printer and save the new file. The copy has no password.

Print dialog with Microsoft Print to PDF selected

Things to know

  • The password must be 6 to 32 characters.
  • Keep the original Word file. If you forget the password, Microsoft can't recover it.
  • The password stops people opening the file, but anyone who knows it can copy or print the content. For extra restrictions you need a PDF editor such as Adobe Acrobat.
  • To protect the Word file itself instead, use File → Info → Protect Document → Encrypt with Password.

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