Encrypting PDF Files

This mode enables you to encrypt PDF files that you send to an e-mail address or file server for enhanced security.
If you set a password for a PDF file, only users who enter the correct password can open, edit, or print the file.

For information on the optional products required to use this function, see "Optional Products Required for Each Function."

IMPORTANT
This mode can be used only if an e-mail address or file server is specified as the destination. If you specify a fax number, or I-fax address as the destination, you cannot send the job as an encrypted PDF file.

Press [Scan and Send] → specify the destination → press the file format button.

Select [PDF] → press [Set Details].

Press [Encrypt] → specify the setting as necessary.

Encryption Level	Select the PDF version to set the encryption level for. You can select one of the following: [Acrobat 3.0 or Later/40-bit RC4] [Acrobat 6.0 or Later/128-bit RC4] [Acrobat 7.0 or Later/128-bit AES] [Acrobat 9.0 or Equivalent/256-bit AES]* [Acrobat 10.0 or Equivalent/256-bit AES] * Appears only if you select [Acrobat 9.0 or Equivalent] in [256-bit AES Settings for Encrypted PDF] in [Function Settings] (Settings/Registration).(See "Changing the PDF Encryption Level from Acrobat 10.0 or Equivalent to Acrobat 9.0 or Equivalent.")
Password Required to Open a Document	Select this key to set a password for opening the stored file.
Password to Open a Doc.	Set the password required for opening the document.
Password Required to Change Permiss.	Select this key to set a password for printing or editing the scanned PDF. If you select this key, you can specify the settings such as <Allow Printing>, <Allow Changes>, and [Enable Accessibility, Copy, Extraction of Image/Text].
Permission Password	Set the permission password for the document.
Store Password	If [Password Required to Open a Document] or [Password Required to Change Permiss.] is set to 'On', the password is stored. If a password is already stored, it can be recalled by pressing [Encrypt] in [File Format]. This item is displayed when you are logged in using User Authentication authentication.

NOTE
[Acrobat 9.0 or Equivalent/256-bit AES] for <Encryption Level> appears only if you select this item for [256-bit AES Settings for Encrypted PDF] in [Function Settings] (Settings/Registration). (See "Changing the PDF Encryption Level from Acrobat 10.0 or Equivalent to Acrobat 9.0 or Equivalent.") Adobe Acrobat 6.0 or later is required for opening PDF files whose encryption level is set to [Acrobat 6.0 or Later/128-bit RC4]. Adobe Acrobat 7.0 or later is required for opening PDF files whose encryption level is set to [Acrobat 7.0 or Later/128-bit AES]. Adobe Acrobat 9.0 or later is required for opening PDF files whose encryption level is set to [Acrobat 9.0 or Equivalent/256-bit AES]. Adobe Acrobat 10.0 or later is required for opening PDF files whose encryption level is set to [Acrobat 10.0 or Equivalent/256-bit AES]. If you set [Password Required to Open a Document], the encrypted PDF files cannot be opened without entering the password. If you set [Password Required to Change Permiss.], the encrypted PDF files cannot be printed or edited without entering the password.

NOTE

[Acrobat 9.0 or Equivalent/256-bit AES] for <Encryption Level> appears only if you select this item for [256-bit AES Settings for Encrypted PDF] in [Function Settings] (Settings/Registration). (See "Changing the PDF Encryption Level from Acrobat 10.0 or Equivalent to Acrobat 9.0 or Equivalent.")

Adobe Acrobat 6.0 or later is required for opening PDF files whose encryption level is set to [Acrobat 6.0 or Later/128-bit RC4].

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

Adobe Acrobat 9.0 or later is required for opening PDF files whose encryption level is set to [Acrobat 9.0 or Equivalent/256-bit AES].

Adobe Acrobat 10.0 or later is required for opening PDF files whose encryption level is set to [Acrobat 10.0 or Equivalent/256-bit AES].

If you set [Password Required to Open a Document], the encrypted PDF files cannot be opened without entering the password.

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

To set detailed document permissions:

Press [Set Details].

Specify each setting → press [OK].

Allow Printing	[Do Not Allow]: Printing is not allowed. Even if you select [Do Not Allow], the file can be printed if it is opened with the permission password in Adobe Acrobat 5 or earlier. [Allow (Low Res. Only)]: Only low-resolution printing is allowed. (Appears only if you select [Acrobat 6.0 or Later/128-bit RC4], [Acrobat 7.0 or Later/128-bit AES], [Acrobat 9.0 or Equivalent/256-bit AES], or [Acrobat 10.0 or Equivalent/256-bit AES].) [Allow]: Printing is allowed.
Allow Changes	[Do Not Allow]: Changing of files is not allowed. [Insert, Delete, or Rotate Pages]: Inserting, deleting, and rotating pages are allowed. (Appears only if you select [Acrobat 6.0 or Later/128-bit RC4], [Acrobat 7.0 or Later/128-bit AES], [Acrobat 9.0 or Equivalent/256-bit AES], or [Acrobat 10.0 or Equivalent/256-bit AES].) [Signature Field Signing]: Adding digital signatures is allowed if there is already a signature field in the PDF. (Appears only if you select [Acrobat 6.0 or Later/128-bit RC4], [Acrobat 7.0 or Later/128-bit AES], [Acrobat 9.0 or Equivalent/256-bit AES], or [Acrobat 10.0 or Equivalent/256-bit AES].) [Commenting and Signature Field Signing]: Adding comments, and adding a digital signature to a signature field (if there is already a signature field in the PDF) are allowed. [Changes but Add Comments/Extract Pg.]: Changes to the document are allowed, except for adding comments and extracting pages. (Appears only if you select [Acrobat 3.0 or Later/40-bit RC4].) [Changes but Extract Pages]: Changing of files except for extracting pages is allowed.
Enable Accessibility, Copy, Extraction of Image/Text	Select this to allow copying of images and page extraction for the scanned file. In addition, it also has a function for reading aloud text inside a document for the visually impaired. (Appears only if you select [Acrobat 3.0 or Later/40-bit RC4].) If you select [Acrobat 6.0 or Later/128-bit RC4], [Acrobat 7.0 or Later/128-bit AES], [Acrobat 9.0 or Equivalent/256-bit AES], or [Acrobat 10.0 or Equivalent/256-bit AES], [Enable Copying and Extraction of Images/Text] and [Enable Access for the Visually Impaired] are displayed, and you can set these settings separately.

IMPORTANT
If you did not enter a password in [Password to Open a Doc.] or [Permission Password], enter the password in the screen that appears when you press (Start). You can store the settings for encrypted PDF files in your Favorite Settings. If you do not want to set passwords for [Password to Open a Doc.] and [Permission Password] in [Favorite Settings], leave the passwords blank. If you recall Encrypted PDF settings from [Previous Settings], the password is not recalled, and [Password to Open a Doc.] and [Permission Password] become blank. You cannot set the same password for both [Password to Open a Doc.] and [Permission Password]. Even if you set restrictions for a PDF file with [Permission Password], some of the restrictions may be ignored if the reader opens the PDF with certain software. You can only store a password when you log in using User Authentication. If you do not log in using User Authentication, [Store Password] does not appear. One password can be stored for each user. If you enter a new password when a password is already stored, the existing password is overwritten. If you leave [Password to Open a Doc.] or [Permission Password] empty, the stored password is erased. If you log in using User Authentication when all of the following conditions are true, multiple passwords may exist. In this case, a message confirming whether or not to use the password stored in [Store Password] may appear. Press [Yes] to use the password stored in [Store Password]. Press [No] to use the password stored in Favorite Settings. A password is stored in [Store Password]. An encrypted PDF file is stored in Favorite Settings The encrypted PDF file is recalled and sent from Favorite Settings If you recall Encrypted PDF settings from [Previous Settings] when logging in using User Authentication, you can recall and set stored passwords also.

IMPORTANT

If you did not enter a password in [Password to Open a Doc.] or [Permission Password], enter the password in the screen that appears when you press

(Start).

You can store the settings for encrypted PDF files in your Favorite Settings. If you do not want to set passwords for [Password to Open a Doc.] and [Permission Password] in [Favorite Settings], leave the passwords blank.

If you recall Encrypted PDF settings from [Previous Settings], the password is not recalled, and [Password to Open a Doc.] and [Permission Password] become blank.

You cannot set the same password for both [Password to Open a Doc.] and [Permission Password].

Even if you set restrictions for a PDF file with [Permission Password], some of the restrictions may be ignored if the reader opens the PDF with certain software.

You can only store a password when you log in using User Authentication. If you do not log in using User Authentication, [Store Password] does not appear.

One password can be stored for each user. If you enter a new password when a password is already stored, the existing password is overwritten.

If you leave [Password to Open a Doc.] or [Permission Password] empty, the stored password is erased.

If you log in using User Authentication when all of the following conditions are true, multiple passwords may exist. In this case, a message confirming whether or not to use the password stored in [Store Password] may appear. Press [Yes] to use the password stored in [Store Password]. Press [No] to use the password stored in Favorite Settings.

A password is stored in [Store Password].

An encrypted PDF file is stored in Favorite Settings

The encrypted PDF file is recalled and sent from Favorite Settings

If you recall Encrypted PDF settings from [Previous Settings] when logging in using User Authentication, you can recall and set stored passwords also.

NOTE
To set digital signatures when [Password Required to Change Permiss.] is set, set [Allow Changes] to [Changes but Extract Pages].

Press [OK] → [OK] → [OK].

NOTE
If fax or I-fax destinations are specified, after you press (Start) a message appears indicating that the send job was cancelled. Press [OK] → check the destinations.

NOTE
You cannot set encrypted PDF files in the following cases: If [Auto (OCR)] is set to 'On' (See "File Name.") If you set [Apply Policy] (See "Applying a Policy.") If [Format PDF to PDF/A] is set to 'On' (See "Formatting PDF Files to PDF/A.")