MC1017119 - Microsoft OneDrive: Protect PDF with Password on OneDrive for web

Updated March 5, 2025: We have updated the content. Thank you for your patience.

SharePoint Premium users can now secure their PDF files by adding protection that restricts unauthorized access through OneDrive Web. This feature allows you to set an open password, which is required to access the PDF, or an owner password, which sets permissions for actions such as printing or editing the document. This ensures your files remain secure and only accessible to authorized individuals

This message is associated with Microsoft 365 Roadmap ID 482193.

When this will happen:

Targeted Release: We will begin rolling out early March 2025 and expect to complete by mid-March.

General Availability (Worldwide, GCC, GCC High, DoD): We will begin rolling out mid-March 2025 and expect to complete by early April 2025 (previously late March).

How this will affect your organization:

• Before this rollout: Users cannot setup passwords to protect their PDF files. 
• After this rollout: Users can set a User Password to protect the PDF from being opened by non-authorized users or set Owner Password to grant certain operations like printing, copying, or modifying the content.

To set up an open password:

1. Open a PDF you have saved in OneDrive or SharePoint document library,

2. Click the lock icon located at the top left of the screen

3.Under Security, enter matching passwords. 

4. Click Save as to password protect this document,

5. Choose the location where you want to save the file and click Save here. 

6. A notification will appear at the bottom of the screen, indicating that a new file has been successfully saved. 

To set up an owner password:

1. Open a PDF you have saved in OneDrive or SharePoint document library, 

2. Click the lock icon located at the top left of the screen,

3. Under Protection, check the Grant permissions box.

4. Under Grant permission, check the box for the permissions you want to allow on this document.  What you need to do to prepare:

5. Type matching owner passwords and then click Save as to set permissions for this document,

6. Choose the location where you want to save the file and click Save here, 

7. A notification will appear at the bottom of the screen, indicating that a new file has been successfully saved. 

This rollout will happen automatically by the specified date with no admin action required before the rollout. You may want to notify your users about this change and update any relevant documentation. 

FAQ

Will password protection overwrite my current PDF?

No, we currently only allow the "Save as" option, so the original PDF will remain intact.

Can I see the same permission set on the same PDF document using other apps?

Yes, users are able to view the same permission settings, and the same restrictions are applied when they view the PDF within OneDrive and SharePoint.

Are Microsoft Syntex users getting charged for this feature?

Microsoft Syntex users can use password protection without any additional charge.

What you need to do to prepare:

Note: Some users may see this feature before other users within your organization. Password protection is only available for SharePoint Premium licensed users; non-SharePoint Premium users will not see this feature.