Microsoft Adds Password Protection for PDFs in OneDrive Web App

This new password protection feature will give users a simple way to safeguard sensitive documents.

Published: Feb 27, 2025

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Key Takeaways:

  • OneDrive web users will soon be able to protect their PDF files with Passwords.
  • Users will be able to set passwords easily through the Security and Protection sections in the OneDrive toolbar.
  • This feature will be generally available by late March.

Microsoft is set to release a new update for the OneDrive web app that will allow users to secure their PDF files with User and Owner Passwords for enhanced protection and control. This new feature ensures that sensitive documents remain accessible only to authorized users while preventing unauthorized modifications or misuse.

Currently, the OneDrive web app doesn’t offer password protection for PDF files. This means that anyone with access can open, edit, or share them freely. Without password protection, sensitive information could end up in the wrong hands, allowing unauthorized users to copy, print, or modify the content.

With this update, OneDrive web users can protect their PDF files in two ways: User Password and Owner Password. A User Password restricts access, ensuring only authorized users can open the file. Meanwhile, an Owner Password gives the file owner control over actions like printing, copying, and editing.

“The User Password is required to open and view a PDF file. The Owner Password is used to set operation permissions on a PDF file, such as allow printing, copying, or modifying the content. This enhancement provides an additional layer of security for sensitive documents, ensuring that only authorized individuals can access the content,” Microsoft explained.

How to use the password protection feature in the OneDrive web app

To use the password protection feature, Microsoft OneDrive users will need to follow the steps mentioned below:

  • Open the PDF file, navigate to the upper left toolbar and then click the Set password button.
  • Head over to the Security section to set the User Password.
  • Go to the Protection section to set the Owner Password.

Microsoft will start rolling out this update to OneDrive web users next month. This feature is expected to become generally available to all customers worldwide by late March.

In related news, Microsoft plans to remove the EEU sharing permission from the root site and default document library in OneDrive for Business. This change aims to improve data protection and prevent unauthorized access within organizations.

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