Setting Passwords for PDF Files

When saving image data as PDF files, you can set Document Open passwords for the PDF files.

Once you set a password for a PDF file, the password-protected PDF files cannot be opened by anyone except the person who knows the password. When scanning private or confidential documents, you can protect important information by setting a password for the saved data.

ATTENTION
  • When you use the Quick Menu, you cannot set passwords to scanned documents.
  • If a password is specified for a created PDF/A file, it does not conform to PDF/A-1b.
  • When one of the following is selected from [Application] in the [Application] tab on the ScanSnap setup window and a password is specified for a PDF file, the book image correction cannot be performed from the selected application.
    • ScanSnap Organizer
    • Scan to Rack2-Filer Smart
    • Scan to Magic Desktop
  1. In the ScanSnap setup window, select the [File option] tab, and select [PDF (*.pdf)] from the [File format] drop-down list. Then click the [Option] button.
    ScanSnap Setup Window
    • The [PDF file format option] window appears.
  2. Select the [Set a password for PDF file] checkbox.
    PDF file format option
    HINT

    When one of the following is selected from [Application] in the [Application] tab on the ScanSnap setup window and the [Set a password for PDF file] checkbox is selected, a message appears.

    • ScanSnap Organizer
    • Scan to Rack2-Filer Smart
    • Scan to Magic Desktop

    Read the message, and click the [OK] button to close the message.

    • To set a different password per scan

      Clear the [Use a fixed password] checkbox.

      You can set a different password per scan.

      PDF file format option
      HINT

      After the settings have been done, the following window appears when you scan a document.

      ScanSnap Manager (Enter password)

      Type in the same password in the [Password] and [Confirm] fields, and then click the [OK] button.

      If you click the [Cancel] button, the PDF file is saved without a password.

    • To use a preset password
      1. Select the [Use a fixed password] checkbox.

        The same password is set for all PDF files. You do not have to set a password every time a document is scanned.

        PDF file format option
      2. Type in the same password in the [Password] and [Confirm] fields.
        PDF file format option
  3. Click the [OK] button to close all the windows.
ATTENTION

It is not possible to open a PDF file if you forget the password.

HINT

The following characters can be used to set passwords:

  • Max. characters: Up to 16 characters
  • Alphanumeric characters: A to Z, a to z, 0 to 9
  • Symbols: ! " # $ % & ' ( ) * + , - . / : ; < = > ? @ [ \ ] ^ _ ` { | } ~