Use Preview, the Mac’s built-in PDF app: open the PDF, choose File > Export, then use Permissions to require a password to open the exported file. Export with a new name if you want to keep the original unchanged.
Add an opening password in Preview
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Open the PDF in Preview.
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Choose File > Export. To preserve the original without a password, enter a different name for the exported file.
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Click Permissions and select Require Password To Open Document.
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Enter the opening password, then enter it again to verify.
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In the Owner Password section, enter and verify an owner password. Apple says it can be the same as or different from the opening password.
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Choose which actions, such as printing or changing the document, are allowed without the owner password. Leave an action allowed if recipients should be able to do it without that password; leave it unselected to require the owner password.
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Click Apply, then Save.
Apple documents this workflow in its Preview password-protection guide. The guide is for macOS Tahoe; menu names or steps may differ in older macOS versions. Apple’s Preview User Guide provides version-specific documentation.
Opening password vs. owner password
| Control | What it does |
|---|---|
| Opening password | Requires the recipient to enter a password to open the PDF. |
| Owner password and permissions | Controls whether specified actions, such as printing or making changes, are allowed without the owner password. |
The passwords serve different purposes, even if you choose to make them identical. Give recipients the opening password if they need to open the file; share the owner password only when they need to perform an action that you restricted.
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Check the protected PDF before sharing
Close the exported PDF and open it again. Apple says the changes take effect the next time the PDF is opened; confirm that Preview asks for the opening password before you send the file.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What the Finder “Locked” setting does
Finder’s Locked checkbox is not a substitute for a PDF opening password. Apple describes it as preventing the file from being edited or deleted, while Preview’s PDF controls govern opening access and specified document actions.
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