Encrypting PDF Files - Canon imageRUNNER ADVANCE 6075/6065/6055 e-Manual

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 a password is set for a PDF file, only users who enter the correct password at the other party's machine can open, print, or change the received PDF.

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 a fax address, I-fax address, or mail box is specified as the destination, you cannot send the job as an encrypted PDF file.

NOTE
You cannot set the encrypted PDF file with the same settings as the following file format. Document Name (OCR) When [Format PDF to PDF/A] is set to 'On' in Generate File in Common in Function Settings (Settings/Registration)

Place your originals and specify the destination → press the File Format button.

Press [PDF] → [Set Details].

If [Set Details] is not displayed, press [Encrypt] on the File Format screen → proceed to step 4.

Press [Encrypt].

Specify each setting → press [OK].

<Encryption Level>:

Press the Encryption Level drop-down list → select [Low (40-bit RC4)/Acrobat 3.0 or Later], [High (128-bit RC4)/Acrobat 5.0 or Later], or [High (128-bit AES)/Acrobat 7.0 or Later].

Adobe Acrobat 5.0 or Later is required for opening PDF files whose encryption level is set to [High (128-bit RC4)/Acrobat 5.0 or Later].

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

[Password Required to Open a Document]:

Select this key to set a password for opening the received PDF files. You can specify a password by pressing [Password to Open a Doc.].

The received encrypted PDF files cannot be opened without entering the password.

[Password to Open a Doc.]:

Press [Password to Open a Doc.] → enter the password → press [OK].

Re-enter the password for confirmation on the Confirm screen → press [OK].

[Store Password] (If logging in using SSO-H):

Select [Password Required to Open a Document] → enter a password to open a document in [Password to Open a Doc.]. If a password is already stored, the stored password is recalled when [Encrypt] is pressed.

Press [Store Password] → [Yes].

[Password Required to Change Permiss.]:

Select [Password Required to Change Permiss.] to set a password for printing or editing the received PDF file. When selecting this key, you can specify detailed settings, such as [Allow Printing], [Allow Changes], and [Enable Accessibility, Copy, Extraction of Images/Text]. Set the password in [Permission Password].

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

[Permission Password]:

Press [Permission Password] → enter the password → press [OK].

Re-enter the password for confirmation on the Confirm screen → press [OK].

[Store Password] (If logging in using SSO-H):

Select [Password Required to Change Permiss.] → enter a password in [Permission Password]. If a password is already stored, the stored password is recalled when [Encrypt] is pressed.

Press [Store Password] → [Yes].

<Allow Printing>:

If [High (128-bit RC4)/Acrobat 5.0 or Later] is selected as the encryption level

Press the Allow Printing drop-down list → select whether to allow printing of the received PDF files. You can select this setting only if [Password Required to Change Permiss.] is set to 'On'.

[Do Not Allow]:	Printing is not allowed. Even if [Do Not Allow] is selected, the document can be printed if it is opened with the permission password if the recipient is using Adobe Acrobat 5 or earlier.
[Low Resolution Only]:	Only low-resolution printing is allowed. ([Low Resolution Only)] is displayed only if [High (128-bit RC4)/Acrobat 5.0 and later] or [High (128-bit AES)/Acrobat 7.0 and later] is selected.)
[Allow]:	Printing is allowed.

<Allow Changes>:

If [High (128-bit RC4)/Acrobat 5.0 or Later] is selected as the encryption level

Press the Allow Changes drop-down list → select whether to allow changing of the received PDF files. You can select this setting only if [Password Required to Change Permiss.] is set to 'On'.

[Do Not Allow]:	Changing of documents is not allowed.
[Insert, Delete, or Rotate Pages]:	Inserting, deleting and rotating pages is allowed. ([Insert, Delete, or Rotate Pages] is displayed only if [High (128-bit RC4)/Acrobat 5.0 or Later] or [High (128-bit AES)/Acrobat 7.0 or Later] is selected.)
[Add Digital Signatures]:	Adding digital signatures is allowed. ([Add Digital Signatures] is displayed only if [High (128-bit RC4)/Acrobat 5.0 or Later] or [High (128-bit AES)/Acrobat 7.0 or Later] is selected.)
[Add Comments and Digital Signatures]:	Adding comments and digital signatures is allowed.
[Changes but Add Comments/Extract Pages]:	Changing of documents except for adding comments and extracting pages is allowed. ([Changes but Add Comments/Extract Pages] is displayed only if [Low (40-bit RC4)/Acrobat 3.0 or Later] is selected.)
[Changes but Extract Pages]:	Changing of documents except for extracting pages is allowed.

[Enable Accessibility, Copy, Extraction of Images]:

You can select this setting only if [Password Required to Change Permiss.] is set to 'On'.

If [Low (40-bit RC4)/Acrobat 3.0 or Later] is selected, you can select this setting. Select this key to allow copying of images and page extraction. In addition, it also has a function for reading aloud text inside a document for the visually impaired.

If [High (128-bit RC4)/Acrobat 5.0 or Later] or [High (128-bit AES)/Acrobat 7.0 or Later] is selected, [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 after pressing . You can store the settings for encrypted PDF files in a favorite settings button. If you do not want to set a password for [Password to Open a Doc.] and [Permission Password] in a favorite settings button, leave their text boxes blank. If you recall the Encrypted PDF settings by pressing [Previous Settings], 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]. [Password to Open a Doc.] and [Permission Password] are displayed as asterisks (********) on the Encrypted PDF screen. Even if you set restrictions for a PDF file with [Permission Password], some of these restrictions may be ignored if the recipient opens the PDF with certain software. Passwords can only be stored if logging in using SSO-H. If SSO-H is not used when logging in, [Store Password] is not appeared. One password can be stored for each user. If a password is already stored, the password is overwritten when a new password is stored. If [Password to Open a Doc.] or [Permission Password] is left empty, the password already stored is deleted. If logged in using SSO-H: When sending a file after recalling the settings of the Encrypted PDF in the Favorite Settings, if there is already a password saved in [Store Password], a message confirming whether it is OK to use the password saved in [Store Password] instead of using the password registered in the Favorite Settings is displayed. If you select [Yes], the password saved in [Store Password] is used. If you select [No] the password registered in the Favorite Settings is used. When you recall the Encrypted PDF settings by pressing [Previous Settings], the password saved in [Store Password] can be recalled and set.

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 after pressing

. You can store the settings for encrypted PDF files in a favorite settings button. If you do not want to set a password for [Password to Open a Doc.] and [Permission Password] in a favorite settings button, leave their text boxes blank.

If you recall the Encrypted PDF settings by pressing [Previous Settings], 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].

[Password to Open a Doc.] and [Permission Password] are displayed as asterisks (********) on the Encrypted PDF screen.

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

Passwords can only be stored if logging in using SSO-H. If SSO-H is not used when logging in, [Store Password] is not appeared.

One password can be stored for each user. If a password is already stored, the password is overwritten when a new password is stored.
If [Password to Open a Doc.] or [Permission Password] is left empty, the password already stored is deleted.

If logged in using SSO-H:

When sending a file after recalling the settings of the Encrypted PDF in the Favorite Settings, if there is already a password saved in [Store Password], a message confirming whether it is OK to use the password saved in [Store Password] instead of using the password registered in the Favorite Settings is displayed. If you select [Yes], the password saved in [Store Password] is used. If you select [No] the password registered in the Favorite Settings is used.

When you recall the Encrypted PDF settings by pressing [Previous Settings], the password saved in [Store Password] can be recalled and set.

NOTE
To set the Reader extensions mode when [Password Required to Change Permiss.] is set, set [Allow Changes] to one of the following. [Changes but Extract Pages] [Changes but Add Comments/Extract Pages.] [Add Comments and Digital Signatures] To set the digital signature when [Password Required to Change Permiss.] is set, set [Allow Changes] to [Change but Extract Pages]. To open or print a PDF file, software that supports the PDF format (such as Adobe Reader/Adobe Acrobat) is required. To change a PDF file or to enable copying and extraction of images, Adobe Acrobat is required. Adding digital signatures and comments, and the ability to insert, delete, and rotate pages are features of Adobe Acrobat.

NOTE

To set the Reader extensions mode when [Password Required to Change Permiss.] is set, set [Allow Changes] to one of the following.

[Changes but Extract Pages]

[Changes but Add Comments/Extract Pages.]

[Add Comments and Digital Signatures]

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

To open or print a PDF file, software that supports the PDF format (such as Adobe Reader/Adobe Acrobat) is required.

To change a PDF file or to enable copying and extraction of images, Adobe Acrobat is required.

Adding digital signatures and comments, and the ability to insert, delete, and rotate pages are features of Adobe Acrobat.

Press [OK].

NOTE
If I-fax or mail box destinations are specified, the message telling you the send job is cancelled appears. Press [OK] → check the destinations. To cancel the settings, press File Format button → [Set Details] → [Encrypt] → [Cancel Settings] → [OK].