Why and how to redact a PDF.

Keep your data and metadata safe before you share PDF files with the redaction tools in Adobe Acrobat Pro DC. 

A person working on redacting a PDF on their computer

Make sure private information stays private.

 

Whether you’re running a business or just managing personal documents, you’ll sleep better at night if you take a few extra steps to protect sensitive content before you share electronic documents

           

With Acrobat Pro DC, you can easily black out credit card numbers, social security numbers, addresses, and other personal details in forms you share electronically. This is especially helpful to ensure safe communication between businesses and customers, medical providers and insurance companies, schools and students, and of course, law firms and courts.

 

In addition to text and images, PDFs contain data about the data they contain, or metadata, like the name of the author of the document, the document description, keywords, and dates and times of creation or modification. A PDF might also contain elements like JavaScript that can change and unexpectedly modify the formatting. All of this is info you might want to keep private. By removing it when you apply redactions, you can ensure your PDF is safe and your formatting is consistent.

Example of a redaction in a PDF file

How to redact sensitive information in Acrobat Pro DC.

 

With the Redact tool in Acrobat, you can permanently remove text and graphics from your PDF document. Make a copy of your PDF so you don’t accidentally lose something you want to keep and follow these steps to select text or images and redact them. 

 

 

1.

 

Select Tools › Redact.

 

 

2.

 

Use the crosshair to draw rectangles over the text or images you want to permanently remove from the PDF. (Type Command+Z on a Mac or Control+Z on a PC to undo any mistakes.)

 

 

3.

 

Optional: If you don’t want a black box, select your preferred redaction marks. Click the drop-down menu next to the Redact Text & Images box, and select Redaction Tool Properties. Pick outline and fill colors for the redacted area, or click Use Overlay Text. Add custom text in the field, choose from US Privacy Act and FOIA codes, or import new codes. Click OK when you have your selections.

 

 

4.

 

Click Apply. A pop-up will appear warning you that once you click OK, the redacted information will be permanently deleted and you won’t be able to retrieve it. 

 

 

5.

 

In the same pop-up window, select whether you want to remove the hidden data and metadata as well. Sanitize the PDF by leaving the toggle button on. (Read more about sanitizing documents below.)

 

 

6.

 

Click OK to apply the redactions.

 

 

7.

 

Save as a different file name to avoid overwriting the original PDF.

Screenshot of redacting content in a PDF file

Remove every instance of a word or phrase.

 

US courts require that mentions of Social Security numbers, names of minor children, dates of birth, and financial account numbers be redacted in legal filings. You can make quick work of these redactions with the Find Text tool in PDFs that contain searchable text.

 

     

1.

 

Select Tools › Redact › Redact Text & Images.

 

 

2.

 

Click the drop-down menu and choose Find Text & Redact.

 

 

3.

 

In the Search dialog box, search the current PDF or all PDFs in another location.

 

 

4.

 

Pick your preference:

 

  • Single word or phrase 

 

Just type the word or phrase in the text field. 

 

  • Multiple words or phrase

 

Search multiple words or phrases. Select Words, type each word in the New Word Or Phrase text field, and click Add. (You can also import a text file with the list of words or phrases to search for.)

 

  • Patterns 

 

Search for patterns like phone numbers, credit card numbers, email addresses, Social Security numbers, or dates. Choose one of the available patterns. You can change the language version of the patterns by clicking Edit › Preferences on a PC or Acrobat › Preferences on a Mac.

 

 

5.

 

Click Search & Remove Text.

 

 

6.

 

Click the plus sign (+) next to the document name to see all occurrences of the word or phrase, and select all.

 

 

7.

 

Click Apply to remove the items marked for redaction. The items aren’t permanently removed from the document until you save it, and you can save the file with a different name to avoid overwriting the original file. 

Business colleagues working on sanitizing their documents

Sanitize your documents.

 

When you sanitize PDF files, you remove all visible and hidden sensitive information so your PDF is free from content you want to keep private. 

 

The removed information might include metadata, embedded content, attached files, scripts, hidden layers, embedded search indexes, stored form data, comments and annotations, hidden data from previous document saves, obscured text and images, unreferenced data, links, actions, JavaScript, and overlapping objects. 

 

Sanitize your document in the final step of the redaction process above, or just follow these quick steps:

 

 

1.

 

Choose Tools › Redact.

 

 

2.

 

Click Sanitize Document in the top toolbar. 

 

 

3.

 

Choose to selectively remove hidden information or remove all by clicking OK.

 

 

4.

 

Choose Save As… and save the file with a different name to avoid overwriting the original.

 

 

Add redaction and other security measures to your workflow.

 

By redacting portions of your PDFs, you can make sure sensitive information never slips through the cracks. Whenever you have to convert a Microsoft Word, Excel, or other file format into a PDF, you can take that step to redact information before you share.

 

You can also password-protect your PDFs and prevent any copying or editing of your original file. With Acrobat Pro DC, you’ve got all the tools you need to keep your sensitive information safe.

 

Put redaction tools into action

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