Office of Information Technology

Adobe Acrobat Pro Licenses

Overview

The University of Alaska System has a total of 430 concurrent Adobe Acrobat Pro licenses, meaning only 430 Adobe Acrobat Pro applications can be open at any given time. Recently, during peak usage times, this limit has been reached. Currently, users will be notified with the following prompts should concurrent use licensing be at its maximum. This is by design and these are not error messages.

KeyAccess Prompts

Queue: Waiting for an Available License

Reserve a License When One is Available

Changing the Default Application for PDF Files

OIT has created tools to easily change what application is used to open PDF files on your computer. In an effort to try to reduce wait times to use Adobe Acrobat Pro, OIT is asking you to change your default application for opening PDF files.

Windows 7

The following steps are for computers managed by OIT through the UA Domain.

  1. Open the Start Menu
  2. Search for "Software Center" and open it.
  3. Select "PDF association - Set to Adobe Reader"
  4. Click the "Install" button.

Windows 8

The following steps are for computers managed by OIT through the UA Domain.

  1. Search for "Software Center" and open it.
  2. Select "PDF association - Reset defaults"
  3. Click the "Install" button.
  4. After the installation completes, the next time you open a PDF file you will be prompted to set the default application for opening PDF files.
    1. Select Adobe Reader from the list of available applications.

Mac OS X

The following steps are for Macs managed by OIT through OIT Self Service.

  1. Open "OIT Self Service.app" from your "Applications" folder.
  2. Login using your UA Username and Password.
  3. Click the "SET" button for "PDF association to Adobe Reader" or "PDF association to Preview" depending on your preference.
    1. Preview.app comes with Mac OS X, and provides basic PDF functions.
    2. If Adobe Reader is not installed on your computer, you will not be presented with the Adobe Reader option.

Instructions for Manually Changing the Default Application

If your computer is not managed by OIT through the UA Domain (Windows), or OIT Self Service (Mac OS X), then below are instructions for manually changing the default application for PDF files.

 

Workarounds for Adobe Acrobat Pro Features

Creating PDF Files Without Using an Adobe Acrobat Pro License

Print to PDF (Windows)

These instructions assume that you have already changed your default PDF application to Adobe Reader.

  1. Open the document you would like to turn into a PDF.  If you need to extract pages from an existing PDF, review the "Splitting PDF Files Using PDFsam" instructions below.
  2. Go to the File menu and select Print.
  3. Change the printer to "Adobe PDF" and click "OK."
  4. In the "Save PDF File As" window, name your PDF, and choose where to save it, and click "Save."
  5. Once the PDF has been created and saved, it will automatically open in Adobe Reader.
    1. If your default PDF application is still Adobe Acrobat Pro, you may be receive the KeyAccess prompt indicating you are in line, however, your PDF has been created and saved.

Print to PDF (Mac OS X)

  1. Open the document you would like to turn into a PDF.  If you need to extract pages from an existing PDF, review the "Splitting PDF Files Using PDFsam" instructions below.
  2. Go to the File menu and select Print.
  3. Click on "PDF" in the lower left of the print options, and select "Save as PDF ..."

PDFsam - Splitting and Merging PDF Files

PDFsam basic is a free and open source, platform independent software (Windows & Mac OS X) designed to split, merge and rotate pdf files.

To download PDFsam please visit: http://www.pdfsam.org/download/

Splitting PDF Files Using PDFsam

PDF Split And Merge is a free and open source software to split and merge PDF documents.

How to begin the Split Process with PDFsam:

  1. Open the Start Menu
  2. Search for "PDF Split and Merge" and open it.
  3. In the left hand pane underneath "Plugins"
  4. Select Split 

PDF Split And Merge is a powerful software tool that will help you split your PDF documents. With its flexible options, it can perform PDF split ranging form the simplest (each page) to more complex and specific needs.

PDF Split

If you simply want to split a pdf document without bells and whistles, select the pdf documents you want to merge by dragging them on the selection table or using the “Add” button and select one of the following self explaining options:

 

Advanced pdf split
If simple pdf split is not enough, PDF Split And Merge offers advanced options you can use for a more sophisticated split type.

  • You can split your document after some page number you can define (Ex. after page 2 and 10)
  • Split your pdf documents every “n” pages (Ex. every 5 pages)
  • Split at a give file size
  • Split at a given bookmarks level (Ex. you can split and eBook in chapters by selecting the chapters bookmarks level)

Prefix
Complex prefix is a powerful and flexible option that will help you to drive the name of the pdf documents generated by the split function. This is particularly useful when many files are generated (Ex. bursting a 100 pages document) and has many switches you can play with to decide the output name (Ex. 001_filename.pdf, 002_filename..).

Fill the remaining options to tell PDF Split And Merge where you want the resulting files to be created and click “Run”.

A friendly “Ding” sound will tell you that your pdf document has been splitted

Merging PDF Files Using PDFsam

PDF Split And Merge is a free and open source software to split and merge PDF documents.

How to begin the Merge Process with PDFsam:

  1. Open the Start Menu
  2. Search for "PDF Split and Merge" and open it.
  3. In the left hand pane underneath "Plugins"
  4. Select Merge / Extract 

PDF merge

Select the PDF documents you want to merge by dragging them on the selection table or using the “Add” button, move them up or down if you want to combine them in a different order and set the range of pages if you want to merge a subset of the document:

Select the files to merge

Fill the remaining options to tell PDF Split And Merge where you want the merged file to be created and click “Run”.

A friendly “Ding” sound will tell you that your PDF documents have been merged.

Moving Forward Using Adobe Acrobat Pro

For the times that you need to use other features in Adobe Acrobat Pro here are a few tips for managing the shared license.

OIT continues to evaluate options to provide a better user experience for Adobe Acrobat Pro. UA technology support groups and end-users should stay tuned for future changes.

Opening Files in Adobe Acrobat Pro.

If Adobe Acrobat Pro isn't open:

  1. Right-click on the PDF file to edit
  2. Click on "Open with," and select Adobe Acrobat Pro.

If Adobe Acrobat Pro is already open:

  1. Click on the File menu and select Open.
    1. This prevents you from waiting in line if you already have Adobe Acrobat Pro open.

Waiting in Line for a License

Almost half of the current licenses are used for less than a minute; most people are reporting waiting less than 20 minutes for a license.  OIT is aware this is an inconvenience.  Please be patient as we work with the University community to find workarounds and lower Adobe Acrobat Pro usage.  Please contact us to discus your workflow and potential workarounds or alternatives.

While waiting, keep an eye out for the KeyAccess prompt to reserve a license, then open Adobe Acrobat Pro.

To help out the University Community, please close Adobe Acrobat Pro once you have completed your work.

 

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