PDF files are widely used for sharing invoices, reports, forms, eBooks, agreements, certificates, and other important documents. One of the main advantages of PDF is that the creator can control how the document is used. For example, a PDF can be configured to prevent users from copying text, editing content, commenting, or printing the document.

If you have opened a PDF and found that the Print option is disabled or the document does not print, the file may have printing restrictions enabled. This does not necessarily mean that the PDF is damaged. In many cases, the document has permission settings that prevent printing.

Fortunately, if you are the document owner or have permission to modify the file, you can change its security settings and allow printing in a PDF file. This guide explains why printing may be disabled and several ways to enable it.

What Does “Printing Not Allowed” Mean in a PDF?

A PDF can contain security permissions that control what a reader can do with the document. One of these permissions determines whether the file can be printed.

When printing is restricted, you may notice symptoms such as:

• The Print option is unavailable or disabled.
• Your PDF reader displays a message saying printing is not allowed.
• The document opens normally, but nothing happens when you try to print.
• The print permission appears as “Not Allowed” in the PDF's security settings.
• You can view the document but cannot create a physical copy.
• Some PDF viewers may allow the Print command to appear but prevent the printing process.

These restrictions are generally controlled by the PDF's permissions settings, rather than by your printer.

Why Is Printing Disabled in a PDF?

There are several reasons why a PDF owner may disable printing.

1. Printing Restrictions Were Applied

The creator may have deliberately restricted printing to prevent unauthorized physical copies of the document.

2. The PDF Is Password Protected

PDF security can use different types of passwords. A document may have an owner password, which controls permissions such as printing, copying, editing, and commenting.

3. The Document Contains Sensitive Information

Organizations may restrict printing for confidential reports, contracts, financial documents, internal records, or proprietary information.

4. The PDF Was Distributed With Usage Restrictions

Some publishers, institutions, and online services distribute PDFs with restrictions that limit printing or other operations.

5. The Printing Permission Is Set to “Not Allowed”

The PDF's security configuration can specifically define whether printing is allowed. If it is set to “None” or “Not Allowed,” standard PDF readers may prevent printing.

Important: Only remove or change PDF restrictions when you own the document or have authorization from the document owner.

How to Check Whether Printing Is Restricted

Before trying to change anything, verify whether the PDF actually has a printing restriction.

You can check the security properties using a PDF reader that provides document security information.

In Adobe Acrobat or another compatible PDF application:

1. Open the PDF.
2. Go to the document's Properties or Document Properties.
3. Open the Security section.
4. Look for the Printing permission.
5. Check whether printing is listed as Allowed or Not Allowed.

If printing is listed as “Not Allowed,” the document has a print restriction.

If printing is already allowed but you cannot print, the problem may be related to the PDF viewer, printer configuration, permissions on your computer, or the PDF itself.

How to Allow Printing in PDF File Using Adobe Acrobat

If you have the necessary password or authorization to change the document's security settings, Adobe Acrobat can be used to modify the PDF's permissions.

The exact interface can vary between Acrobat versions, but the general process is similar.

Steps to Allow Printing in PDF Using Adobe Acrobat

Step 1: Open the PDF

Launch Adobe Acrobat and open the restricted PDF.

Step 2: Open Document Properties

Go to File > Properties and open the Security tab.

Step 3: Check Security Method

Look at the security method applied to the document. If the PDF is protected using password-based security, you may need the appropriate password to change its permissions.

Step 4: Change the Security Settings

Select the option that allows you to modify the document's security settings.

Step 5: Enable Printing

Locate the Printing permission and change it from Not Allowed to an appropriate printing option, such as low-resolution or high-resolution printing, depending on the available settings.

Step 6: Confirm the Changes

Apply the changes and save the PDF.

Step 7: Test the Document

Close and reopen the PDF, then select Print to verify that printing is now available.

Limitation of This Method

Adobe Acrobat may require the appropriate security credentials to change restrictions. Simply opening a password-protected PDF does not necessarily give you permission to change its security settings.

How to Allow Printing in PDF File Online 

Another option is to use an online PDF protection or restriction-removal service. These services generally work through a web browser, so you do not have to install desktop software.

The general process is:

1. Open an online PDF tool.
2. Upload your restricted PDF.
3. Allow the website to process the document.
4. Remove the applicable printing restriction.
5. Download the resulting PDF.
6. Open the new PDF and check the printing permission.

Limitations of Online PDF Unlockers

Although online tools are convenient, they may not be appropriate for confidential documents.

Potential concerns include:

• The PDF must be uploaded to a third-party server.
• Upload and processing time depends on your internet connection.
• File-size restrictions may apply.
• Some services limit the number of documents you can process.
• Advanced PDF security may not be supported.
• Confidential business or personal documents may not be suitable for uploading.

For sensitive documents, an offline desktop application can be a more suitable option because the PDF can be processed locally on your computer.

How to Enable Printing in PDF - Try Automated Tool

For users who need an offline solution, SysTools PDF Unlocker can be used to remove PDF restrictions that prevent printing, copying, editing, and other operations.

The application is designed to process protected PDF files without requiring the document to be uploaded to an online service. Now, follow the steps to enable the printing in PDF: 

1. Download the aforementioned software on your PC.
2. "Add Files or Folders" to upload the necessary PDF files. 
3. Navigate to Save and then, Change to browse the folder. 
4. Finally, hit the Unlock button to remove the protection. 

Final Thoughts

Knowing how to allow printing in PDF files is useful when a document opens normally but its printing function has been disabled. The first step is to determine whether printing is restricted through the PDF's security settings or whether the problem is caused by your printer or PDF reader. Among all the methods, SysTools mentioned software is secure and highly recommended for the uses.