PDF Printing and Copying Restrictions Explained

An open password stops anyone reading the PDF; an owner (permissions) password only restricts actions like printing, copying and editing.

PDFs can have two different passwords. An open password (also called a user password) is needed to view the file at all. An owner password (also called a permissions password) lets you open the file but restricts things like printing, copying text or editing. To lift the restrictions properly, you need the owner password.

The two passwords in plain terms

	Open (user) password	Owner (permissions) password
What you see	A password prompt before anything shows	The file opens, but Print or Copy is greyed out
What it protects	The whole contents, which are encrypted	Actions such as printing, copying, editing and commenting
Typical use	Bank statements, tax documents	Published reports, forms, contracts

Adobe describes the split the same way. A Document Open password is needed to open the PDF, and a permissions password restricts features such as printing, editing and copying (Adobe: Password security overview). qpdf's documentation adds an important detail: readers "apply security restrictions to files opened with the user password" and "allow security restrictions to be changed or overridden when files are opened with the owner password" (qpdf).

How restrictions are enforced

Restrictions depend on the PDF reader choosing to honour them. Adobe notes that its own products enforce them, but if third-party products don't support these settings, recipients may be able to bypass some or all of the restrictions (Adobe). So a permissions password is a polite "please don't" rather than a lock. It isn't a reason to ignore the author's wishes, though. If someone restricted copying, there's usually a reason, such as copyright or a contract.

Changing restrictions when you have the owner password

On Mac (Preview): open the PDF, choose File > Edit Permissions, and enter the owner password. You can then select the actions you want to allow without a password and click Apply (Apple: Password-protect a PDF in Preview on Mac). The same Permissions panel appears under File > Export if you want a fresh copy.

In Adobe Acrobat: Adobe's instructions for removing a permissions password ask you to type it into the Enter Password box (Adobe: How to remove a PDF password).

On the command line: qpdf with --password=OWNERPASSWORD --decrypt writes a copy with no encryption. Its documentation notes this option isn't meant for getting around restrictions that producers place on files (qpdf).

Your own documents with both passwords

Bank statements normally use only an open password. Once you've opened one, you can usually print and copy freely. If you created a PDF yourself in Preview or Acrobat and set both passwords, use the owner password to change permissions or to export an unrestricted copy.

To remove an open password from your own files, such as monthly statements, you can use Preview on a Mac or UnKey on iPhone, iPad or Mac. UnKey works offline and only works with passwords you already know.

When you don't have the owner password

• Ask the author or sender for an unrestricted copy, or for permission to print or copy.
• For a form you need to fill in, check whether filling is already allowed. Many restricted PDFs still permit form filling.
• For a work or legal document, assume the restriction is intentional.

Questions

Sources

• Adobe – Password security overview in Acrobat
• qpdf – Command-line options
• Apple – Password-protect a PDF in Preview on Mac
• Adobe – How to remove a PDF password

Formats can change. If a password doesn't work, check the email the document came with or contact the issuer. UnKey isn't affiliated with any bank, employer or authority named here.