Opening PDF’s on Malone University Computers

Have you ever attempted to open a PDF on one of the computers here at Malone? Many users need to access PDF’s for many reasons some users need to access PDF’s to complete a homework assignment. Others may need to open a PDF to complete a vital job task. As more and more of you use the computers here at Malone to view PDF’s you may be encountering an error that may look similar to this:

This is something that has been occurring more and more while using Adobe X and Windows 7 on public machines. Adobe has changed the way their program behaves and how it interacts with users in an environment such as ours. Adobe has made the action of initially opening the program equivalent to ‘accepting’ the End User Agreement. They require every user to do this action before using their program to view PDFs. Users that have not done this will either receive the above error, or the PDF simply will not open. After opening the program for the first time, users will not be prompted with that error, because they have essentially ‘agreed’ to Adobe’s terms. PDF’s will then open as they are supposed to by simply clicking on them. This ‘accept’ of the terms is tied only to the computer you are using at that moment in time. If you have to use a different computer you will need to ‘Agree’ to the terms again by opening the Adobe Acrobat X program.

This is a problem on the public machines because they are constantly used by many different users. In order to keep the computers functioning at a reasonable speed it is necessary to delete profiles that may have been on a computer but not used for a while. When the profiles are deleted, the next time a user signs in Adobe will not remember they ‘accepted’ their terms and yield the error again. So when you attempt to use a public machine it is a best practice to open Adobe Acrobat X before attempting to open any PDF’s. Users that have a Malone issued machine should not have to worry about this problem because that machine is being used on a daily basis, and does not run the risk of having any profiles deleted.

Unfortunately this problem is currently out of our hands, it is not a bug we need to wait for a fix to be created.  Adobe has designed their program to function this way, this is their desired result. Adobe has indicated this is how they would like to handle their programs moving forward, and they do not appear to be fixing this anytime soon. They do not view this as a problem and want to keep Adobe Acrobat X the way it is.

What Malone IT is doing to fix this problem

The good news is Malone Information Technologies Technical Support Specialists are currently testing an alternate PDF program to replace Adobe Acrobat. The new program that replaces Adobe should have much of the same functionality Adobe offers, but without the negatives Adobe is currently bringing to the table. The new program (Foxit PDF Editor) will start appearing on select computers across campus. Any feedback will be important to the decision process, so any problems or praises you have should be brought to the attention of the Help Desk.

Please direct any questions, comments, or concerns to Malone Information Technologies Help Desk. We can be reached via the phone (330.471.8428) or email ( 8 am – 6pm Monday through Thursday and 8 am – 5 pm on Fridays. The Help Desk’s walk-in office hours are 8 am- 5 pm Monday through Friday.

Update Friday

To provide a seamless user experience we have begun to push out updates in the background to make sure your Malone-owned computer stays up to date. This is typically done the second Friday of every month after Patch Tuesday. For those of you who don’t know Patch Tuesday is the second Tuesday of the month where Microsoft releases any updates to the Window’s Operating System (OS). These updates range from new language packs to vital changes on how the OS functions.  On Friday’s following Patch Tuesday we release the updates for all the computers on campus, along with other vital updates that effect day to day work for users. Common updates that are pushed out on Update Friday will be Adobe Flash, Java, Shockwave, VLC video player, and many more! Updates are pushed out late on Friday evening so they are not visible to the user until the following Monday.

In order to receive these vital updates users will need to keep their computers turned on when they leave the office on Friday. Laptop users will need to leave their computers on campus hardwired to the Malone network with the Wi-Fi off if they want to receive updates. In addition to leaving the computer turned on, laptop users will need to leave their computers turned on and the clam shell left in the open position. Users with questions on how to make sure their computer is properly connected, or left in the correct state may contact the Help Desk (330.471.8428 or and we can go over the process with you.

Along with doing your part to make sure that your computers get updated, we ask that you leave any public computers (Library stations, Labs, and Classrooms) turned on in observance of Update Friday. Leaving the classrooms turned on will help make sure the computers Faculty use to instruct are kept in working order, and provide for a better teaching experience reducing plug-in related problems in the classroom.

To allow everyone time to accommodate to our request we have pushed Update Friday back by one week this month. This means for the month of March we will not be releasing the updates until 3/21. Please see below for the update schedule for the next four months.

Update weekends for the next four months are scheduled for:

  • March 21
  • April 18
  • May 16
  • June 13

These dates are posted to the “IT outage calendar” in the “Information Technologies” tab of Malone Xpress.

Please direct any questions, comments, or concerns to Malone Information Technologies Help Desk. We can be reached via the phone (330.471.8428) or email (  8 am – 6pm Monday through Thursday and 8 am – 5 pm on Fridays. The Help Desk’s walk-in office hours are 8 am- 5 pm Monday through Friday.

-Malone University IT

Office 365 for Malone Students

Early in the month of February Malone IT sent out an email to students with details on how to download Office 365. Students please see below for links to several FAQ’s containing the procedure for downloading Microsoft Office to your machine. You will be able to install Office 365 on up to five personal machines. You will have access to Office 365 as long as you are a student at Malone.

If you encounter any problems, or are unable to complete the installation, please contact the Help Desk. We can be reached via phone (330.471.8428) or email ( We will do our best to assist you with any problems that may surface.

FAQ 312 Office 365 for Windows 7

FAQ 313 Office 365 for Windows 8

FAQ 314 Office 365 for Mac


SnapChat and Malone’s network

We saw a little chatter yesterday on twitter about Malone blocking SnapChat through our wifi. Please know that we did not! We received calls at the Help Desk yesterday around 10am and the issue was immediately reported to our Network personnel. Initial indications were that it was a problem with our web filter (we do filter the web, see FAQ112 for more information on what we do filter and why). Our senior network administrator had been on the phone with our filter vendor for several hours when, at around 4pm, snapchat began working again. No changes had been made to our filter before, during, or after the outage.

A quick Google search on “snapchat outage” brought us to this page:

that indicates a number of snapchat users were having trouble connecting to the service yesterday.

If you experience any trouble using our network, please contact us so that we can help you! We work to make sure that you have a highly available wired and wireless network. SO… #pleasecontactusbeforeyoubreakoutthetorches ! We can be reached via email at , via the web at or by phone at 330.471.8428. We are here to serve you, our customers!

Friday Tech Tip ‘Scheduling Assistant’ and ‘Available Meeting Times’

Hello Malone Faculty/Staff,


The tech tip this week has to do with using the ‘Scheduling Assistant’ feature when making a meeting in Outlook; as well as, using the ‘Available Meeting Times’ function in the Calendar application on a Mac. This is a great feature that allows you to see when any of your peers may already be in a meeting when trying to schedule a group event. This feature works best when the invitees are using Outlook/Exchange to manage their schedule.


FAQ 310 Scheduling Assistant for Microsoft Outlook


FAQ 311 Available Meeting Times in Mac Calendar application


Free Office 365 for Students, Faculty, and Staff coming soon!

Hello Students, Faculty, and Staff of Malone University:

We are pleased to announce that starting sometime in January, all current students and employees of Malone University will be able to download and install Microsoft Office 365 for free! This suite of applications will include:

  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • and more!

You will continue to be able to utilize the suite of applications as long as you are enrolled at or employed by Malone.

Note to Christmas Computer shoppers!: Make sure that you do NOT purchase Office when you buy the hardware!

Expect to hear more details about how to download and install in January.

A follow up to today’s Community Worship

Hello Folks:

I hope you were as inspired as I was at today’s, Wednesday 30 October 2013, community worship where Derek Melleby talked about integrating Christ into our ‘academic disciplines.’ If you missed it, you can view a recording of the gathering online below. Derek begins his part of the program around minute 14:

Derek mentioned quite a few Christians who are notably allowing their faith to shine, not in front of but through their professions. Here are a couple TED talks of those Christians that Derek Mentioned.




Tech Tip Cyber Security

The Tech Tip this week highlights best practices to protect yourself from being a victim of a Cyber-attack. This Tech Tip is something you can implement to both your Malone account and personal accounts. Today we will see around 250,000 new computer viruses and 30,000 new infected websites every day (see TED video below). The threat of cyber-attack is a real one and below are some steps you can take to protect yourself.

Best Practices to be protected from Cyber-attack:

  • Make secure passwords (minimum of 15 characters) consisting of letters, numbers, and symbols. Use a phrase or song lyric that is easy to remember. Long is better than complicated.
  • Make passwords different for each service you access, e.g., do not make your banking password the same as your Facebook log in or your Email log in.
  • Do not click on links in emails from people you do not know or from messages that you are not expecting from people that you know.
    • Be suspicious of any email addresses asking for personal information, e.g., the date of your birth.
      • Never ever give your password to anyone, the Malone University Help Desk will never ask you for your password. If you give out your password change it IMMEDIATLEY.
      • Any messages your Malone account receives that could be SPAM should be forwarded to the Help Desk (
    • If you put your mouse over a link in an email before you click it, you can see the web address. Make sure it does not look/sound/smell phishy.
  • Be careful which websites you visit.
    • Malone’s Web Filter blocks websites that are known sources of Malware. Please take caution if you bypass the filter when you think the website is safe.
    • Avoid clicking on any pop ups from websites

There is a large amount of information which you can use to protect yourself; a couple of places you could start are…

Tech Tip Library Barcode

You are able to find your library barcode on your student id, but some students do not have an ID card. The barcode is useful when accessing library resources, online databases, book reservations, etc. while off campus.

1) Go to and log into the Online Learning page

2) In the left corner of the screen you should see “Academics” and “Services”, please click “Services”.

3) On the left side of your browser window you will see a box that says “Online Services”, please click on “Library Services”

4) Your internet browser should go to the “Library Services” page and in the middle of the screen in red lettering you should see your library barcode.

Tech Tip: Guidelines for Sending Mass Emails

Hello All,

The Tech Tip for this week has to do with Guidelines for Mass emails and when an email should be sent to each distribution list. In short…


All community announcements are sent using this distribution list. Anyone who is a member of this list is able to post to it. Initially, all current members of the faculty and staff lists are assigned to this list. However, the choice is available to “opt out” if you so choose, by contacting the Help Desk and requesting to be removed from the community list.


Examples of “Community” list content:

  • Announcements (birth, marriage, etc.)
  • For Sale (tickets, pets, office supplies, etc.)
  • Giveaways (tickets, pets, office supplies, etc.)
  • Press Releases
  • Malone Sports Updates
  • Fine Arts Announcements (recitals, art displays, etc)


Faculty and Staff:

All current faculty (including adjuncts) are set up on the “faculty” list and all staff are set up on the “staff” list. This will help to ensure that all members of the lists are receiving the information necessary for their job responsibilities.


Examples of “Faculty” list content:

  • eBulletins
  • Senate and Committee Meeting Minutes.
  • Prayer Requests-Please be brief, remember to include the addresses for cards etc.
  • Campus Absences
  • Information updates from departments such as the Physical Plant, Registrar, Human Resources and Information Technologies


Examples of “Staff” list content:

  • Staff Fellowship Announcements and Newsletters
  • eBulletins
  • Prayer Requests- Please be brief, remember to include the addresses for cards etc.
  • Information updates from departments such as the Physical Plant, Registrar, Human Resources and Information Technologies


Sending emails to all students
Email messages can be sent to all students or to a particular sub-group of students such as all commuters.  In order to send the email it must first be approved by Student Development.  The procedure for submitting a message to be sent is as follows:

  1. Choose the appropriate group or sub group of Malone students using the guidelines listed in the following policy document (Please note this is only accessible by accounts). A PDF with Guidelines for sending Mass Emails to Student Groups attached to this blog post (SendingMassEmailstoStudentGroups), the document can be found on Malone Express under the Information Technology tab.
  2. Address your message and send it. The message can then be released to students by one of the moderators for the list to which you sent the message. Be sure to compose the message EXACTLY as you intend it to be seen by the students. Keep file attachments to a minimum, preferably less than .5MB (500kB).


For a full explanation of the guidelines please check out FAQ 87. For a tutorial in Best Practices for Sending Mass emails please check out FAQ 86. If you have any questions please contact the Help Desk via email ( or phone (330.471.8428).


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