Tips & Tricks

Streamline your PDF review process



Use Adobe Acrobat 6.0 Standard or Professional to streamline the review process for your Microsoft Word documents. When you email your document as an Adobe PDF file, reviewers can comment without modifying the original. And twenty different types of comments -- from notes to drawings -- give reviewers additional flexibility, so they can communicate their thoughts clearly. If you're using Word (included in Microsoft Office XP), you can even import the comments directly into Word, incorporating text edits automatically and displaying other comments next to the content they refer to.

Document review

  1. Save the Word file as a PDF document.

    In Word, click the Convert to Adobe PDF button on the toolbar to create the PDF document. PDFMaker saves the PDF document in the same folder as the original Word document, with the same name and a PDF extension.

    Alternatively, in Windows, you can right-click the Word document on the desktop or in Windows Explorer, and then choose Convert to Adobe PDF.

PDF Maker

  1. Email the PDF document for review.

    Open the PDF document in Acrobat 6.0 Standard or Professional. On the toolbar, choose Review & Comment > Send by Email for Review. Enter your email address, if prompted, and click OK. In the Send by Email for Review dialog box, enter the reviewers' email addresses. You can modify the subject and message, if appropriate, and then click OK. You may need to switch to your email application to finish sending the message. Reviewers can open the attached file in Acrobat 6.0 Standard or Professional, add comments, and click Send Comments to return their comments to you.

    Using this process, reviewers send you a comments-only file, with a file size much smaller than that of the Adobe PDF document you created. Smaller files travel more easily over the Internet, and take up less hard disk space. This is especially valuable if you're working with a very large PDF file or have many reviewers.

Review and comment menu

  1. Open the comments files in Acrobat.

    When reviewers return their comments, double-click the file attachments in the email messages to open the comments-only files in Acrobat. Acrobat opens the original PDF file and imports the comments automatically.

    To see how many reviewers have responded, choose Review & Comment > Track Reviews from the toolbar. Once the comments have been imported into the PDF file, you can show or hide comments, change their status, browse through them, change their appearance, or reply to individual comments using the Comments List.

Review Tracker

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Adding a PDF Stamp Comment

OK, so you want to stamp your document. Maybe you need to give reviewers some advice about the document's status or sensitivity. This tip from author Ted Padova demonstrates how to add stamps with the Stamp Tool along with related comments.