Using Acrobat Standard 6.0 in a Document Review Cycle
September 08, 2003
Acrobat Standard can play an effective role in streamlining your document review cycle. You can distribute a PDF document to an audience of reviewers, and you can receive comments back in the form of notes, text, sound files, stamps, files, drawing markups, and text markups added to the file. You can track the review process and then collate the comments and compile them in a single file for easier viewing.
In this sample lesson, you'll learn how to do the following:
Manage, create, and respond to comments
Change the appearance of comments
Summarize and print comments
Export and import comments
Create custom stamps to apply to your PDF documents
Windows users may need to unlock the lesson files before using them.
About the Review Process
There are several ways to use Acrobat Standard in a review process depending on the formality of the review, the number of people involved, the interactivity of the review process, and the access of reviewers to a common server.
The simplest and least formal way to send a PDF document for review is to open the document that you want to have reviewed and click the Email button () on the Acrobat toolbar. Acrobat automatically launches a new message window in your default email application and attaches the PDF document that you have open. All you have to do is provide the email addresses of the recipients and type a message for your reviewers.
Reviewers receive the entire PDF file and can return comments to you as an FDF file (see the section on "Exporting and importing comments"), or they can return the complete, annotated PDF file. You'll look at this review process in this lesson.
TIP: On Windows, you set your default email application in the Programs tab of the Internet Options panel or the Internet Properties panel of the Windows Control Panel. On Mac OS, you set your default email application in the Email tab of the Internet System Preferences.
If you want more control over the review process -- for example, if you want to track several documents that are being reviewed, send reminder messages to reviewers, or invite additional reviewers to join the process -- you can use the File Send by Email for Review command to set up an email-based review. While an email-based review is easy to set up, the management tools it offers are powerful. With this process, the PDF file is packaged in a way that automatically opens the commenting toolbars for the recipients, opens the How To window on commenting topics, and provides instructions for returning comments. You'll see this process in action if you have time to work through the "Exploring on your own" section at the end of this lesson.
This process is particularly helpful if you are working with reviewers who are new to the commenting process. For more information, see the section on "Setting up an email-based review."
If all your reviewers have access to a shared server, you can set up a browser-based review in which reviewers can review and respond to each other's comments interactively. The browser-based review process is available only to Windows users. For more information, see "Setting up a browser-based review (Windows only)" in the Complete Acrobat 6.0 Help.
Opening the Work File
First you'll work with a poster for the Chamberg winery. This poster, which is ready for a final review, was sent as a simple email attachment to just a few colleagues. You'll examine comments that reviewers have added to the poster and add several of your own comments before sending the annotated poster off to the designer.
Start Acrobat Standard
Choose File > Open. Select Poster.pdf in the Lesson08 folder, and click Open. Then choose File > Save As, rename the file Poster1.pdf, and save it in the Lesson08 folder.
Working with Comments
Acrobat Standard's comment feature lets you attach comments to an existing document. These comments can be in the form of notes, text, sound files, stamps, application files, drawing markups, and text markups. Multiple reviewers can comment on and incorporate their comments into the same review version. And if you put your document on a shared server, your colleagues on Windows can simultaneously review and add comments from within their Web browsers.
Opening the Commenting Toolbars
You add comments to a PDF document using tools on the Commenting toolbar and the Advanced Commenting toolbar. The Commenting toolbar contains the Note tool, the text editing tools, the Stamp tool, and the text markup tools. The Advanced Commenting toolbar contains the drawing tools, the Text Box tool, the Pencil tool, the Pencil Eraser tool, and the file attachment tools.
Click the Review & Comment button on the Acrobat toolbar to open the Commenting toolbar. Be sure to click the Review & Comment button and not the arrow next to the button.
Now click the arrow next to the Review & Comment button, and choose Advanced Commenting Toolbar from the menu to open the Advanced Commenting toolbar.
You can leave the two toolbars floating or you can dock them in the toolbar area.
Looking at Other Reviewer's Comments
Click the Comments tab to display the Comments window. The Comments tab is at the bottom left of the Acrobat window.
A list of comments associated with the open document appears. By default, the list is sorted by page. You can sort the list by a variety of criteria, including type, author, and date. You'll resort the list by author.
Click the Sort By button () on the Comments window toolbar, and choose Author. Click OK to close the Showing and Sorting Comments message box.
Click the plus sign next to the author jo to expand the comments for that reviewer. Then click the plus sign next to the author Lisa to expand the comments for that reviewer.
Use the scroll bar at the right of the Comments window to scroll down the Comments window, and click the first yellow note listed under jo to highlight that comment on the page. You can read the comment in the Comments window. You can also display the contents of a comment automatically when your mouse rolls over the comment icon in the document pane.
Move your pointer into the document pane and position it over the highlighted comment. The text of the comment should be visible.
TIP: If you edit the text associated with a comment in the Comments window, the text in the comment in the document pane is updated automatically.
Now you'll look at the preferences that control how comments behave.
Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select Commenting in the left pane. You can also open the Preferences dialog box by clicking the Show button () on the Commenting toolbar, and choosing Commenting Preferences.
These Commenting preferences control how comments appear, whether pop-ups open automatically, and authoring options.
When you have finished reviewing the options, click Cancel to exit the Preferences dialog box without making any changes.
Now you'll examine the different types of comments that appear on the page and the different colored notes.
Double-click the blue note on the page to open the note.
Reviewers can easily customize the appearance of their comments.
Click the close box at the top of the note window when you have finished reading the note.
Comments in the form of stamps, drawing markups, and text markups can also have notes associated with them. As with notes, double-clicking the comment opens the associated note window.
Except for text markups (highlighting, underlining, and cross-outs), comments can be easily moved around on a page. Drag any comment and release it when it is in the desired location.
Now you'll look at some text mark-ups.
Use the right scroll bar in the Comments window to scroll down until you see the last two comments from jo. Both are text insertions. Click the plus sign for the first text insertion. (You can also click in the text of the comment in the Comments window to select a comment in the document pane.) The comment is highlighted with a contrasting square on the poster, but it is difficult to read in the Fit Page view that the document opened in.
Select the Zoom-In tool () and drag around the last paragraph of text in the document pane to enlarge it. Now you can clearly see the text insertions.
Select the Hand tool (), and double-click the insertion carat to open the associated note.
Take a few minutes to review the rest of the comments. Double-click on any comment or annotation to open it. When you're finished, close all the note windows and click the Fit Page button.
TIP: You can search for text in a comment using the Search Comment command on the toolbar of the Comments window. Clicking the Search Comments button (), opens the Search PDF window where you can enter your search string. Any comments containing the search string are highlighted in the Results window. The first search result is highlighted in the document window and in the Comments window.
Soon you'll add a variety of your own comments to this document and respond to the existing comments, but first you'll customize your note style.
Setting the Appearance of Notes
You set the appearance of notes in either the Appearance tab of the Properties dialog box or in the Properties toolbar. The Properties toolbar is unusual in that its contents change depending on the tool selected. The name of the toolbar also changes to reflect the name of the tool selected. In this section, you'll use the Properties toolbar to change the appearance of your notes.
Choose View > Toolbars > Properties Bar. If you didn't dock or move the Commenting and Advanced Commenting toolbars, you may need to reposition the Properties toolbar so that it doesn't hide either of the other toolbars.
Drag the Properties toolbar by its title bar so that it doesn't hide either of the commenting toolbars.
Click the Note tool () on the Commenting toolbar to show the properties in the Note Tool Properties toolbar that you can change for notes.
Now you'll change the color of your notes.
On the Note Tool Properties toolbar, click the arrow next to the color square and choose a color from the color palette. We chose teal.
TIP: Reviewers often use the same color for all their annotations, mark-up, and drawing tools. Now you'll change the icon associated with the Note tool.
Click the Icon button () on the Note Tool Properties toolbar, and select an image to associate with the Note tool. We chose the Star.
Click the Opacity button () on the Note Tool Properties toolbar, and set the opacity of the note icons. We chose 60%.
If you want to keep the current tool selected after you have added a comment, click the check box next to the Keep Tool Selected option. (The option is on when the check box contains a check mark.) Because we're adding different types of comments, we chose not to select this option.
TIP: You can change the color associated with any text edit tools, any markup tools, or any drawing tools using the Properties toolbar. Select the tool whose color you want to change and then use the Properties toolbar to change the color. You must change the color associated with the tool before using the tool. To apply the color change to all subsequent uses of the tool, use the tool in the document pane and then right-click (Windows) or Control-click (Mac OS) on the tool or mark-up and choose Make Current Properties Default from the context menu.
Changing the Author Name for Comments
You cannot change the author name from the Properties toolbar. You can only change the author name in the General tab of the Properties dialog box, but first you must change the Commenting preferences to turn off the option to use the log-in name as the author name.
Click the Show button () on the Commenting toolbar, and choose Commenting Preferences.
In the Making Comments section of the Commenting Preferences dialog box, click the check box to turn off the Always Use Log-In Name for Author Name option in the commenting preferences. (The option is off when the box is empty.) Then click OK to close the Preferences dialog box and apply your change. Now you'll change the author name.
With the Note tool () selected, click anywhere on the poster to add a note.
Right-click (Windows) or Control-click (Mac OS) on the title bar of the note, and choose Properties from the context menu.
Click the General tab, and enter your author name. We entered Doug as the author.
Now that you've set the color, opacity, icon, and author name for your notes, you'll make these the default properties. If you don't make these the default properties, your new setting will apply only to the current note and not to any subsequent notes that you add.
Right-click (Windows) or Control-click (Mac OS) on the note icon or on the title bar if the note is open, and choose Make Current Properties Default from the context menu.
Choose File > Save to save your work.
When you are finished with this lesson, you should be sure to reset the appearance and author information for your notes to better suit your needs.
TIP: To change the properties of any object, right-click (Windows) or Control-click (Mac OS) the object, and choose Properties from the context menu.
Exporting and Importing Comments
As you have seen, the poster has been reviewed by several different reviewers. One reviewer, however, has placed comments in a separate copy of the poster. You'll export this reviewer's comments from a separate copy of the poster and place them in a Forms Data Format (FDF) file. You'll then combine the comments in the FDF file with the existing comments in the poster.
TIP: If you review a document and need to email the review comments to someone, it is usually easier to export your review comments to an FDF file and simply email the FDF file. Because the FDF file contains just the comments, it is much smaller then the annotated PDF file.
Choose File > Open. Select Review.pdf, located inside the Lesson08 folder, and click Open. This file contains an orange note adjacent to the poster title.
Choose Document > Export Comments.
Name the file Comments.fdf, and save it in the Lesson08 folder.
Choose File > Close to close the Review.pdf file without saving any changes.
Now you'll import the comments from the Comments.fdf file into the Poster1.pdf file, so that you have all the comments in a single document. First take a moment to compare the size of the Comments.fdf file and the Review.pdf file in the Lesson08 folder. The Comments.fdf file is approximately 2 KB, whereas the Review.pdf file is approximately 1.1 MB. (File size may vary depending on the platform you are working on.)
With the Poster1.pdf document active, choose Document > Import Comments.
Select Comments.fdf, located in the Lesson08 folder, and click Select. Click Yes to close the message box.
If necessary, click the Comments tab to reopen the Comments window.
Scroll to the top of the Comments window.
The Comments window now lists comments from Eamon, as well as those from other reviewers.
Click the plus sign next to the name Eamon to expand the Comments window, and then click the note icon in the Comments window to refocus the view of the poster in the document pane and highlight Eamon's note.
The imported comment appears in the correct location on the page.
Choose File > Save to save the Poster1.pdf file.
TIP: You can also import comments directly from one PDF document to another. In the PDF document that you want to consolidate comments in, choose Document > Import Comments. Choose Acrobat PDF files for Files of Type (Windows) or Show (Mac OS), and select the file from which you want to import comments. Click Select to import the comments directly without creating an FDF file.
Exporting Adobe PDF comments to a Word document (Windows only)
In some instances, reviewers make comments in an Adobe PDF document that was created from a Microsoft Word 2002 document in Windows XP. If you need to make changes to the Word document based on these comments, it may be easier for you to import the comments directly into the Word document, rather than switching back and forth between the Word document and Acrobat. You can either export the comments from the PDF document in Acrobat, or you can import the comments from the PDF document into Word. See "Adding comments to a Word document," "Tips for exporting comments to a Word document," and "Selecting which comments to import" in the Complete Acrobat 6.0 Help.
Replying to Comments
Before you add comments of your own, you'll use the Reply command to respond to the existing comments. First you'll reply to Eamon's note that you just imported.
Double-click on the orange note in the document pane to open it. Eamon would like to have color applied to the text to soften it, but the poster is running over budget as is, so you'll decline to implement Eamon's suggestion.
Click the Set Status button (), on the Comments window toolbar, and choose Rejected from the menu.
The status of the comment is recorded in the Comments window. Now you'll explain your decision to Eamon.
Click the Reply button () in the Comments window toolbar.
You'll enter your reply in the note box that opens automatically in the Comments window.
Type in your reply. We typed in, "I agree that a color would be great, but unfortunately adding a color to the text would take us over budget. Let's keep this in mind for the next run."
Click the Comments tab to close the Comments window.
Your reply to Eamon's comment is opened automatically with a note at the bottom indicating one reply.
Click on the "1 reply" label.
A toolbar is displayed below the note, indicating that comment 2 of 2 is displayed. You can display Eamon's comment by clicking the Previous Comment button ().
Click View All in this toolbar to open the Comments window and display both the initial note and your response.
TIP: You can set the status of a comment without creating a reply.
When you're finished, close your note. Closing the note also closes the associated toolbar.
Now you'll deal with the comment about the capitalization of the names of wines.
In the Comments window, scroll down to view the three Pencil comments applied by Lisa, and click the pencil icon to select any one of the comments.
Click the Reply button on the Comments window toolbar.
Click in the text box to create an insertion point, and enter your response. We entered, "We need to use initial capitals for all wine names. Please be sure that the source text file for this poster is also corrected. I've attached a copy of the source file for you." (You'll learn how to attach the source file later in this lesson.)
You can also add text formatting to your notes. In this case, you want to emphasize that the source text file needs to be updated. You can only add text formatting to a comment in an associated note text box; you cannot add text formatting in the Comments window.
In the document pane, double-click the pencil comment that you replied to. If necessary, click the Next Comment button () in the toolbar associated with the note to access your reply.
Click in the note text box between the first and second sentences, and then drag to select the entire second sentence.
In the Pop-up Text Properties toolbar, choose the desired text formatting. We choose Italic () and Underline (). Click outside the text selection to see the effect of the fomatting.
If you don't see the Pop-up Text Properties toolbar, choose View > Toolbars> Properties Bar.
You can continue exploring the options available through the Comments window to expand and collapse comments, browse through comments, delete comments, sort comments, print comments, and search comments. When you are finished, be sure to close all the comments boxes and save your work.
Click the Comments tab to close the Comments window, and close any open notes.
Choose File > Save to save your work.
As you saw in the earlier part of this lesson, you can easily add notes (the equivalent of sticky notes) to a document and respond to these notes. You can also mark up a document with the drawing tools, the Pencil tool, and the highlighting tools, and you can add text edit comments to indicate where text should be added, deleted, or replaced. You can add stamps, such as confidential notices, and you can even attach files and sound clips.
Marking up a document with text markup tools
You use the text markup tools in Acrobat Standard to emphasize specific text in a document, such as a heading or an entire paragraph. You can choose from the Highlighter tool, the Cross-Out Text tool, and the Underline Text tool. You can add a note associated with a text markup to comment on the text being emphasized. Text markups are saved as comments and appear in the Comments window.
You'll highlight text in the poster, and then add a note associated with the highlighted text.
Click the Fit Width button () on the Acrobat toolbar, and scroll down in the document pane until you can see the first paragraph of the poster.
Select the Highlighter tool () in the Commenting toolbar, and drag the I-beam to highlight the last sentence in the first paragraph. The sentence begins with, "The 2000 Noble Riesling ... ."
You can change the appearance properties of any of the tools, including the color of the highlight, in the Properties toolbar or in the Appearance tab of the Properties dialog box, as you did for the Note tool in "Setting the appearance of notes."
Select the Hand tool (), and double-click on the highlighted text to open a note.
Type in your message. We typed, "This sentence needs editorial help. At a minimum, replace the first 'and' with a comma."
Click the note's Close button to close the note.
Choose File > Save to save your work.
In this section, you'll use the text editing tools to indicate the required correction to a subheading on the poster, as suggested by one of the reviewers.
Click the Text Edits button () in the Commenting toolbar, and click just before the word GENERAL to create an insertion point in the second heading "WineMaker and General Manager." Drag to select the word "GENERAL." You may need to scroll down the page to see the heading.
Click the arrow next to the Text Edits button on the Commenting toolbar, and choose the Replace Selected Text tool.
The word is automatically struck out and a text box opens in which you type the replacement text.
In the Inserted Text box, type "VINEYARD".
Click the note's Close button to close the note. Now that you've made the correction to the heading, Lisa's note is no longer relevant so you'll delete it.
Deleting a Comment
You can easily delete unwanted comments from a document.
Using the Hand tool, move the pointer over the blue note. The contents of the note are displayed, so you're sure to select the correct note to delete.
Right-click (Windows) or Control-click (Mac OS), and choose Delete from the context menu.
Choose File > Save to save the Poster1.pdf file.
You've responded to several of the comments, and you can continue experimenting with this part of the lesson if you wish. You can create a thread of replies for any comment.
Now though, you'll move on to add a few more of your own comments to the poster before you send it off to the designer.
Adding a File Attachment
You use the Attach File tool in Acrobat Standard to embed a file at a specified location in a document so that the reader can open it for viewing. You can attach any type of file as a file attachment. To open an attached file, however, the reader must have an application that can recognize the attachment.
Several reviewers observed that the sentence construction and capitalization of the text of the poster needed attention. Unfortunately, the text for this poster was taken verbatim from another document. To ensure that the corrections are made in the source document, Expansion.doc, you'll attach that document to the poster.
Select the Attach File tool () in the Advanced Commenting toolbar.
Click in the blank space to the left of the poster heading.
In the dialog box, select Expansion.doc, located in the Lesson08 folder, and click Select. Be sure the Files of Type (Windows) or Show (Mac OS) option is set to All Files.
On the Appearance tab of the File Attachment Properties dialog box, select the Attachment icon to represent this type of file attachment. We used the Paperclip icon.
Click the Color button to select a color for the icon. We chose teal.
Click the General tab, and for Description, replace the file name with the following: Source file to be corrected. Then click Close.
A paperclip appears on the page.
Position your pointer over the paperclip.
The description of the file appears below the paperclip.
If you have the appropriate application installed on your system, you can open the file that you have just attached.
Double-click the paperclip to open the file. Click OK or Open to confirm that you want to open the file. When you have finished viewing the file, exit or quit the associated application.
Choose File > Save to save your work.
Marking up a document with drawing tools
Acrobat Standard's drawing tools let you emphasize a specific area of a document, such as a graphic or table. The Pencil tool creates a free-form line; the Pencil Eraser tool lets you erase any part of a drawing you have created.
The Rectangle tool creates a rectangular boundary, the Oval tool creates an elliptical boundary, and the Line tool creates a straight line between two specified points. The Polygon tool creates a closed shape with multiple segments, and the Polygon Line tool creates an open shape with multiple segments. You can add a note associated with a drawing markup to comment on the area of the page being emphasized. Drawing markups are saved as comments and appear in the Comments window.
You'll add a rectangle to the poster indicating where you would like to see the copyright notice attached, and then add a note associated with the rectangle.
Click the Fit Page button () so that you can view the entire poster.
Click the Rectangle tool () on the Advanced Commenting toolbar.
Drag to create a rectangle at the bottom of the poster, directly under the text column and the same width as the text column. This is where you want the designer to place the copyright notice.
Double-click the edge of the rectangle to open a note.
Type the note text as desired. (We typed the following: "Please place a copyright notice here.") Then close the note.
Choose File > Save to save your work.
At times you may want to display just the text of the notes so that you don't have to open each one individually to read it. You'll summarize the comments on the poster, compiling the text of all the notes in a new PDF document.
Choose Document > Summarize Comments.
The Summarize Options dialog box lets you choose how the summary will be displayed, whether to sort the summary of comments by page, author, date, or type, as well as whether to include all comments or only the comments currently showing. You can preview the display option by clicking the buttons in the Choose a Layout panel.
Click the Document and Comments with Connector Lines on Single Pages option. You'll use the default values for the other options.
Click OK in the Summarize Options dialog box.
A new PDF file named Summary of Comments on Poster1.pdf is created. This document displays the poster on the left side and the contents of the comments on the right, including the note label, and the date and time the comment was added to the file. Because the content of the comments exceeds one page, the poster page is displayed again on a second page with the remaining comments.
Choose File > Save As, rename the file Summary.pdf, and save it in the Lesson08 folder.
Choose File > Close and close the summary file.
When you looked at the summary of the comments, you may have noticed that one contains a typographical error -- author jo typed "hiphenation" instead of "hyphenation."
You'll use the spell checking feature to quickly spell check all the comments added to the poster.
In the Poster1.pdf file, choose Edit > Check Spelling > In Comments and Form Fields.
Any unrecognized text string is displayed in the Word Not Found text box. "hyphenation" is the suggested correction for "hiphenation".
Click Change to accept the correction.
Click Done to close the spell checking operation.
Choose File > Save, and save the corrected file in the Lesson08 folder.
When you print a PDF file that contains comments, you can print the file so that the comment icons print or you can hide all the comment icons.
Do one of the following:
To print the comment icons, choose File > Print, and choose Documents and Comments from the Print What menu in the Print dialog box. You'll see a preview of the print copy in the Print dialog box. Click Cancel to exit the Print dialog box without printing the file.
To print a summary of the comments, choose File > Print with Comments. In the Summarize Options dialog box, choose Comments Only and click Close or OK. In the Print dialog box, click Cancel to exit the Print dialog box without printing the comment summary.
You can also summarize the comments and print both the document and the summary. The options for printing comments are the same as the layout options in the Comment Options dialog boxthat is, printing comments on separate pages (with or without connector lines), printing comments on the same page with connector lines, and printing only comments. See "Summarizing comments."
Choose File > Close to close the file when you have finished looking at the print options.
Close the Commenting, Advanced Commenting, and Properties toolbars.
Exploring On Your Own: Custom Stamps
The commenting toolbar allows you to add stamps to your PDF document, as well as notes and text markups. Acrobat Standard provides a number of traditional stamps, but you can also create custom stamps.
Each illustration or graphic for a stamp must be on a separate page in a PDF file. Each stamp can be in a separate PDF file, or several stamps may be contained in one PDF file. We've provided a PDF file with two images that you can use for practice, or you can use your own artwork or photo images saved as PDF files. You can create custom stamps from any files in common graphic formats such as those created using Adobe Illustrator and Adobe Photoshop.
TIP: You can create stamps from supported image type files (JPEG, TIFF, BMP, PNG, etc.). The image files are converted to Adobe PDF automatically as you create the custom stamp.Be aware, though, that the image files must be sized correctly. You cannot resize the image once you have created a stamp. You can, however, fit the stamp within a rectangle that you drag with the stamp tool.
Creating a Custom Stamp
Open Acrobat Standard.
If the Commenting toolbar isn't open, choose View > Toolbars Commenting.
Click the arrow next to the Stamp tool (), and choose Create Custom Stamp from the menu.
In the Create Stamp dialog box, click the Select button and then click the Browse button to locate the image file that you're going to use to create the custom stamp. If you're creating a stamp directly from an image file (rather than a PDF file), be sure that you choose the appropriate file type from the Files of Type (Windows) or Show (Mac OS) menu. We selected the Stamps.pdf file in the Lesson08 folder.
Click Select, and preview the sample image. If the target file contains more than one image, use the scroll bar to select the image that you want to use as the stamp. Our target file contains three images. We chose to use the image on page 1.
Click OK to return to the Create Stamp dialog box.
Now you'll create a category for the stamp and give the stamp a name. The category name appears in the drop down menu associated with the Stamp tool on the commenting toolbar. The stamp name appears in the category name's submenu.
Enter a name for the category of your stamp. We used Chamberg.
Enter a name for the stamp. We used Confidential.
That's all there is to creating custom stamps.
Now you'll add your custom stamp to a document.
Applying a Custom Stamp
Open the Review.pdf file in the Lesson08 folder.
Click the arrow next to the Stamp tool (), and choose Chamberg > Confidential from the menu, and click the stamp image.
Use the Stamp tool to drag a rectangle on the document where you want the stamp to appear.
You can move the stamp by dragging it across the page of the document. You can resize the stamp by moving the pointer over a corner of the stamp until the pointer changes to a double-headed arrow, and then dragging the stamp out to the required size.
When you are finished, close Review.pfd without saving your work.
Exploring On Your Own: Email-based Reviews
An email-based review is easy to set up and yet gives you powerful tools for managing the review process. You can experiment with setting up an email-based review if you have an email address, a connection to the Internet, and a colleague to work with.
Setting up an Email-based Review
In this exercise, you'll email a PDF document to a friend for review and then receive the friend's comments.
You cannot email a PDF document to yourself as part of an email-based review unless you have at least two separate computer systems. The process will not work. You need to collaborate with a colleague to complete this part of the lesson.
In Acrobat Standard, choose File > Open, and open the Watermark.pdf file.
This is a new graphic that the winery is considering for use as a watermark or background image that will appear on all correspondence, invoices, etc. You're going to send out the file for review to a friend or a colleague.
Choose File > Send by Email for Review.
Enter your own email address in the message box, and click OK. This is the email address that will be used when reviewers return comments to you.
You are only required to enter your email address the first time you invoke the Send by Email for Review command.
Enter your colleague's email address in the To: box. You can enter as many addresses as your email application supports.
If necessary, scroll down the email message to read the entire message that is sent to reviewers along with the PDF file that is being reviewed. You can add a personal comment at the beginning or end of the message if you like, but we recommend that you don't change the instructions in the message. You might want to add an explanation of the document, the review timeline, and the criteria to be used in the review, for example.
Click Send (the location and name of the command that sends your email will vary with your email application), and follow any on-screen prompts to complete the email process.
Close the Watermark.pdf file, and exit or quit Acrobat Standard.
Participating in an Email-based Review
As a participant in an email-based review, your colleague will check their email.
Open the email application, and check the mail. Your colleague should have received a message with an .fdf attachment.
Read the email message, and double-click the attachment to open it.
When the file opens, a Document Status dialog box explains the process.
TIP: A document that is part of an email-based review will have a document status icon at the left of the status bar. Clicking this icon will open the informational Document Status dialog box.
After reading the message, click Close to close the dialog box. Acrobat Standard opens with the How To window open to give novice users help in participating in an email review. The Commenting toolbar also opens automatically.
Have your colleague add a note or two to the file, and then save the file to the desktop.
Click the Send Comments button on the Commenting toolbar. Acrobat automatically opens the default email application and attaches the document to a pre-addressed and pre-written email message. (Your colleague will email the file back to you. Your email address should be the default address.)
Click the Send button in the email application and follow any on-screen prompts.
Close and save the Watermark.pdf file.
Receiving Review Comments
Now you'll check your email again to see what your colleague has sent to you.
Check your email. You should have received the reply with a file attached.
Double-click the .fdf attachment. You're advised that the comments have been added automatically to your master file. Acrobat automatically opens the PDF file on your system and adds the review comments to it.
Double-click the original copy of the PDF file that you sent for review (Watermark.pdf) to open it. The reviewers comments are attached automatically.
Again, the How To window opens to display the appropriate information. Each time you open an email reply to your request for review, comments will be added to your master file.
If you receive more than one reviewed file, you will be asked if you want to open this copy or a tracked PDF. Click the Open Tracked PDF to consolidate review comments into one document.
Managing Email-based Reviews
In Acrobat Standard, click the arrow next to the Review & Comment button on the Acrobat toolbar, and choose Track Reviews.
The Review & Comment pane opens on the right of your screen.
In the Review & Comment pane, make sure that All is selected from the Review Tracker Show menu. All is selected when it has a check mark next to it.
All your email-based review documents are listed.
Select the Watermark.pdf file in the listing. Details of the email-based review are displayed in the lower part of the pane.
If you had sent the PDF file to more reviewers, all would be listed in this pane, along with when review comments were received.
You can open the master file for an email-based review by selecting the file in this panel and clicking the Open button (). Similarly you can remove a file from the email-based review process, by selecting the file name and clicking the Remove button ().
The Manage menu contains several commands that make contacting reviewers easy.
When you're finished exploring the commands available, choose File > Close, and save and close the PDF file.
It is difficult to reproduce the rich experience of using the email review feature without a group of participants. We encourage you to experiment with this feature when you have a document to review with your colleagues.
There are several ways to send a PDF file for review. With the PDF file that you want to have reviewed open, do one of the following:
Click the Email button on the Acrobat toolbar.
To set up a more structured review, Choose File > Send by Email for Review.
On Windows, if all your reviewers have access to a common server, choose File > Upload for Browser-Based Review.
You can consolidate comments into one PDF file by exporting the comments from each copy of the PDF file to an FDF file and then importing all the FDF files into one PDF file. Or you can import the comments directly from the PDF files using the Document > Import Comments command. Comments must be imported from identical copies of the PDF files or they will import incorrectly.
To change the author name on a note (or any note associated with a comment) you must first change the Acrobat Commenting preferences so that the system log-in name isn't used automatically for authoring comments. Then you can change the note's properties in the General tab of the Note Properties dialog box. Finally, you make the current note's properties the default values if you want to continue using the new author name.
When you start a review process using the Send by Email for Review process, the reviewer receives a copy of the PDF file along with instructions on how to complete the review and ready access to the How To window displaying related topics. A Send Comments button is added to the Commenting toolbar to facilitate return of the review comments. As the initiator of the review process, you can automatically consolidate all review comments as you open the documents returned by the reviewers. You also have access to a powerful set of review management tools.
This is a sample lesson from "Adobe Acrobat 6.0 Standard Classroom in a Book," re-published with expressed permission of Peachpit Press/Adobe Press as part of our collaborative book promotion and contest. Lesson 8 is titled "Using Acrobat Standard 6.0 in a Document Review Cycle." There are several supplementary files to download if you want to complete the exercises described in this six-part lesson. Peachpit Press is also offering this book and others on Acrobat/PDF at a special price to members of the global Planet PDF community.
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.