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In Acrobat X Essential Training, author Anne-Marie Concepción demonstrates how to create, modify, review, and share PDFs in Adobe Acrobat X Standard or Pro. Starting with a tour of the new panels-based interface, the course covers the basics of the software, such as creating and customizing PDFs, searching, editing text and graphics, and extracting PDF content to use in other programs. Also included are tutorials on creating forms, inserting interactivity and rich media, using the prepress tools, combining PDFs with other types of files to create customized portfolios, and ensuring document security. Exercise files accompany the course.
Now let's try a different kind of automated review process from Adobe Acrobat; we'll try the Send for Shared Review. The shared review advantage is mainly that the recipients can not only see the PDF, comment on it, and send it back to the initiator, but they can also update the PDF that they're looking at on their computer with other people's comments who have already uploaded them. So it keeps everybody in the loop and people can reply to each other's comments, kind of like if everybody was in the same conference room, passing around the same PDF. Pretty neat.
So to start out, first I have my PDF open, and I am going to click for Send for Shared Review. It's says, "How do you want to collect the comments from your reviewers?" You have a couple of choices. You can use Acrobat.com, which is the free online service that has hooks into Adobe Acrobat, or if you have your own internal server, or you set up a network folder on your own computer, you could use that. We'll just stick with Acrobat.com for now. I am going to I click Next, and it reminds me to log on to Acrobat.com. I already have my Adobe ID.
So I'll say Sign In. Now it want to know who should be participating in this review. I'll go ahead and send it to the same three people. I'll send it to Anne-Marie-- you can just separate these with commas-- Tom and Joe, our friend Joe. Please join the review of this document. HanselPetal-SRv, that's for Shared Review, and it adds the name review to the end of it, notice.
"You're invited to review this document. You need Adobe Acrobat 9 or Reader 9 or later to review it." That's a disadvantage of using this method with the e-mail-based review. It was open to anybody from Reader 6 or later, but a lot of people should be up to Reader 9 by now. And then it has instructions. This is going to be, again, in the e-mail message. "Open this up and Acrobat or Adobe Reader. Make your comments using Comment Markup. When you're done, click the Publish Comments button," which it will have automatically, "to return your comments to the author and all other reviewers.
In case somebody doesn't have the latest version of Reader, here's the link and then Acrobat will automatically put a link to the file that's going to be uploaded to your acrobat.com account automatically." Now you can set the access level, like who can open up this file: anybody who knows the URL or only the people that you're sending it to. I am going to leave it at Open Access. You can also set a review deadline, and that means that after that review deadline, even when people send comments back, you will not receive them. They'll be aware if there is a review deadline, by the way.
You can also turn on Allow page view sharing and chat collaboration in this document, which is something you might want to do if everybody's got in the Acrobat.com account, and they are familiar with that. We'll leave it off for now. We'll just click Send. So the progress bar is telling us that it's creating a folder on our Acrobat.com account, it's uploading this file, and it's been distributed to the reviewers and saved to acrobat.com in your local hard drive. Okay, so check the name of this file up here. review.pdf has been added to it. So now, this is kind of like the parent file; this is going to be the one where all comments are updated to. And anybody who opens this up in Adobe Acrobat or Reader will see this yellow banner going across the top, to please add your comments and click Publish Comments as you do so, so other reviewers can see them, and when the deadline is.
I'll am going to close this up, and then I'll go ahead and add my own comment with a little bubble here. I'll just say, "Should we keep the lines surrounding every page? I'm not sure." That's all. Then I'll click Publish Comments, so you yourself, as you're adding comments, can upload them. So I have logged on to Gmail as Joe, and here is the invitation to participate in the shared review.
It reminds them too that they need Acrobat 9 or Reader 9, and to open up the document in Adobe Acrobat or Reader and make your comments. So to open up the document, click this link up here, which will download it off of Acrobat.com. Or I can copy and paste that link here. Now, let's choose this one. There is the PDF file and click Download, HanselPetal, Pick a Location. I'll save this to my desktop in a new folder, Joe, and save it. So here is Joe, and he's got the file open in Reader. And he can go ahead and add comments and check for new comments and publish comments, just like Olivia could in Adobe Acrobat, and just like the other authors can as well.
I am going to quit out of Reader and take a look at what's happening back in Olivia's account. Olivia sent this off to the three reviewers, and now she wants to check for new comments, so she clicks the Check for New Comments button. And it says three new comments were received. Let's see what they are. If we look at the Comments list here, we can twirl it open and see that there is Olivia's, and there are Anne's, but we haven't got any from Tom or Joe yet. Now, let's go ahead and answer Anne Marie's. So Anne says here in this one, "are you sure this is a tree," and we don't know if she's being facetious in that.
So I am going to go ahead and reply to say "yes, I'm sure! you're joking right," and then I'll say Publish Comments. Now the next time that anybody chooses check for new comments, they'll see not only Anne Marie's comment appear in their copy of this file on their computer, but also my reply. I can go ahead and quit out of Acrobat if I want. I can do other things. The next time that I open this up, I can go ahead and click Check for New Comments.
I found a couple--three more. Here we go. So let's look. Anne and there's Tom. So Tom says, "Are these the correct prices." I'm not sure where Tom is talking about, so I'll double-click to highlight where he put his sticky note. And then let's look at when Anne-Marie says, "is this a tree?" and then Olivia said, "are you kidding?" Then Anne-Marie also has a reply as well. Or you can say, let's just search for any kind of comments about, "are you sure," and then only the comments include the word, "sure," are there, or let's look for any of Anne's.
You can filter down to just Anne's comments and responses. So it's really easy to use. And as you are working, you can always add comments and check for new comments. So you can see it's truly collaborative. That's why it's called a shared review. At any point if you want, you can go to Track Reviews and with this Shared Review selected, you can change the deadline, you can choose to end the review, you can see how many people are participating. We'll be talking about the Track Review panel in another video, and that's how Shared Reviews work.
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