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Conducting a shared review with Acrobat.com

From: Acrobat X Essential Training

Video: Conducting a shared review with Acrobat.com

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.

Conducting a shared review with Acrobat.com

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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Acrobat X Essential Training

97 video lessons · 31205 viewers

Anne-Marie Concepción
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  1. 1m 53s
    1. Welcome
      1m 33s
    2. Using the exercise files
      20s
  2. 55m 0s
    1. Opening documents and moving them around
      6m 3s
    2. Working with the toolbars
      5m 59s
    3. Working with the panels
      3m 43s
    4. Customizing the toolbar with Quick Tools
      4m 40s
    5. Using the Pages panel to navigate
      3m 57s
    6. Selecting and copying text and graphics
      3m 24s
    7. Rotating pages
      4m 49s
    8. Changing the viewing options
      6m 12s
    9. Reviewing preferences
      7m 6s
    10. Finding words and phrases
      2m 35s
    11. Searching a PDF and working with the Search panel
      4m 21s
    12. Sharing PDFs by email and with Adobe SendNow
      2m 11s
  3. 33m 18s
    1. Creating PDFs from Microsoft Office applications
      9m 46s
    2. Creating PDFs from Creative Suite applications
      8m 57s
    3. Creating PDFs from within Acrobat Pro
      4m 27s
    4. Creating PDFs from a web site
      8m 22s
    5. Creating PDFs from the clipboard
      1m 46s
  4. 30m 58s
    1. Editing text
      8m 51s
    2. Adding text
      4m 40s
    3. Editing images and graphics
      3m 39s
    4. Changing the page number display
      3m 48s
    5. Digitally signing PDFs
      6m 26s
    6. Cropping pages and documents
      3m 34s
  5. 1h 6m
    1. Adding watermarks
      6m 17s
    2. Adding page backgrounds
      5m 41s
    3. Adding page numbers
      5m 56s
    4. Adding headers and footers
      9m 7s
    5. Adding bookmarks
      11m 30s
    6. Attaching files to a PDF
      7m 11s
    7. Adding metadata
      3m 45s
    8. Optimizing a PDF for file size and compatibility
      10m 12s
    9. Creating initial view settings
      7m 16s
  6. 37m 59s
    1. Adding hyperlinks to URLs
      7m 33s
    2. Creating links with the Link tool
      6m 9s
    3. Working with interactive actions
      6m 56s
    4. Creating and adding buttons
      6m 28s
    5. Adding video, sound, and SWF files
      7m 29s
    6. Adding page transitions
      3m 24s
  7. 27m 12s
    1. Extracting pages
      3m 53s
    2. Splitting a PDF into multiple files
      4m 13s
    3. Inserting pages from files and other sources
      5m 42s
    4. Moving, copying, and replacing pages
      8m 17s
    5. Combining PDFs
      5m 7s
  8. 27m 9s
    1. Exporting text
      8m 33s
    2. Exporting images
      6m 33s
    3. Exporting PDFs to Microsoft Word
      7m 21s
    4. Exporting PDFs to Microsoft Excel
      4m 42s
  9. 26m 27s
    1. Working with portfolios
      6m 57s
    2. Creating portfolios
      6m 26s
    3. Customizing portfolios
      7m 23s
    4. Optimizing backward compatibility
      5m 41s
  10. 32m 9s
    1. Creating an interactive form
      6m 42s
    2. Working with form fields
      6m 41s
    3. Editing field properties
      5m 34s
    4. Distributing and collecting forms
      9m 43s
    5. Enabling Reader to save form data
      3m 29s
  11. 34m 26s
    1. Adding sticky notes and other annotations
      9m 2s
    2. Using the drawing markup tools
      6m 10s
    3. Viewing, filtering, and replying to comments
      5m 24s
    4. Printing, summarizing, and exporting comments
      6m 35s
    5. Exporting comments to Word for Windows
      3m 28s
    6. Enabling extended commenting in Acrobat Reader
      3m 47s
  12. 25m 29s
    1. Understanding the different review processes
      2m 7s
    2. Using the email review process
      4m 33s
    3. Conducting a shared review with Acrobat.com
      6m 54s
    4. Using the Review Tracker
      4m 32s
    5. Using the Collaborate Live review process
      7m 23s
  13. 31m 2s
    1. Reviewing the print production tools
      5m 18s
    2. Previewing color separations
      3m 51s
    3. Using the Object Inspector to learn details
      3m 13s
    4. Working with the Preflight dialog box
      5m 34s
    5. Fixing hairlines
      3m 57s
    6. Converting colors
      2m 27s
    7. Saving as a standards-compliant PDF
      6m 42s
  14. 19m 16s
    1. Scanning a paper document to PDF
      4m 44s
    2. Setting up optimization options
      6m 48s
    3. Recognizing text in a scanned PDF
      4m 43s
    4. Reviewing and correcting OCR suspects
      3m 1s
  15. 17m 18s
    1. Using the built-in Actions for automation
      5m 32s
    2. Editing Actions
      4m 7s
    3. Creating new Actions
      4m 51s
    4. Sharing Actions with others
      2m 48s
  16. 35m 27s
    1. Choosing a security method
      5m 27s
    2. Password-protecting a PDF
      7m 28s
    3. Securing a PDF with a certificate
      5m 6s
    4. Creating a digital id
      5m 43s
    5. Removing sensitive content with the Redaction feature
      6m 52s
    6. Revealing and clearing hidden information
      4m 51s
  17. 33m 45s
    1. Opening and navigating PDFs in Reader
      7m 30s
    2. Adding comments
      3m 14s
    3. Viewing extended features
      6m 53s
    4. Digitally signing a PDF
      6m 15s
    5. Sharing PDFs
      2m 29s
    6. Using Acrobat.com
      7m 24s
  18. 3m 54s
    1. Final thoughts
      3m 54s

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