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Up and Running with Acrobat XI
Illustration by Neil Webb

Creating email reviews


From:

Up and Running with Acrobat XI

with Claudia McCue

Video: Creating email reviews

If you're collaborating with somebody on a project, or maybe you have to get approval from someone on a project you are working on, one of the easiest ways to do that is to use Acrobat's Email Review. Under Comment, click the triangle next to Review, and there it is: Send for Email Review. And you can sort of see a roadmap on the left of the steps involved. Now there is a screen that you would see before this. I've already gone through that screen. It asks you for your name and for your email address. And the reasoning is it has to give you an identity, and your email address is going to be the return address for the comments that your reviewers are going to send back to you.
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  1. 1m 3s
    1. Welcome
      47s
    2. Using the exercise files
      16s
  2. 9m 13s
    1. Understanding the Portable Document Format
      1m 55s
    2. Comparing the three versions of Acrobat
      7m 18s
  3. 16m 11s
    1. Navigating through documents
      4m 57s
    2. Changing the screen view
      7m 29s
    3. Understanding the Tool panels
      3m 45s
  4. 15m 45s
    1. Combining PDFs
      2m 57s
    2. Inserting pages
      2m 33s
    3. Replacing pages
      1m 59s
    4. Changing page order
      1m 29s
    5. Extracting pages
      1m 47s
    6. Creating portfolios
      5m 0s
  5. 16m 28s
    1. Creating PDFs from Word documents
      8m 20s
    2. Creating PDFs from PowerPoint presentations
      3m 5s
    3. Creating PDFs from Excel spreadsheets
      2m 0s
    4. Creating PDFs on a Mac
      3m 3s
  6. 14m 1s
    1. Converting web pages to PDFs
      3m 43s
    2. Scanning hard copy
      5m 27s
    3. Creating PDFs from text and image files
      1m 37s
    4. Converting selected areas of a document and clipboard contents into a PDF
      1m 49s
    5. Printing to PDF
      1m 25s
  7. 9m 43s
    1. Exporting PDF documents to Word
      3m 4s
    2. Exporting PDF documents to Excel
      1m 22s
    3. Exporting PDF documents to PowerPoint
      3m 0s
    4. Extracting images
      2m 17s
  8. 13m 21s
    1. Editing text
      3m 3s
    2. Editing graphics
      2m 38s
    3. Adding hyperlinks
      3m 23s
    4. Adding bookmarks
      4m 17s
  9. 17m 4s
    1. Adding annotations
      2m 32s
    2. Using drawing markups
      6m 48s
    3. Creating email reviews
      3m 26s
    4. Using shared reviews
      4m 18s
  10. 4m 23s
    1. Understanding interactive forms
      2m 27s
    2. Creating forms from Word documents
      1m 56s
  11. 58s
    1. Next steps
      58s

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Up and Running with Acrobat XI
1h 58m Appropriate for all Oct 08, 2012

Viewers: in countries Watching now:

Take a tour of Acrobat XI, compare its three editions, and get a fresh look at what you can do with Acrobat. This course demonstrates the basics of working with PDFs: how to create, combine, edit, export, and review documents. Author Claudia McCue also shows how PDFs integrate with Microsoft Office applications and introduces the basics of working with forms.

Topics include:
  • Understanding the Portable Document Format (PDF)
  • Inserting, replacing, and extracting pages
  • Combining PDFs
  • Creating PDFs from Word, PowerPoint, and Excel
  • Converting web pages to PDF
  • Scanning hard copies of documents
  • Printing to PDF
  • Exporting to other formats from Acrobat (such as the Excel .xls)
  • Adding hyperlinks and bookmarks
  • Marking up a PDF with annotations and drawings
  • Using shared reviews
Subjects:
Business Collaboration Productivity
Software:
Acrobat
Author:
Claudia McCue

Creating email reviews

If you're collaborating with somebody on a project, or maybe you have to get approval from someone on a project you are working on, one of the easiest ways to do that is to use Acrobat's Email Review. Under Comment, click the triangle next to Review, and there it is: Send for Email Review. And you can sort of see a roadmap on the left of the steps involved. Now there is a screen that you would see before this. I've already gone through that screen. It asks you for your name and for your email address. And the reasoning is it has to give you an identity, and your email address is going to be the return address for the comments that your reviewers are going to send back to you.

And if I didn't want to use this PDF, I could click Browse, but this is the one I want. So I click Next. And I can either enter an email address manually or I could click on Address Book button and open up my address book. So you'll notice that Acrobat even writes the email for you. It puts in the subject--you can change that if you want--and it gives some instructions to the recipients, and you can add text or edit the text that's in there if you want. When you click Send Invitation, it asks how you like to send it: using your Default email program or by using webmail, and you see you can ask it to remember your choice.

When you click Continue, it's going to send the email with the PDF attached. Once your recipients have received the email, made their comments on the PDF, then they can send those comments back to you, and they have the option to just extract the comments and send them back to you as an FDF file. So now, how do you put those comments back in this file so that you know what's going on? Here under Comments List, click on the Options and choose Import Data File. In here I already have two FDF files that were made by my reviewers, and they're very small files.

Instead of sending the whole PDF back, they've just pulled up those little post-it notes and so forth and send them back as an FDF file. So when I click Open, now this will often happen and here's the reason. It's not that there's something wrong. I have my copy of the PDF. There's another copy of this same PDF that was attached to the email, so it isn't exactly the same file. They're identical, but it's not the same file, and that's all this means. So it's not a problem. Just click Yes, and when you do, notice that all the comments appear. You can see the markups in the page and if I go to the next page, you can see the remainder of the markups.

And here in the Comments List, I can see who has made what comment. And again it tells you right down to the second when they made the comments. This is really helpful to try to figure out what each person wants. If one is the boss of the other, well, you know who wins. And remember that you can always make a summary of this, and I still find this really helpful. If I choose Create Comment Summary--and I like the Document and comments with connector lines on single pages, I recommend that you enlarge the type and make the connector line something a little obvious.

I go for red usually unless, I have a red page. And then when I click Create Comment Summary, this is what Acrobat makes for me, and it's just an 8.5 × 11 letter-size page that I can print out if I want to or just use it on screen and not kill any trees. But when you zoom in, you will see that it gives you the name of the reviewer, the type of the review that they have used--whether they have done a sticky note or a polygon and so forth--and the text of their notes. So you have all the information you need to make the corrections that are required, and it's all in one place.

It makes for a great roadmap when you go back to your original document and start making your corrections.

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