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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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