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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.
So you've created a PDF, and you want to send it out to people for their comments. The question is, how do you know that they have Acrobat? How do you know that they are going to be able to add comments to it and save their comments? Because a lot of people just have the free Reader. So, what should you to do if you're thinking that your recipients may be using Reader? Well, first of all if you know that they're using Reader 10, you have leg-up on things, because for the first time Adobe added the ability to add certain kinds of comments and to save those comments in Reader without you, as the Acrobat user, having to do anything special to your document. Watch.
I'm going to close this document-- Chicago Creative Coalition Newsletter-- switch over to Reader 10, and open up that same document. Notice that I'm able to add sticky notes and text highlighting kinds of annotations, as you can see here from the Comments pane, without Acrobat Reader having to save this PDF in any special way. So I can add a note. I can say, "Love it!" Then I have a Save command, where I can save my changes. Pretty cool! Even if somebody else has already added comments--I am going to click No, I don't want to save the changes, let me show you; I'm going to open up another PDF with other peoples edits-- I can also see their comments, and I can reply to them, and I can expand or collapse.
I can filter them to show and hide. I can sort them. I can search through them. It's very slick. So does that mean that you never have to worry about doing anything special to your PDFs? Sorry, not true. First of all, notice that there are only two kinds of annotations that Reader users can use. They can't add stamps. There's no drawing markup tools. So you might want your commentaries to be able to add any kind of annotation that they need to, the same ones that are available to you in Acrobat.
Can you make that happen for people with Reader? Yes, you can. Also, of course, not every body has Reader 10. If you have a Reader 9 or an earlier version, you don't even have these tools. You don't have a Save command. So even though Reader 10 has a few new commenting features, for the most part you will probably want to save a special version of your PDF from Acrobat that's been Reader rights enabled is what it's called. Let me go back to Acrobat, and we'll open up at same newsletter without any comments.
To enable Reader rights, go to the File menu, choose Save As, and here's we'll get them. They are called the Reader Extended Rights. There are three kinds of rights you can enable, and some of them are included with other ones. But the one you want to go to, right away, is this one: Enable Commenting & Measuring. Now whenever you enable Reader Rights, that sort of blocks you out from doing certain actions in Acrobat, like adding pages or doing other kinds of edits. So it always wants you to save a version of this PDF with Reader Rights enabled.
That's why you should probably save this step for last. So I'm just going to add RE after this, for Reader Enabled, and I'll close this one and jump to Reader and open the RE1. Ta-da! We have all the annotations. We have all the drawing markups. You still have the same comments list that we are able to do as before. Now, we can rest assured that whether the person is using Reader 10, Reader 9, or Reader 8 that they will be able to add their comments and annotations to this PDF, save it, and return it to us.
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