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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.
There is a special kind of comments workflow that you can take advantage of, depending if you meet a couple certain criteria. First of all, you have to be dealing with a PDF that was created from Microsoft Word for Windows, and second, that PDF has to have comments added to it. The idea is that if you export a document to PDF from within Microsoft Word for Windows, when people comment on that PDF, you can easily get those comments back into the live Word file, which is a pretty cool workflow.
And I really wish that we could do that for Adobe InDesign. Not yet. But let me show you how it works with Word. What we're looking at right here is a document that was exported from Word, and then I added a few comments to it, as you can see here in the Comments List. I added a little sticky note at the top. I added a couple of insertions within the document. Now instead of me giving this back to the author of the Word file and then having that person have to flip back and forth between Acrobat and Word to make these changes, what I can do is just export these comments back to Word.
Or as the owner of the Word file, I would take this PDF, open it up in Acrobat, and say export to Word. So that's what I'm going to do. Right from the Comments List menu--the Options menu here--choose Export to Word. Notice you can also do this to AutoCAD. I just don't happen to have any AutoCAD documents to show you. Export to Word. And you get this big dialog box that says, "Are you sure you want to do this?" Basically, it goes over what I just told you, that you have these criteria. All right, it suggests that you make a backup to the Word file before you import them, because sometimes importing the comments can change the Word file.
That's the major thing this dialog box is worried about. In this case, I'm not really that worried about changing the Word file. But if it was something critical, 500 pages long, I would follow what this says, and work on a duplicate the Word file and turn on Track Changes, and so on. I'm not going to bother with that right now. I'm just going to say, "Would you like to begin the import process now?" Yes, please sir. So it says, "Take the comments from this PDF file," and it's the one that we have open-- it's going to be the default, though I suppose you could browse for different one--and place the comments in this Word file. So I'm going to find my original Word file, which I have here in the Word file folder.
And now, which comment types do I want to import? All of them? All the ones that somebody has checked? Remember the check mark that you can apply to a comment that I covered in a different video? Only the text edits and not all the other kind of crazy kind of markup? And if I want to apply any kind of custom filter to a comment, but I don't want to, so I'm just going to say All Comments. Do I want to turn on track changes before I import the comments into Word? No, I really don't care. I am just going to say Continue, and that was really fast. Well, there is only three changes, three comments in this one page document, but you can see the Import Summary.
And now, it can help you integrate the text edits by going one by one through the comments and helping you to accept or reject those, but I don't care. I'm just going to click Cancel, so I can see what it did. It added three comments right out here: Sticky Note, Replace, and Replace with the content of my note. And what I wanted replaced is highlighted. See how great that worked? So that's a really cool way to use comments, if you're using the right combination of criteria. It has to be on Windows, and it has to be from Microsoft Word for Windows, and you have to have that original Microsoft Word document of course, in order to bring those comments back in.
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