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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.
We're looking at a PDF with some comments from a couple different reviewers, and I want to talk about working with these comments as they exist in a PDF. A lot of people don't quite understand that the Comment layer kind of sits apart from the Content layer of a PDF. I mean one thing is obviously that you can hide and show them, as I showed in previous video: you can like hide all the comments and show them. That gives you a clue that they're kind of like on a different layer, though there is no such thing as a Comments layer. But for example, when you print this document you can choose to hide or show the comments when you print.
If I press Command+P and Ctrl+P to bring up the dialog box, by default comments will print. That's what Document and Markups mean. And you can see a preview of how the comments will appear in the printout. You can choose, when you print, not to include the markup, to just include the Document. So it's able to hide the comments when you print, and somebody using Reader can do the same thing. I'm going to click Cancel out of here. Now similar to that is creating a summary of the comments.
You can create a summary of the comments from the Print dialog box or from the Comments List menu over here. We're going to go to Create Comment Summary, so you can see the different choices that you have first. Create Comment Summary lets you create another page that has all of these comments, so it's a little easier to follow-- especially if you get a PDF back with a lot of comments, and you'd rather commit those edits to the native file from a printout rather than flipping back and forth to Acrobat to read them.
So, for example, let's just take a look at the default settings. Just leave everything as is. I just chose Create Comment Summary, and we'll click that button. This will give you better idea of what I'm talking about. So what it's done is created a new document. See the name of it, Summary of Comments? And it put the actual page on the left and it assigned numbers to each edit. Now, on the right, it shows you number 1, the author is Marcia, what the subject was-- meaning the kind of comment--the date, and the contents of that comment.
So you could print this out. So this is actually--see how it's created 16 pages? So that was page 1, and page 3 had no comments, page 5 had no comments, so 5 out of 16. This is actually page 3, so it's counting the comments page as a separate page. Let's close this document without saving changes and try something a little different. We'll go back to Create a Comment Summary, and now these options will make a little bit more sense to you. So the default is to assign a number to each comment and then create a separate page with the contents of each comment.
That's what we just saw: document and comments with sequence numbers on separate pages. But you can have a document and comments with connector lines instead of numbers on separate pages, which I think is a little unwieldy. Maybe a little better would be Document and comments with connector lines on single pages. Let's take a look at what that looks like. So it miniaturizes each page, and it draws connector lines, and gives you the details of what's happening for each comment on the same page.
So it's just created an 8-page document. Now it keeps generating pages for document pages that have no comments, but that's easily rectified. I just cancelled out of there. This time, we'll go back to Create Comment Summary, and we'll turn off pages containing no comments, so we don't want those created. So you can also create a comment summary with comments only, or you can have it by your side. You can print it out or keep it. And then you also might want to change the font size, and how comments are sorted, and what kind of comments are included. By default, all the comments are, but if you have modified what you're viewing here on the right, you can say Only the comments that are currently showing.
So that's how you create a comment summary. Now, notice that you can also jump straight through to Print with the Comment Summary, and it's going to use your last settings for the kind of comment summary you want created. So you can see it's going to print nine pages. And if we go to the next page, if we go to page two, you'll see it's going to include the summary of comments there, but it's not going to include any comment pages for the other ones, because we said, "Don't generate those." Also, as you can see at the very bottom of the Print dialog box, there is shortcut to summarize comments.
So if you wanted to, you could jump right to Summarize Comments from the Print dialog box, rather than using the dropdown menu in the Comments List. The last way that we can deal with comments as belonging to their own layer is by exporting and importing comments. So let's say that the two reviewers who created this--let's say this is a huge PDF, and they didn't want to send this huge PDF back to you. They could send you just the comments, and then you can import those comments. So to export comments from a PDF, you go to the Comments List dropdown menu and choose Export All to Data File.
Its ends with .FDF. So I'm just call this C3 newsletter comments and then somebody could then just e-mail that to you. So the FDF file is much smaller than the full newsletter file. We can take a look at it here. The FDF file's only 12k whereas the newsletter is 1.5 megabytes. So we'll open up a plain newsletter. This doesn't have any comments at all. We get that FDF file, and then to import them, we go right back to the same menu and choose Import Data File.
So, where is the FDF file? That's it. We get a little alert here, because I have done a couple of Save As's to this document, and so it's thinking it's a different version. Basically, it has to be the same document that you had exported the documents, the comments from. That's the kind that you need to import them into. But obviously the PDF that our reviewers had is a different document than the one we have, because there is two copies, right? So that's okay. We know that it's the same document. I'll just click Yes, and they become imported into this document. So it's a lot faster to send comments back and forth if you just export the comments file and import them back in.
And you could have multiple reviewers export their own comments, and then you could import those, one right after the other, to the same document to get all their comments back together again. So I know I've just jammed a whole lot of information into one video, but they all share the same thing: the fact that comments exist in their own sort of quasi layer. And I want you know that it's easy to understand how you can quickly show, hide, summarize, print, not print, and export, and import them.
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