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Acrobat X Essential Training
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Printing, summarizing, and exporting comments


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Acrobat X Essential Training

with Anne-Marie Concepción

Video: Printing, summarizing, and exporting comments

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.
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  1. 1m 53s
    1. Welcome
      1m 33s
    2. Using the exercise files
      20s
  2. 55m 0s
    1. Opening documents and moving them around
      6m 3s
    2. Working with the toolbars
      5m 59s
    3. Working with the panels
      3m 43s
    4. Customizing the toolbar with Quick Tools
      4m 40s
    5. Using the Pages panel to navigate
      3m 57s
    6. Selecting and copying text and graphics
      3m 24s
    7. Rotating pages
      4m 49s
    8. Changing the viewing options
      6m 12s
    9. Reviewing preferences
      7m 6s
    10. Finding words and phrases
      2m 35s
    11. Searching a PDF and working with the Search panel
      4m 21s
    12. Sharing PDFs by email and with Adobe SendNow
      2m 11s
  3. 33m 18s
    1. Creating PDFs from Microsoft Office applications
      9m 46s
    2. Creating PDFs from Creative Suite applications
      8m 57s
    3. Creating PDFs from within Acrobat Pro
      4m 27s
    4. Creating PDFs from a web site
      8m 22s
    5. Creating PDFs from the clipboard
      1m 46s
  4. 30m 58s
    1. Editing text
      8m 51s
    2. Adding text
      4m 40s
    3. Editing images and graphics
      3m 39s
    4. Changing the page number display
      3m 48s
    5. Digitally signing PDFs
      6m 26s
    6. Cropping pages and documents
      3m 34s
  5. 1h 6m
    1. Adding watermarks
      6m 17s
    2. Adding page backgrounds
      5m 41s
    3. Adding page numbers
      5m 56s
    4. Adding headers and footers
      9m 7s
    5. Adding bookmarks
      11m 30s
    6. Attaching files to a PDF
      7m 11s
    7. Adding metadata
      3m 45s
    8. Optimizing a PDF for file size and compatibility
      10m 12s
    9. Creating initial view settings
      7m 16s
  6. 37m 59s
    1. Adding hyperlinks to URLs
      7m 33s
    2. Creating links with the Link tool
      6m 9s
    3. Working with interactive actions
      6m 56s
    4. Creating and adding buttons
      6m 28s
    5. Adding video, sound, and SWF files
      7m 29s
    6. Adding page transitions
      3m 24s
  7. 27m 12s
    1. Extracting pages
      3m 53s
    2. Splitting a PDF into multiple files
      4m 13s
    3. Inserting pages from files and other sources
      5m 42s
    4. Moving, copying, and replacing pages
      8m 17s
    5. Combining PDFs
      5m 7s
  8. 27m 9s
    1. Exporting text
      8m 33s
    2. Exporting images
      6m 33s
    3. Exporting PDFs to Microsoft Word
      7m 21s
    4. Exporting PDFs to Microsoft Excel
      4m 42s
  9. 26m 27s
    1. Working with portfolios
      6m 57s
    2. Creating portfolios
      6m 26s
    3. Customizing portfolios
      7m 23s
    4. Optimizing backward compatibility
      5m 41s
  10. 32m 9s
    1. Creating an interactive form
      6m 42s
    2. Working with form fields
      6m 41s
    3. Editing field properties
      5m 34s
    4. Distributing and collecting forms
      9m 43s
    5. Enabling Reader to save form data
      3m 29s
  11. 34m 26s
    1. Adding sticky notes and other annotations
      9m 2s
    2. Using the drawing markup tools
      6m 10s
    3. Viewing, filtering, and replying to comments
      5m 24s
    4. Printing, summarizing, and exporting comments
      6m 35s
    5. Exporting comments to Word for Windows
      3m 28s
    6. Enabling extended commenting in Acrobat Reader
      3m 47s
  12. 25m 29s
    1. Understanding the different review processes
      2m 7s
    2. Using the email review process
      4m 33s
    3. Conducting a shared review with Acrobat.com
      6m 54s
    4. Using the Review Tracker
      4m 32s
    5. Using the Collaborate Live review process
      7m 23s
  13. 31m 2s
    1. Reviewing the print production tools
      5m 18s
    2. Previewing color separations
      3m 51s
    3. Using the Object Inspector to learn details
      3m 13s
    4. Working with the Preflight dialog box
      5m 34s
    5. Fixing hairlines
      3m 57s
    6. Converting colors
      2m 27s
    7. Saving as a standards-compliant PDF
      6m 42s
  14. 19m 16s
    1. Scanning a paper document to PDF
      4m 44s
    2. Setting up optimization options
      6m 48s
    3. Recognizing text in a scanned PDF
      4m 43s
    4. Reviewing and correcting OCR suspects
      3m 1s
  15. 17m 18s
    1. Using the built-in Actions for automation
      5m 32s
    2. Editing Actions
      4m 7s
    3. Creating new Actions
      4m 51s
    4. Sharing Actions with others
      2m 48s
  16. 35m 27s
    1. Choosing a security method
      5m 27s
    2. Password-protecting a PDF
      7m 28s
    3. Securing a PDF with a certificate
      5m 6s
    4. Creating a digital id
      5m 43s
    5. Removing sensitive content with the Redaction feature
      6m 52s
    6. Revealing and clearing hidden information
      4m 51s
  17. 33m 45s
    1. Opening and navigating PDFs in Reader
      7m 30s
    2. Adding comments
      3m 14s
    3. Viewing extended features
      6m 53s
    4. Digitally signing a PDF
      6m 15s
    5. Sharing PDFs
      2m 29s
    6. Using Acrobat.com
      7m 24s
  18. 3m 54s
    1. Final thoughts
      3m 54s

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Acrobat X Essential Training
8h 59m Beginner Nov 19, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Creating PDFs from web pages, Office files, and Creative Suite files
  • Signing PDFs with a digital signature
  • Creating interactive forms
  • Annotating PDFs with comments
  • Collaborating with others using PDF reviews
  • Making scanned documents searchable with OCR
  • Preparing documents for print with print production tools
  • Automating routine tasks with Actions
  • Securing PDFs with encryption and password-protection
  • Removing sensitive content with the Redaction feature
  • Sharing PDFs
  • Using the new features in Reader X and Acrobat.com
Subjects:
Business PDF
Software:
Acrobat
Author:
Anne-Marie Concepción

Printing, summarizing, and exporting comments

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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