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I have got this two-page PDF up, and I'd like three of my clients to review it and add comments and send it back to me. Now, I don't know if they have Acrobat or Reader or either one, but the best way to do this, rather than me calling them up and asking them and then sending them each out an individual e-mail with this PDF attached, would be to use Acrobat's built-in Send for Email Review. So you go to the Comment pane and open up the Review section and click Send for Email Review, and it will step through the process. So I'll click it, and it says, "Which document do you want to send," and I want to send the one that's currently open, which is the default, so I'll click Next.
Who do you want to send it to? And I could hook into my Apple Mail or Microsoft Outlook Address Book. So I'll just enter them in manually. Then click Next, and it shows me the invitation, the e-mail is going to be sent. I could edit this if would like to, but basically it's telling people, "I need you to review the attached document and add your comments. You can use Acrobat or Reader 6 or above. If you don't have it, here's where you can download the free Reader.
When you're finished click the Send Comments--there's going to be a big button at the top--to return your comments to the author." Now, what's nice about this method is that Acrobat will automatically enable this PDF for Reader users to add comments and to save the comments to the file, and then also it steps the recipients through the process. So as soon as they open it, they will see what they are supposed to do, and there will be a big fat Send Comments, so that I can get in return. Let's go ahead and click Send Invitation, and it says that, "An e-mail message with this attached has been given to your default e-mail application." It's going to send it out automatically unless I have told my e-mail program not to do that.
If that's the case, I need to jump over there and click the outgoing e-mail box and go ahead and send this to the three people. So, I am just going to click OK. Now in Track Reviews, which I'll discuss in detail in another video in this chapter, you can see that it has recorded the fact that we have sent this Two Trees Handbook front, e-mail based review as what EMR stands for, out, and if I select it you can see who it's been sent out to, amarie@senecadesign, Joe and Tom, and that myself-- the person I am logged in as is Olivia--is the initiator.
So the person who sends it out is the initiator. It says where that file is-- it's in Chapter 11, in my exercise files on my Desktop--that it's active, and then when I sent it out. Now let's see what it looks like on Joe's end as he retrieves it from his Gmail account. And here is the e-mail from Olivia that was also sent to amarie and to tommueller to please join this review, and it says, "You are invited to review the document, and the document is attached." So I'll go ahead and download it. So here is how it looks to the recipient when they receive a request to review something by e-mail.
It automatically opened up in Reader, which is all that I have, but notice that I am able to add many more comments and annotations that normal. So even though I get these for free in Reader 10, in earlier versions of Reader you couldn't add any kind of comment unless the initiator did something special to the PDF, which Acrobat did for us automatically. I can just go ahead and add comments here if I would like. And then when I'm done I would click Send Comments, and it would automatically attach it to an outbound e-mail message in my program on my computer and send it back to Olivia. So Olivia checks her e-mail, and Acrobat is prompting me to merge all the comments you just received into the tracked PDF that you have sent for e-mail-based review.
So here are Anne-Marie's comments here, I'll say Merge Comments, and here is the original document, so I have merged them. Now let's get Tom's changes. So I'll come over here and double-click. Click Merge Comments. These are just Tom's changes here. Click Ok. And now we have one PDF document with all of the comments: Anne-Marie's and Tom's. If I just want to see Tom's, I can type "T-o-m" and here tommueller's changes.
He likes different color. He thinks the fonts should be bigger. Or if I want to see Anne-Marie's changes, or everybody's, I can just click this out here. Now I have all the comments from two out of the three reviewers that I sent it out to, and I'll just have to give Joe a call to remind him to send his back in. It's a lot easier having Acrobat manage all this for me rather than me having to look at three individual PDFs, each with their own set of comments.
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