Using shared reviews
Video: Using shared reviewsIn a work group you might find that the Email Review isn't the answer, because in that circumstance each reviewer sees only their own markups. But if you use the Shared Review solution, everyone can see everyone else's markups. They can communicate with each other, comment on each other's markups. And if you're truly collaborating on a project, it's more like being in the same room and discussing what you're working on. So to launch a Shared Review you go to Comment. Under Review, choose Send for Shared Review. Now, if you don't already have an Adobe ID, which is free to make, it will ask you for it at the outset.
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Take a tour of Acrobat XI, compare its three editions, and get a fresh look at what you can do with Acrobat. This course demonstrates the basics of working with PDFs: how to create, combine, edit, export, and review documents. Author Claudia McCue also shows how PDFs integrate with Microsoft Office applications and introduces the basics of working with forms.
- Understanding the Portable Document Format (PDF)
- Inserting, replacing, and extracting pages
- Combining PDFs
- Creating PDFs from Word, PowerPoint, and Excel
- Converting web pages to PDF
- Scanning hard copies of documents
- Printing to PDF
- Exporting to other formats from Acrobat (such as the Excel .xls)
- Adding hyperlinks and bookmarks
- Marking up a PDF with annotations and drawings
- Using shared reviews
Using shared reviews
In a work group you might find that the Email Review isn't the answer, because in that circumstance each reviewer sees only their own markups. But if you use the Shared Review solution, everyone can see everyone else's markups. They can communicate with each other, comment on each other's markups. And if you're truly collaborating on a project, it's more like being in the same room and discussing what you're working on. So to launch a Shared Review you go to Comment. Under Review, choose Send for Shared Review. Now, if you don't already have an Adobe ID, which is free to make, it will ask you for it at the outset.
I already have one and I'm already signed in, so I don't see that screen. Now you have two options for hosting this PDF that's going to be marked up by a number of people. You can host it for free on acrobat.com, and that's what this means, Adobe online services. Or if it's sensitive material, you might want to use your own internal server. I'm going to use the default Adobe online services. And in this screen, you see an overview of what happens. You're distributing the PDF so that either anyone or only your specified reviewers can access and mark up that PDF.
They get to make their comments, and they can be using Acrobat 9 or Reader 9 or later. So if they don't have the most current version of Acrobat, they can still participate if they at least have version 9. And then when you collect the comments, everybody can see all the comments. You as the originator of course can see all the comments as well. When I click Next, it's going to authenticate my Adobe ID, and it creates the subject line and the text of the message, and then it's up to me to type in the email addresses of the reviewers.
So as you type them in, separate them with a comma. Notice this: you can set an access Level. So anyone who knows the URL, which is going to show up in the email, could participate, or I could limit it only to the recipients to whom I've emailed it. And I can also set a Review Deadline. It gives me a bit of lead time, and I can change that if I want to. If I quick Review Deadline, I can change it.
I can even set the hour. Or I can say No deadline. They can just keep marking it up forever. That's probably not a practical choice. So I'm going to leave the deadline at its default and then when I click Send, it notifies the recipients and uploads the file. So you notice now there's a yellow bar across your screen, and it tells you that you can enter your comments, you can publish them, and you can check for comments from other reviewers. And then you have the notification here that it's been distributed to the reviewers, and now they can access it. When you're ready to check for new comments you can just close this little alert and then click the button that says Check for New Comments. And it consults acrobat.com and it gives you this little alert.
It says that there are three new comments, and when I Click to review, you can see that they are added to the document. So at this point I only have comments in from one person, but as they keep coming in, I can check periodically and I can find out what everybody is saying about this document. Now once you're done, you can change the way it's tracked. You can go over here to Track Reviews, and you notice that this is still in here. And notice that the file name originally was SharedReview. What the review process has done is add an _review to it, and what that means is that your original document is not part of this review.
It's made a special document that's going to be the repository for these comments. So I can take this file out of the review when I'm done. I can change the deadline. If everybody hasn't finished marking up and I want to give them a little extra time. Or if I know everybody is done, I can go ahead and end that review process. It says, "Are you sure?" Because Acrobat is so polite. And when I click Yes, it's ended the review, but it's still being tracked. So if you want to fully take it out of the review process, just right-click on it and choose Remove Review from Tracker.
Again, it asks if you're sure, and just say Yes. So in the future when you're working with a group, remember this Shared Review. It doesn't cost you anything to use these services on acrobat.com, and it's just a great way for you to collaborate with other workers and see each other's comments and as I say, collaborate almost as if you were in the same room looking at a proof together.
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