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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.
So the scenario is that we sent out this Chicago Creative Coalition newsletter proof to two people who need to review it and add comments. Each one has done so. They added their initials at the end of the file name and returned it to us. So we have Joe Schmoe's and Marcia's comments on this one PDF. Let's take a look. I am going to double-click it and open it up in Acrobat. And you can see, immediately, all the comment markup. And I could just sort of like go over here and try to make sure that I see everything, so that I can actually make those edits in the native file, which in this case would be an InDesign document.
But it's a lot easier for me to look at these in the Comments List. So to see the Comments List, click on the Comment pane, give it the second, and the Comments List will populate with each comment, listed in order, along with the total number of how many comments you're looking at. This is a very useful pane. There is three dropdown menus, and there is also a Find command. So, for example, if I just want to see Marcia's comments, I can click in here and start typing "Marcia," and as soon as I type in the few letters, it automatically selects all the ones from Marcia. Or if I wanted to search for certain word, or something like that, in the comments, I can do that here as well.
Right now, I'm going to delete that because I want to see everybody comments. Another way to filter down to just one person's comments, or certain people's comments, is to go to the Filter dropdown menu. That's this little balloon icon over here. Right now, we are looking at all the comments, but you could say, "Just show me Marcia's comments." So I am going down to Reviewer and choosing Marcia, and so now we just see Marcia's comments. I am going to come back here and say Reviewer > All. You could also hide all the comments. Sometimes that's really useful just to be able to understand what's happening in the PDF and then show and hide the comments. But notice that even if you choose Hide All the Comments, the Comments List will tell you that there are actually seven comments in this document.
So we'll show them all again. You could filter by the type of comment. So this tells you the type of comments that people left. So if you just want to see all sticky notes, choose Sticky Note, and then it's only that one. Let's show all of them again. When you're looking at the full list of comments, let's say, for example, Marcia said, "You should insert 2010 here" and like, I wonder where she said that? You can just double-click on them in the Comments List, and they become highlighted in the document page. Now sometimes it's really hard to tell where they become highlighted.
So if you zoom in with Command+Plus or Ctrl+Plus a few times, you can sort of see it right there. Watch, if I double-click on this one, how that one becomes highlighted as well. So the idea is that you read the comments and then you flip over to Word or PowerPoint or InDesign or wherever you have the original document, and you make that change that they are suggesting. Or if you don't agree with it, you can reply to it here in the Comments List and then return the PDF to them, and they can read your replies. So to reply to a comment, just right- click on the comment, and choose Reply, and then enter your reply.
So I'll say, "I'm not sure. I'll check." Something like that. So you can reply, and then if you want to change the sort order, you use this first column here. So right now, it's showing you all the comments by page number, but you can also say sort by author, and it sorts it all alphabetically by author, or sort by Checkmark Status. Now what's Checkmark Status about? Let me go back to sort by Page. You see these boxes. When you select one of these comments, there's a box that appears in the right.
You can add a check mark to it, and what I do is when I'm actually going through a marked-up PDF, when I have done this change that they suggest, or I have replied to it, I will check it. So like if Joe says, "I thought we were going to use the picture that Melanie took?" if I replace it in the InDesign file with the picture that Melanie took, then I've taken care of Joe's comment, and I'll check it. So then what you can say is under the Filter menu, you can say, "Show me all the unchecked comments," so you know how many edits you still have to look at. And so as you go through them all, you can just click on them to check them off and then go on to the next one.
I'm going to go back to Filter and say, "Show me all of the comments." You can also apply a status to a comment. Like, if I right-click on Marcia's comment about checking with Brent about the title to this article, there is a Set Status flyout menu. So I can say, "I've accepted this comment," or "I reject this comment," or "I finished this comment." So using the Completed status is an alternative to checking a comment. It really depends in how you like to work. But say that I choose Rejected, like I don't like your comment, and actually this is the title that I'm supposed to use, so it appears with a status in me, comment itself. And then if you go to Filter, notice that you can filter also by status.
That will show me all the rejected comments. I'm going to go back to Status, show me all, so we can see all the comments once again. So when you're dealing with a marked- up PDF with a lot of comments, especially when they're from more than one reviewer, it's great to be able to use all the features in the Comments panel to help you filter what you're looking at, to set status, to reply to comments, and so on.
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