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Viewing, filtering, and replying to comments

From: Acrobat X Essential Training

Video: Viewing, filtering, and replying to comments

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.

Viewing, filtering, and replying to comments

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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This video is part of

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Acrobat X Essential Training

97 video lessons · 32302 viewers

Anne-Marie Concepción
Author

 
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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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