Join Brian Wood for an in-depth discussion in this video Commenting preferences, part of Acrobat 8 Professional Beyond the Basics.
- [Narrator] The previous title, Essential Training, what we did, was we talked about how to, review and comment, set up email-based reviews, that sort of thing. In this title, what I'd like to do, is talk to you a little bit further, and take your knowledge and expand a little bit. The first thing I'd like to do, is talk to you about comment preferences. There's a lot of things we can do with comments once we have them; viewing, printing, et cetera, so I want to show you a few things you can do. So, open up GCC Annual Report, from the Exercise Files Folder, from the Collaborate Folder. And if you're just joining us, if you're a monthly or annual subscriber, you might not have access to these.
You can use your own files, if you have commenting on them. If you want to follow along exactly with what I'm doing, I'd suggest you upgrade to the premium subscription, or purchase the DVD. All right, with it open, basically what happens a lot of times when I open up PDF, sometimes the comment notes will pop up out here, things won't print the way I want them to. Sometimes I want to hide my comments, so I can just look at the document, you know what I mean? There's a lot of things we can do. If you take a look up under the Comments menu, at the top, you will see there's a lot of stuff on here. Now we could do this, what I'm about to show you, from the Comments menu.
Or down in the Comments navigation pane as well, you could do that as well. But come up under Comments. Come to Comments View. And, a lot of these options in here are something that I use a lot. For instance, Hide All Comments. You'll see a little short cut right there. Hide All Comments is excellent. It's just a way for you to be able to not see them right away. So if I click Hide All Comments, it's going to give me this thing, saying I can sort them, search them, that sort of thing. I'll click OK to that. And, they're just hidden. They're still there, but I can always show them again, okay? So if you want to show them again, if you come under Comments, Comment View, Show All Comments, this should appear again.
Once again you get this dialogue. You can say Don't show again with this dialogue, once you've figured out what happens here. Now, other things that I like to do is this. Come under Comments, come to Comment View, and sometimes, all your pop-ups will be open. You can Minimize All Pop-Ups, by choosing this option right here, or Open All Pop-Ups. There's a lot out here, so this isn't going to work that well. But, if you choose Open All Pop-Ups, if they're not out there already, it should show them all. And as you start to roll over them, it will actually point a line to what they're talking about, okay? So that's a little line connecting them.
So, sometimes I like to close them all. So if you come into Comments, Comment View, you will see Minimize All Pop-Ups. So that one's actually pretty much, minimize all those. So you little, sneaky guy right there. So get them all minimized. Other things we can do as well. Sometimes I like to be able to view comments, quickly and easily. I like to be able to see notes, but without having to view them all. So, with your hand tool selected, you could roll over a note. In most cases, what it's going to do, it's going to show you a little tool tip that says, someone's log-in name, who created it basically, and then what it says.
But sometimes it gets, you know, I don't want to have to roll over the lines, et cetera. And if you want to see the note itself, you double-click to open the note. And I don't want to have to do that. So, if we set a preference we can get them to, basically pop up when they roll over. So if you come under Edit, Preferences on Windows, or come under Acrobat Preferences on Mac, and open those up, take a look, there is a commenting category on the left-hand side. Now, the commenting category allows you to go through and change your font. You can pick a different font for your notes, a font size. If you can't read the notes, so you can make the font a little bigger, a little smaller.
I tend to make the font size a little smaller. You could change the opacity. Opacity being, if you have a note out there, and you don't have it selected directly, it could actually be partially transparent. So you can make them a little bit more see-through. Enable text indicators and tooltips. That's basically when we hover hover a note out there, it's going to show that little tooltip, that's what that is. It's tooltips. Print notes and pop-ups. Now this is for your copy of Acrobat. It's not going to stay with the document. I'm just going to start there, actually, and say that. So you can actually now print notes and pop-ups by default.
You can also do it in the Print dialogue box, but it'll allow us to do that. Show lines connecting comments to their pop-ups on mouse rollover. I'll talk about that in a second here. Ensure that pop-ups are visible as the document is scrolled. That basically means that, the pop-ups will sort of follow along, which is kind of nice. I love this one. Automatically open comment pop-ups for comments other than notes. If somebody has like a little Note tool out there, it won't effect that. But if you have like, you know, strike-throughs, that sort of thing, it will automatically open them, when the document is open, okay? Hide comment pop-ups when Comments List is open.
When you open the list down here, basically, you can be accessed from several different ways, but your Navigation pane, it'll hide your comments out here. 'Cause, you'll see them down there, why would you need to see them on the page? Although, sometimes I do, so, I love this one too. Automatically open pop-ups on mouse rollover. Let me show you this one. Turn that on, click OK. If you take a look out here, now go over the placeholder. It's going to automatically pop open the note. And that way you can quickly see what somebody said. Now if you want to actually keep it out there, you can click on it, it should show up, and kind of stay out there.
So like I said, if I click on the actual placeholder itself, the note should then stay, and then I can add my text, et cetera, and kind of work with it. So like I said, rolling over, sometimes that can make you a little sick, but, it's another feature you've got. Okay, let me go back to the preferences. Like I said, under Edit Preferences Windows, under Acrobat Preferences Mac, you should be able to see the Commenting category. Making Comments. These are great, I love these features. Always use Log-in Name for Author name. That means, based on your Log-in Name, it's going to always pick up and make that the Author.
Now if you don't want it to, you want to actually type in an Author name every time, or comment, actually allow you to do that, you could turn that off, okay? It won't actually use your Log-In Name automatically. Create new pop-ups aligned to the edge. This automatically, every time you make a little note out here, or anything out here, so any kind of mark, it's going to automatically try and align it with the edge of the document. And if the document's just sitting in the screen here, if you see it fit width or something like that, it's going to put the note to as far over to the right as it can. Copy and circle text into Drawing comment pop-ups.
I love this one; I also love this one. Copy selected text into Highlight, Cross-Out, and Underline comment pop-ups. Right now, if you make a highlight on the page, what it does, is it just highlights, and then associates a note with it, okay? But, watch this. I'm going to turn this on, copy and select that text. I'll click OK. Sometimes what I need to do, is I need to highlight something and then say let's make a change. Now I typed in a note over here, and said, you know, "cute, but not necessary." But suppose that I'd like to do this. Let me zoom in. Zoom plus the plus to zoom in a bit.
Now suppose right here, it says, "We compiled some fun facts to let you know about that elixir you brew each morning!" I'm going to come out here and click on Review & Comment, up in the Toolbars. Show Comment & Markup toolbar. Go to Highlighter, I'm going to choose the highlighter right here. Your Comment & Markup toolbar might look a little different than mine, if you've been working with it. I'm going to actually select the highlighting range. Sometimes what I want to do is, as soon as I select it right here, I'll see a note. It's automatically copied the text I've just highlighted, and put it in here. This basically makes it. Sometimes I need to do this. So that you can actually make corrections out here, in another way.
Some really fun facts (laughing), okay? Fun facts, to let you know about that wonderful elixir, I'm just adding some words here. So basically what's happening is, it's allowing me to make the changes, and anyone, if they come into, let's say, Word or something, they could copy/paste this in if they wanted to do that. There's a couple ways to do that. So there's a lot of preferences we can use. A lot of different ways to be able to look at notes. Now, one of the last things I do with notes, is sometimes, it is helpful, the little connecting line right here, sometimes kind of drives me crazy.
So if I come up under Comments, it could be under Preferences as well. If you go to Comment View, we'll actually see down here it says, Show Connector Lines. I turn that off, and then highlight over something I could just see the note itself without that connector line. Depends on how you want to work. There's a lot of ways to work, using these comments, et cetera. I'm going to go and fit back in window here. And scroll back up. So what you'll, one page at a time, scroll back up. Just a couple of shortcuts we can use, and preferences we can set, for looking at and viewing comments.
Go ahead and keep this open, and what we're going to do in the next exercise, I'm going to show you how to create what's called a Custom Dynamic Stamp. These are pretty cool.
Skill Level Intermediate
Q: How do I create a document that requires users to fill in all required fields before being able to print the document? Users should be able to see which fields are required and the PDF should display a message to users if all required fields are not filled in.
A: Since version 7 of Reader and Acrobat, form fields are highlighted by default on the page. To further highlight the fields by applying borders or a background color (or change any form fields), check out the video "Creating text fields" in the Acrobat 9 Pro: Creating Forms title.