Join Brian Wood for an in-depth discussion in this video Exporting comments to Word, part of Acrobat 8 Professional Beyond the Basics.
- [Instructor] Now working with PDFs, we can collaborate, we can comment review on a document, et cetera, but another great feature about Acrobat, is the ability to take an original Word document, convert it to a PDF, comment on the PDF, do what you need to do, collaborate, and then bring those comments back into Word to integrate them back into the original Word document. This would allow Word to track the changes, make the changes if possible or necessary, and complete your workflow. So what we're going to do is show you how to do that. I've got a Microsoft Word document open here called GCC_report.
Go ahead and open that up, and obviously, we need Word to do this, okay? Word 2000 or later. And if you take a look out here, it may ask you to replace some fonts, you may have some missing fonts, you may need to do that as well. Now, we're going to make a PDF, and honestly, I've already got it made, but I want to show you the process to make the PDF. If you want to get this to work properly, we're going to use the PDF maker icon, that Convert to Adobe PDF button. That is going to make what is called a tagged PDF. A tagged PDF is a structured document. It's typically for accessibility, but it also means that if you want to place comments in Acrobat, it's going to know the structure of the document, so it's going to know where they're placed.
Word knows the structure as well, so it's going to know where to put the comments. That's basically how it works. Now on Mac, you cannot create a tagged PDF using this button, so you may need to add tags within Acrobat to get this to work properly. So if you click the button, we're not going to do that, if you click the button, it'll make a PDF for you. I've got the PDF created already. I'll go over to Acrobat. Go ahead and open up GCC_report.pdf, and you should see the PDF in front of you. Now we're going to go through and add just a few comments, just to kind of get a couple things going here. So if I click on Review & Comment, show the markup toolbar, what I like to do is add a few comments.
Now the best comments, I think, to add for this type of process, exporting the comments to Word, are using the text edits. This allows you to go through and strike through, insert, all the things you need to do, Word can actually make those changes or implement them. If you use a sticky note, it's going to be a little more vague. It's going to just place a note out there that you can see, which you can do in Word. It's fine. Go ahead and choose Sticky Note. I'm going to place the sticky note right here by the logo, and I'm going to actually say change logo. How about that? Next thing I want to do is make some quick text edits down here to say, let's change the report.
I'm going to zoom in here. Change the report from 2006 to 2007, let's say. Click on text edits, it always gives you this, indicating text edits dialogue box, kind of tell you what to do. You can say "Don't Show Again". Come on over here, select 2006, and we're going to type in 2007. There we go. The percentage down here, I'd like to change as well. So go ahead and select 10, and we're going to type in 4%, which is unfortunate for them, but anyway. So we're just making some quick comments out here.
You can do this for every page in the document if you want, and if the Word document has all these pages, it will work for you. Next thing we need to do is basically save the document, and then what we're going to do is we're going to integrate them back into Word. So go ahead and save the document. Next thing we're going to do is we're going to export the comments to Word. Now there's two ways to do this, to get the comments to a Word document. You can either export them from Acrobat, or import them within Word from a PDF. We're going to export them, and I'll show you how to actually go about doing that in Word. Now the only other thing is make sure that the Word document is closed right now.
Go back over to Word and close it because it's going to try and open up a second window and open up the Word doc, and it may tell you that you don't have access, or that sort of thing. Next step is to come up to Comments, let's export to Word. It's going to take you over to Word, open up Word, and give you this dialogue box. This basically tells you what you need to do. So it's saying to get this to work, and this is going to be Windows, on the Windows platform, it's going to say you need to create a tagged PDF. This is going to make it work better, or easier, because it's going to know where to put them. It has to contain all the comments you'd like to import, and you need to save the PDF after commenting.
Also, this is a good one. Make a backup copy of the Word file you want to import comments to. It's kind of a safety catch. 'Cause if you import comments more than once, if you look down here, it's going to say note, import it more than once in a document. It may not work as expected. It's going to say click okay to start importing, and it's going to give us some options, and we'll talk about those next. So go ahead and click okay. It's going to say which PDF do you want to pull these from, and what comments do you want to actually put them into, which Word document. So I'm going to make sure I know which one I'm doing here.
It should remember the PDF you just came from. I'm going to click browse, choose my PDF. Mine happened to be on the desktop, yours is going to be in the exercise files folder. That's fine. Place comments in this word file. We're going to browse, and go into your exercise files folder, into collaborate, and open up the GCC_report. You just basically telling it trying to make sure of where it's coming from, the comments, and where they're going to. Now down here, it's saying all comments, do you want to put them all in? Or do you want to filter them? You can bring in all comments with check marks.
Check marks are those you put within Acrobat. So you just put a check next to it and it'll bring those in only. That's in the comments pane. Text edits only, that's kind of nice. If somebody put stamps or anything else out there, it won't bring those in. Apply custom filter to comments allows you to filter them according to author, date, that sort of thing. Let's bring them all in so we can see what happens here. And down here, make sure that Turn Track Changes on Before Importing Comments is on. You don't have to do this. This literally just turns on the track changes feature within Word, and allows us to integrate them automatically, start going through right away.
You could turn that on later on, and there's actually an Acrobat Comments menu up here, which allows you to do that. Click continue. It should go through and tell us what it's doing here. So it's saying it's a successful import, it's giving us a summary here. Total number of comments imported, three, how many text edits, et cetera do we have, two, how many other comments, other comments can be stamps, notes, et cetera. And if you look down here, it's going to say okay, we turn on integrating text edits, we've got it going here. It says "Acrobat can actually assist you "in integrating the text changes into the Word doc." It'll step you through right now and say let's make the changes.
We're going to go ahead and do that. You don't have to. You can just keep the comments in and access them at a later date, do what you need to do later. Click integrate text comments, or text edits rather. It's going to go through and do a track changes sort of thing. So it's going to give us this dialogue and basically say let's step through each comment. Now you'll notice that the comment up here was actually skipped when it started to integrate here. So what it's doing is it's literally going into the text edits and trying to integrate those. So we have the ability to either apply the change, discard, or go on to the next.
And it's kind of cool. You can actually tell it to automatically go to the next if you assign something, apply, or discard. You can even say Show Comment Bubbles or don't show the comment bubbles. If I say Apply here, it's going to make the change, and it's going to tell me what's happening out there. It's going to move on to the next one. I can mark through the whole document here and kind of work my way down. Now if you decide later on, you're like, well undo the last one, that's actually kind of cool. It's a nice little feature. You can undo the last change that it made. But you got to kind of do it right now. I can apply all remaining, or stop this. I'm going to click Apply All Remaining.
Are you sure? Okay. There we go. It's going to give me a summary here, once you get done. It's going to say there are no more edits, inserts, et cetera. Cleaning up the document. It's going to give me a nice summary down here. If track changes is on, you can merge all the track changes in the document by choosing Accept all Changes. To delete the remaining comment bubbles, you can choose Delete All Comments in Document. Now, when you make these text edits, like I said, we kind of did this through as one single process here. You can actually cut this up a little bit. Choosing done.
I've got my comments out there. Now once you integrate the edits, take a look up top at the Acrobat Comments menu, go ahead and choose that, you're going to see Import Comments from Acrobat. Like I said, there's two ways to do it. You can import them from Acrobat, or export them out of Acrobat. Continue Integration Process is if you stop at any time, it's going to pick up where it left off to keep integrating these changes. You can accept them all, you can delete all the comments, you can open up what's called the reviewing toolbar. The reviewing toolbar is basically the toolbar that comes with the track changes within Word.
If I choose that, you'll take a look at it. It allows you to see right here, let me pull this down. You'll actually be able to see it says, go to the previous, go to the next, accept, reject, et cetera, allows you to use the Word track changes et cetera. And finally, if you go to Acrobat Comments, again, up in the menus, Show Instructions will open up that dialogue box again that we can see how to import comments. Just in case you need to read, kind of, what needs to happen here. I'll cancel out of that. So if we make our changes, come back to Acrobat Comments, we'll say Delete All Comments in Document, it should remove all the actual comments that were not integrated out there.
So that allows us to work with the document a little bit better, more efficiently, being able to pull in comments from Acrobat into a Word document. Alright, go ahead and close up the Word document. We don't need to save this. And we're going to talk next about how to actually work a little bit more with collaborating and talk about a browser based review.
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.