Join Anne-Marie Concepción for an in-depth discussion in this video Using the Collaborate Live review process, part of Acrobat X Essential Training.
Here is another really neat way to go over a PDF with one or more people. Even if you are spread around the country or around the world, you can all gather together to review the same PDF live. So this is called, in Acrobat parlance, Collaborate Live, and it's available under the Review section of the Comment pane. To run this, first of all, you want to make sure that the people who are ready to collaborate are there. Because what's going to happen is it's going to send them an invitation by e-mail to Collaborate Live, and then I'll double-click it and then suddenly, boom-- they will be in the room.
So it's kind of like a screen sharing. If you've ever done Acrobat Connect or WebEx, it's going to be like a screen-sharing of a PDF. Let's go ahead and start this up. We are going click Collaborate Live, and it reminds you of what you're going to do: you're going to collaborate with other people live and within the context of a PDF document. It initiates a live online chat session that's typing chat, sort of like I am, and shared page views. So click Next. I will just send this to my client, Tom Mueller. Again, you can send this to 30 people if you wanted to.
"Please collaborate with me on," this document, and it adds this underscore collaboration afterwards because you might be marking this up with your own comments as you are talking. Here is the invitation. "It says you're going to need Acrobat or Reader 9 or later to view this document." "Open the file attachment," so it's going to attach this file to the e-mail invitation, "and then go to the Collaborate Live panel." So it adds a Collaborate Live panel to this PDF that as soon as they open it up, starts a chat session with me and the other reviewers.
Now if this was a very large file, what I could do would be to store the file on acrobat.com, and instead of this being an attachment, they would get a link to it. I think this time I am actually going to send it as an attachment, because it's not that big of a file. So I'll click Send. It's enabling PDF file live. It's sending the e-mail invitation, and now we just need to wait for Tom. So at this point we could actually call him up on the phone and say, "Hey check your e-mail." In the meantime, it's opened up the collaboration version of this Two Trees Olive Oil Employee Manual in front of me, and you can see that currently only me, Olivia, is viewing it.
This is the Document Chat window where anybody who joins the review can go ahead and type in something that everybody else can read. All right, so Tom has joined the meeting, as you can see. So everybody gets this cute little avatar. And if you had lots of people joining, they would all appear in the scrolling list. You can resize this Collaborate panel on the left. There is a resize texture area right here. You can also change the amount of room that you see for Document Chat and the current viewers. There is a dropdown menu with some commands that you can run, and then if you're done, you can always sign out.
Clicking this tab up here will close the panel if you need more room, but you see this little person icon with a little speech bubble that will open up the Collaborate Live panel again. So basically, Tom and I are on the phone. Hello Tom! Tom Mueller: Hi Olivia! Anne-Marie: So thank you so much for joining me. How is the weather over there on the other side of the world? Tom: Oh, it's great. Great. Anne-Marie: All right, great. Anne-Marie: So Tom, you're my client, and you've seen a couple of proofs of this employee manual already, and you e-mailed me and said that you wanted to go over something. So what exactly do you want to go over? Tom: Well I am really concerned about updating the thing, and I wanted to take a look at some of the things.
Anne-Marie: I thought you said that you had some special comments about a table, or about--? Tom: Yeah, that's true. Anne-Marie: Okay, why don't you click Start Page Sharing on your end? Tom: Okay. Anne-Marie: That's this button. Anne-Marie: So, this is another feature of the Collaborate Live is that when somebody chooses Start Page Sharing, then everybody else gets the option to join page sharing. What that means is if you join page sharing, then any page that Tom, as the sharer is on, everybody else will see automatically. So I will click OK because I want to join it.
So when Tom moves to the page that he is interested in then everybody else sees it, and as Tom moves his cursor around on the screen, you also see his name, so you know what he is pointing to. So Tom, what is the problem with this table? Tom: I'd like the font to be a little bigger and the names. It could be, I suppose, a little narrower in this area here to allow room for that. Anne-Marie: All right, that's a great idea. Hang on, let me add a little comment to that: larger.
In the Collaborate Live, we are not actually sharing comments back and forth; we are all looking at the same file, but we are not sharing comments. So still as the initiator of this Collaborator Live or the person who is in-charge of the PDF, you can keep notes on your own PDF as people are making comments. If somebody else was here, they could say, "I'm a little lost. Which typeface is too small?" So they could send comments that other people could respond to. Or like if Tom said, "You forgot to enter a couple more retail store locations," he could copy and paste them into the Document Chat field.
We could get those, because one of the commands as available to you is to save the chat. So you can save this for further reference. So if people need to put in phone numbers or e-mail addresses or other important information, you can get it that way. So if I need to look at another page, I can still do so. But if I want to stop sharing Tom's page, I can click Stop Page Sharing. All right, so Tom, why don't you go ahead and stop page sharing yourself? Tom: Okay, done.
Anne-Marie: Thank you, and now if I wanted to take control and have people look at the page that I need to, instead of me saying, "Everybody go to page 23," or something, I could say, Start Page Sharing, and it says, "All current viewers of the document will now move on to whatever page you're currently at." And so then if I say, "Well, I was wondering what you thought about this part of our office hours. Do you really need to say that we're open for business from 9 to 7? That's kind of long." So because I am moving my cursor over this part where it says, "9 to 7," he sees my cursor with my name on it, and if I zoom in, he also sees it zoom in on his side.
So with Collaborate Live it's almost as though everybody is in the same room looking at the same PDF at once. It's just important to remember that Collaborate Live means that you're all looking at the same pages of the PDF, but you're not on a phone conference call, so that's something you need to do on your own. And you're not really sharing a screen. You are just looking at the same PDF. If you want to share a screen, you can do so. That is one of the features built into acrobat.com. And to get to it you first collaborate live on a document, and then from this dropdown menu you can choose Share My Screen, which tells you that you're going to open up a meeting room on acrobat.com and then all the current viewers who are looking at this will be invited to attend.
So when you share a screen, that means you're not just sharing the PDF but everything on your screen. And I could jump to other programs, I could jump to InDesign, or my e-mail program, or a browser, and everybody would be seeing my screen as well. And then when you're done, you can just click Sign Out and close the document. That's about it. So as you can see, if you ever need to review a PDF and e-mail is just not cutting it, you might want to just get on the phone and have everybody gather together and go over it, once and for all, using Collaborate Live.
- Creating PDFs from web pages, Office files, and Creative Suite files
- Signing PDFs with a digital signature
- Creating interactive forms
- Annotating PDFs with comments
- Collaborating with others using PDF reviews
- Making scanned documents searchable with OCR
- Preparing documents for print with print production tools
- Automating routine tasks with Actions
- Securing PDFs with encryption and password-protection
- Removing sensitive content with the Redaction feature
- Sharing PDFs
- Using the new features in Reader X and Acrobat.com