41
136
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
Share files by email
You can share many file types, not just PDF files.
1 To open the Share task pane, do one of the following:
• Choose File > Attach to Email.
• Click the Share task pane button.
2 In the Share task pane, choose Attach To Email.
3 If a document is open, Acrobat adds it by default. Else, click Add File, and select a file.
4 Click Attach. Acrobat creates an email using your default email application.
5 Enter the email addresses, subject, and message.
6 Click Send.
Collaborate with others in a PDF
Use Collaborate Live to review a PDF with one or more remote users in an online session. In a Collaborate Live session,
the participants view a document with a live chat window. When a participant shares a document, the page number
and magnification are also shared, so that everyone sees the same part of a document.
To start a Collaborate Live session, you must have Acrobat X installed. Participants in a Collaborate Live session must
have Acrobat X or Adobe Reader® X.
Initiate a Collaborate Live session
1 Choose Comment > Review > Collaborate Live.
2 If prompted, select or browse to the PDF, and click Next.
3 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.
4 On the email screen, do the following, and then click Send:
• Enter email addresses of your invitees. Insert a semicolon or a return after each address. Click the To or Cc buttons
to select email addresses from your email application address book.
• Preview and edit the email subject and message as needed. To use the default message, click Reset Default Message.
• To conduct the collaboration session on Acrobat.com, select Store File On Acrobat.com And Send A Link To
Recipients. To send the file as an attachment to the recipients, leave this option deselected.
• If you are conducting the collaboration session on Acrobat.com, choose an option from the Access Level menu to
specify who can download the file.
The Collaborate Live navigation pane opens in the document. After at least one participant joins the session, you can
share pages and chat online.
Participate in a Collaborate Live session
1 In the Collaborate Live email invitation, do one of the following:
• If the email contains a PDF attachment, double-click the attachment.
• If the email contains a URL, click the URL or type the URL in the address box of a browser. If prompted, log in with
your Adobe ID and password.
The PDF opens with the Collaborate Live navigation pane open.
2 If prompted, sign in as a guest or with your Adobe ID and password.
46
137
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
3 While participating in a Collaborate Live session, do any of the following as needed:
• Type chat messages in the box at the bottom of the pane. Click the color box to choose a different color for your
chat text.
• To share your pages so that the same page view appears for all participants, click the Start Page Sharing button.
During page sharing, the button changes to Stop Page Sharing, and you can stop sharing at any time.
• To share your screen in an Adobe ConnectNow meeting, from the options menu
, choose Share My Screen.
• To save the chat history, from the options menu
, choose Save Chat.
• To disable live collaboration in a document, from the options menu
, choose Disable Chat & Page Sharing In
My Copy, or (initiator only) Disable Chat & Page Sharing In All Copies. If you disable live collaboration in all
copies, then users cannot log in to a live collaboration session with any copy of the document.
Online Services preferences
To change your Acrobat.com account settings, open the Preferences dialog box, and under Categories, select Online
Services.
Email Address (Adobe ID)
Specifies your email address associated with your Adobe ID.
Sign Out
Click to sign out of your Acrobat.com.
Manage Account
Click to view and manage your account settings.
Change Password
Click to clear your currently saved password and specify a new one.
Use Share pane when sending email attachment
When selected, opens the Share pane to send the document by e-
mail. When unselected, it creates an email using your default email client.
Always Connect When Opening Documents Enabled For Live Collaboration
If this option is selected, you are
connected automatically when you open a PDF enabled for live collaboration. If this option is deselected, you are
prompted to sign in when you open a document enabled for live collaboration.
Copy Me When I Send An Email Invitation Using Acrobat.com
When selected, sends you a copy of your initiating email
for shared documents, Collaborate Live sessions, shared reviews, and form distributions.
Create a Buzzword document
The feature to create an Adobe Buzzword document directly from Acrobat is not available in Acrobat X and later. If
you have an Acrobat.com account, you can create and share Buzzword documents. For more information, see
http://acrobat.com.
Collaborate in ConnectNow meetings
The feature to start a ConnectNow meeting directly from Acrobat is not available in Acrobat X and later. If you have
an Acrobat.com account, you can share PDFs and your desktop, and use other collaboration features in ConnectNow
meetings. For more information, see http://acrobat.com .
23
138
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
Preparing for a PDF review
About managed PDF reviews
In a managed review, you use a wizard to set up your review, specify the document location, and invite participants.
You don’t have to import comments, enable commenting for Reader users, or manually track reviewer responses.
Note: You must have Acrobat Pro installed to enable commenting for Reader users in managed reviews. You cannot
enable commenting for Reader users using Acrobat Standard.
Acrobat includes two types of managed reviews: shared and email-based reviews. Each type of review has a wizard that
helps you distribute a PDF with special tools and instructions to reviewers.
The Tracker tracks all managed reviews. The Tracker provides access to the PDF file and information about the review
and its participants. Review initiators can change review deadlines, add reviewers, and end reviews from the Tracker.
The Tracker lets participants know when new comments are available, when deadlines are changed, and when
reviewers are added, even when Acrobat is closed. It also provides information about server error states.
Note: Managed reviews cannot be conducted for PDF Portfolios.
Shared reviews
Shared reviews are the most collaborative form of review because participants can read and reply to the comments of
other participants. Comments from participants are stored in a repository on Acrobat.com or on an internal server.
Acrobat synchronizes comments at regular intervals to download all the latest changes. Reviewers are notified of new
comments as they are added, and they can see and reply to comments made by other reviewers.
In a shared review, recipients can easily join the review, share their comments, track their reviews, and get regular updates.
32
139
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
Note: You must have Acrobat 9 or later installed to initiate shared reviews on Acrobat.com. Participants in shared
reviews on Acrobat.com must have Acrobat 9 or Reader 9 or later. For shared reviews that are not on Acrobat.com,
reviewers must have Acrobat 8 or later or Reader 8 or later installed to view other reviewer comments. Reviewers using
earlier versions of Acrobat must send comments in email.
Email-based reviews
Email-based reviews are ideal when reviewers either don’t have access to a common server or don’t require a
collaborative approach to reviewing documents.
In an email-based review, the initiator sends a PDF to reviewers as an email attachment. Reviewers add their comments
and return the document by using the Send Comments button in the document message bar. When receiving these
comments, the initiator can merge them into their copy of the PDF.
The primary limitation to email-based reviews is that participants can’t view other comments during the review.
Initiators can view comments only after receiving them.
Note: Participants in an email-based review must have Acrobat 6.0 or later or Reader 7.0 or later.
In an email-based review, participants send their comments to the initiator, who merges the comments into the master copy of the PDF.
Browser-based reviews
You can participate in browser-based reviews set up using Adobe LiveCycle ES2. The document opens in the web
browser and the document message bar displays the Save and Work Offline buttons. See Adobe LiveCycle
documentation for more details.
Choosing a distribution option for reviews and forms
Acrobat provides several distribution options in the Send For Shared Review and Distribute Form wizard. When you
choose an option, consider the security needs for the distributed file, what servers or websites your recipients can use
to download the file, and how you want to receive comments or form data.
Acrobat.com
Acrobat.com is a free, secure web service that works with Acrobat. Participants can download the file from
Acrobat.com, and add comments or forms data using Acrobat or Adobe Reader. When finished, participants publish
comments or submit secure form responses to Acrobat.com. Form responses are also stored on your hard drive as they
are returned. When using Acrobat.com, you can also allow reviewers or form submitters to open and share the PDF
in a live chat session.
39
140
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
For an alternate workflow where initiators host documents on Acrobat.com, but recipients use email attachments, read
Patti Sokol’s article Acrobat.com for comment/review and forms distribution.
Internal server
You can use your own internal server location if your recipients work behind a firewall and all have access to a common
server. The server can be a network folder, a Microsoft SharePoint workspace (Windows only), or a web server folder.
You can include a link to your distributed PDF or send it as an attachment in an email message. For reviews, Acrobat
uploads published comments to the server. For forms, Acrobat stores responses on your hard drive as they are
returned.
Note: Web server folders are not available for form distribution.
When you specify your own server, the wizard prompts you to save a profile with the server location and the
distribution options you chose. The next time you distribute a PDF, the saved profile is available as an option in the
wizard.
Email
The Distribute Forms wizard has an option for sending a form as an email attachment. You can send the form using
your own email client. You can also use the wizard to create an email message in which the form file is attached. Once
your recipients fill out and submit the form, the responses are returned to your mailbox. Each response is copied into
a PDF Portfolio responses file, which you can organize and export to a spreadsheet.
The Send for Shared Review wizard lets you either email a link to the pdf, or attach the pdf to the email.
Enable commenting for Reader users
By enabling commenting rights in a PDF, users of Reader 8 or later can participate in reviews of that PDF. When a
PDF with commenting rights opens in Reader, it includes a document message bar and commenting tools that are
otherwise unavailable.
When you initiate a managed review, commenting rights are automatically enabled. If you do not use a managed
review (for example, if you send a PDF directly in email), you can still enable commenting rights. Open the PDF and
choose File > Save As > Reader Extended PDF > Enable Commenting In Adobe Reader.
Note: If you enable commenting for Reader in a digitally signed document, the signature is invalidated.
More Help topics
“Start a shared review ” on page 141
“Start an email-based review ” on page 142
Select an email application for reviews
You need an email application and a mail server connection for email-based reviews and to send comments. Acrobat
supports most email applications. If you have more than one email application installed, you can specify which
application starts when Acrobat sends a PDF. Do one of the following:
• (Windows) Double-click Internet Options in the Control Panel. In the Internet Properties dialog box, select the
Programs tab, and then select the preferred email application. Restart Acrobat to activate the change.
41
141
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
• (Windows) Change the MAPI settings in your email application. Acrobat and Reader use the Messaging
Application Program Interface (MAPI) to communicate with your email application. Most email applications
come with MAPI settings to handle this communication. For more information on configuring your email
applications, see the email application’s Help.
• (Mac OS) In Mail, choose Mail > Preferences, select General, and then choose the preferred email application from
the Default Email Reader menu. Restart Acrobat to activate the change. If your application isn’t listed, choose Select
from the menu and browse to the location. If you select an application that isn’t listed in the Default Email Reader
menu, Acrobat does not necessarily support it.
Specify a server
If you distribute a PDF using your own server location, you can specify a network folder, a Windows server running
Microsoft SharePoint Services, or a web server folder. Participants must have read and write access to the server you
specify. Ask your network administrator to provide a suitable server location for storing comments. No additional
software is required to set up a server.
Note: Web server folders are not available for form distribution.
If all recipients are within a local area network, network folders and SharePoint servers are the best choices for a
comment server. Network folders are generally the cheapest and most reliable. To initiate a review on a SharePoint
server, the initiator must use Windows. However, participants can use either Windows or Mac OS.
WebDAV servers (web servers that use the WebDAV protocol) are best used only if your reviewers are outside a
firewall or a local area network.
Starting a review
Start a shared review
The shared PDF that you send includes the Annotation and Drawing markup panels, and instructions in the document
message bar.
1 Choose Comment > Review > Send For Shared Review.
You can also start a shared review directly from other applications that use PDFMaker, such as Microsoft Word.
Choose Adobe PDF > Convert To Adobe PDF And Send For Review. For Office 2007/2010 applications, choose
Acrobat > Create And Send For Review.
2 If prompted, specify a PDF.
3 Choose a delivery and collection method. You can use Acrobat.com, your own internal server, or a server profile if
you have already created one. (For more information, see “Choosing a distribution option for reviews and forms”
on page 139.) Then follow the onscreen instructions.
4 On the email screen, specify the following settings as needed:
Delivery Method
Click to specify a different delivery and collection method from the one that is currently selected.
To, Cc
Enter the email addresses of your reviewers. Insert a semicolon or a return after each address. Click the To or
Cc button to select email addresses from your email application address book.
45
142
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
Subject, Message
Preview and edit the email subject and message as needed. Acrobat saves any changes you make and
displays them the next time you send a document for review. To use the default email message, click Reset Default
Message.
Access Level (Acrobat.com only)
Specifies who can download the file from Acrobat.com. You can limit access to only
the recipients of your email, or you can allow open access to anyone who knows the URL.
Review Deadline
Click to specify a different date or no deadline. After the review deadline expires, reviewers cannot
publish comments.
Note: If the review deadline expires while a reviewer has the document open in Acrobat, then the reviewer can publish
comments before closing the document.
Allow Page View Sharing And Chat Collaboration In This Document (Acrobat.com only)
When selected, reviewers can
use the Collaborate Live feature to open and share the PDF in a live chat session.
5 Click Send.
Acrobat creates a copy of the shared review file, named [original filename]_review.pdf, in the same folder as the
original file you specified for the review.
More Help topics
“Save the PDF with comments” on page 148
“Online Services preferences” on page 137
Start an email-based review
When you start an email-based review, you send out a tracked copy of the PDF, enabling you to easily merge comments
that you receive. (Form fields in a PDF aren’t fillable during the review.) After initiating a shared review, you can also
start an email-based review with the same PDF.
Start the review
Before you start an email-based review, make sure that your email application is configured to work with Acrobat. (See
“Select an email application for reviews” on page 140.)
1 Choose Comment > Review > Send for Email Review.
2 If prompted, enter information in the Identity Setup dialog box.
3 Specify a PDF if it isn’t already open, and then click Next. The PDF that you specify becomes the master file. You’ll
merge comments you receive from reviewers into this file.
4 Specify reviewers by typing their email addresses. Insert a semicolon or a return between each address. Click
Address Book to select email addresses from your email application address book.
5 Preview and edit the email invitation as needed, and then click Send Invitation.
A copy of the PDF is sent to the reviewers as an attachment. When this PDF attachment is opened, it presents
commenting tools and instructions.
Merge comments
After you receive comments from reviewers, you can merge the comments into the master PDF.
1 After a reviewer sends you comments, open the attached file in your email application. If the email application can’t
find the original version of the PDF, it prompts you to browse for it.
42
143
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
Note: It’s possible to forward comments to the initiator if you didn’t initiate the review. First merge these comments into
your copy of the PDF. Then send the comments (see “Send comments in email” on pag e145). If you’ve sent your comments
already, the initiator receives only new comments. Merged comments retain the original author name.
2 If you initiated the review, the Merge Comments dialog box appears. Select one of the following options:
Yes Opens the master copy of the PDF and merges all comments into it. After comments are merged, save the master PDF.
No, Open This Copy Only
Opens the reviewer’s copy of the PDF with comments. If you select this option, you can still
merge comments by choosing Comments > Merge Comments Onto Master PDF.
Cancel
Closes the reviewer’s PDF that contains comments.
You can hide comments that you don’t want to merge by using the Show menu in the Comments list. Save and reopen
the PDF, and then select Yes in the Merge PDF dialog box.
Participating in a PDF review
Review a PDF
When you receive an email invitation to a PDF review, the invitation typically includes the PDF as an attachment or
provides a URL to the PDF. Alternatively, some invitations include a Forms Data Format (FDF) attachment. When
opened, an FDF file configures your review settings and opens the PDF in Acrobat.
PDFs in a review have special features, including commenting tools and a document message bar with instructions.
Use the commenting tools to add comments to the PDF and then submit them. Either publish the comments to a
comment server where others can see them, or send comments as an email attachment to the review initiator.
Note: It’s possible to receive a PDF that doesn’t include special features. If so, add your comments using tools from the
Annotations and Drawing Markup panels in the Comment pane. Then save the PDF and send it back. (See “Annotations
and drawing markup tools overview” on page 150.)
To review the PDF later, reopen it from the Tracker. Doing so ensures that your comments are added to the tracked
copy of the PDF, and that the initiator receives your comments. If you don’t send or publish your comments right
away, save the PDF before you close it to avoid losing your comments. Until the initiator receives your comments, they
appear only in your local copy of the PDF and aren’t visible to other reviewers. For a video on the basics of reviewing,
see www.adobe.com/go/lrvid_014_acrx_en
If you review a PDF using Acrobat 9 or earlier, or Reader 9 or earlier, some features are not available.
More Help topics
“Reply to comments” on page 165
“Rejoin a review” on page 146
“Save the PDF with comments” on page 148
Join a review
1 In your email application, open the PDF by clicking the URL or double-clicking the attachment (PDF or FDF).
2 Do one or more of the following, if prompted:
• Log in to Acrobat.com with your Adobe ID and password.
• Click Connect in the Shared Review dialog box.
53
144
USING ACROBAT X PRO
Collaboration
Last updated 10/11/2011
• Click OK in the Welcome To Shared Review window. This window shows the review deadline, participants,
whether each reviewer has made any comments, and the comment server location.
• Type your name, email address, company name, and job title.
3 Save the file to a location that you can find easily, such as the desktop.
4 Add comments to the PDF using tools in the Comment pane. To delete a comment, select it and press Delete. (You
can only delete the comments that you made.)
5 Do all of the following that apply:
• If you’re notified that new comments from other reviewers are available, click the message. New comments appear
in the PDF.
• To find out if new comments are available from other reviewers, click the Check For New Comments button
.
6 Submit your comments by clicking Publish Comments or Send Comments To Review Initiator in the document
message bar.
When you send comments, a PDF containing your comments is sent as an email attachment to the review initiator.
When you publish comments, your comments are saved to the comment server.
Options in the document message bar
The options in the document message bar depend on how the initiator set up the review and whether you can access
the comment server.
For information about the different types of reviews, see “About managed PDF reviews” on page 138.
Check For New Comments
Prompts Acrobat to synchronize comments between the comment server and the local
hard drive. If you don’t click this button, Acrobat checks for new comments every 10 minutes if the document is open
and every hour if the document is closed.
Merge Comments
Copies the comments in the open PDF to your copy. This option is available only for PDFs you
receive from reviewers in email-based reviews.
Publish Comments
Available only in shared reviews. Uploads your new comments to the comment server. This button
is disabled if the review has ended.
Save An Archive Copy
Available only in shared reviews, when a review has ended. Saves a copy of the document with
review comments to your hard drive.
Send Comments
Creates an email message addressed to the review initiator that contains the commented PDF as an
attachment. This option is always available for reviewers in email-based reviews. It appears in shared reviews if the
reviewer has chosen to work offline or if an attempt to connect to the comment server has failed.
Save & Work Offline
Saves the file for you to work offline. This option is available for browser-based reviews set up
using Adobe LiveCycle.
Send & Receive
Synchronizes comments. This option is available for browser-based reviews set up using Adobe
LiveCycle.
Status
An icon that displays the connected state of the comment server. The icon appears as the last attempt successful
icon , the last attempt unsuccessful icon , or the attempting to connect icon
. If you click the icon, a menu with
additional options appears: Track Reviews opens the Tracker; Save As Archive Copy saves a copy of the PDF that is no
longer connected to the review; Work Offline lets you work in offline mode, in which you can make comments but
cannot publish them until you switch back to online mode. To switch to online mode, click Reconnect To Server.
Documents you may be interested
Documents you may be interested
