From the organizer, upload and share any of the file formats (or file types) listed in this TechNote.
Upload and preview files
Uploaded files can be no larger than 100 MB.
When you select Import from the menu bar, Acrobat.com converts the file to the appropriate application and opens it for editing. For example, if the file content is text and its extension is “.txt”, then the document is imported into Buzzword.ations
|Imported file type||Converted to Acrobat.com file|
|Word (.doc, .docx), OpenOffice (.odt), RTF (.rtf), text (.txt)||Buzzword|
|PowerPoint (.ppt, .pptx)||Presentations|
You can preview the contents of most file formats (or file types) that are shared or uploaded (files cannot be edited in the previewer). Use the previewer to page through documents such as Microsoft Office files, OpenOffice files, PDF files, and images. For a list of all file formats that can be previewed, see this TechNote.
If a shared file in the organizer cannot be previewed, click Download to copy it to your computer and open it from your desktop.
Share files for collaboration
Acrobat.com lets you share files in your organizer with others without sending the files by email. You can share files three ways: Move a file into a shared workspace; share files with individuals; publish files so anyone with the URL can access the file. Files get uploaded or created into a workspace if you first select the workspace in the organizer. If you select a tag, files are tagged accordingly and added to your personal workspace. Set the access level for files that you uploaded or created. The access level controls how others, particularly groups, interact with a document.
File access settings are different from user roles, which are assigned to each person you share a document with. To learn more about access levels and what privileges each user role allows, see Roles for collaboration.
From the Make Them menu, select Co-author, Contributor, Reviewer, or Reader. (Roles vary depending on the service application. See Roles for collaboration.)
Click the information icon to view descriptions of each available user role.
Click the Share button. For a selected file in the organizer, the Collaborator bar at the bottom of the window shows who you are sharing the file with.
After sharing a file, you can change a collaborator role setting. Move the pointer over the person’s name and click the menu button on the right.
Publishing allows anyone with the URL to access the file. Publishing also allows embedding the file in an external web page, blog, or wiki.
You can embed an Adobe® Flash® preview of files in a web page, blog, or wiki page. Embedding is available for most files in your organizer, including files uploaded to Acrobat.com and PDFs created on Acrobat.com. Documents from Tables and Presentations (but not Buzzword) can be embedded. Viewers of the web page see an embedded previewer window in the page that displays the contents of the file you’re sharing. Viewers can browse a multipage document in the previewer, change zoom level, or maximize the previewer to full screen. They can also download the shared file directly from the web page.
Using the Publish command in Presentations creates a standalone presentation that anyone can access and play without signing in to Acrobat.com. Use this method (rather than sharing) to show others a “snapshot” of the presentation. Publishing lets you send a URL link with an email message or embed the slide show in a website by copying the embed code to the clipboard.
Snapshots are static copies of the presentation. If you are an author or co-author, you can update the snapshot at any time by choosing Presentation > Publish, and clicking Republish.
Click Copy Link to copy the URL and paste it into an email or IM message.
Click Copy Embed Code to copy the complete embed code to the clipboard. You can then paste it into HTML code in a web page.
Do not highlight and copy the text in the Copy Embed Code box; the code is incomplete and will not embed your presentation in a website.
- (Optional) Click Unpublish to remove open access from the published document. Use this command if, for example, you change your mind and don’t want anyone who is not sharing the document to access it.
- (Optional) Click Republish if you have already published the document, changed it, and want to publish the new version. Unpublish reverts to the previously published version of the presentation.
Move It To A Shared Workspace
All members of a workspace can access the file. If the file is already in a workspace, you can move it to a different workspace. A file can be in only one workspace.
Share It With Individuals
Allows you to enter email addresses of people you want to share with and assign them a user role. To view the document, they must sign in to Acrobat.com.
Allows a large audience to read a document without signing in. Publishing distributes a link (URL) to a mailing list or places the URL on a web page or blog. Any file you can preview on Acrobat.com can be embedded into a web page or blog. When this option is selected for a table, you can copy the HTML code and embed it in a website or blog. For published presentations, you can copy embedded code from within the Presentations application. Buzzword does not support embedded code.
Only people who appear on the file’s sharing list or are members of a shared workspace where the file is located can access the file.
Role (Make Them)
Select Co-author, Contributor, Reviewer, or Reader (roles vary depending on the service application. See Roles for collaboration).
Send An Invitation Email
Send an email containing the URL that the recipient clicks to access the file. When sharing a workspace with a user who has an Acrobat.com account, the email invitation is not required. The shared file immediately appears in their organizer if the option Automatically Accept Shared Documents is selected in the My Preferences dialog box.
Everyone The File Is Shared With Can Share It With Others (At Their Own Role Or Lower)
Allows collaborators to modify the sharing list (that is, add or remove collaborators, promote or demote roles of existing collaborators). These modifications can only be made to collaborators at the same level or lower. For example, a Buzzword document reviewer can add and remove reviewers and readers, can promote readers to reviewers, and can demote reviewers to readers. But, they cannot modify co-author permissions. Unless you modify this setting, the Apply button is unavailable.
Only Let Co-Authors Share This File With Others
Allows only co-authors to modify the sharing list. Select this option and click Apply.
Copies the document URL to the clipboard. In an email or instant message program, right-click and select Paste to tell others that your document is available. This option appears only when you have selected Publish It from the Share File menu. It is not available for Presentations files in the organizer. However, you can copy links from within the Presentations application.
Copy Embed Code
Copies the embed code to the clipboard, which allows embedding a file or table into a web page or blog. This option appears only when you have selected Publish It from the Share File menu. It is not available for Buzzword documents and Presentations files in the organizer. However, you can copy links from within the Presentations application.
A document sharing list contains the email addresses associated with a workspace or document. If you have shared a document with other people, you can copy the file’s sharing list and paste it into a new or existing workspace or document. The options differ, depending on how the document is shared. For example, Copy All appears if the document is not in a shared workspace or if it is in a shared workspace and also shared with individuals. Copy Members appears if the document is in a shared workspace.
You can also copy and paste email addresses from any file, as long as the addresses are separated by semicolons (Windows) or commas (Mac OS).
To copy all the email addresses to another document, select a file. Click Share File and select Share It With Individuals. Press Ctrl+V or Command+V to paste the email addresses into the text box below People To Share With in the Share dialog box. If you want, assign roles to those users in the list.
Alternatively, paste a list of email addresses from any program or file into the Share dialog box. Use a comma-separated (Mac OS) or semicolon-separated (Windows) list. Duplicate addresses and any addresses already associated with the document are not added.