Explore how PDF Spaces supports smooth teamwork with shared files, clear permissions, and built‑in tools for reviewing and contributing.
Document workflows often break down across fragmented drafts, scattered feedback, and disconnected conversations. PDF Spaces brings files, context, AI-powered insights, and activity into a single shared workspace, so teams can collaborate with clarity and stay aligned.
Why collaborate on PDF Spaces
PDF Spaces is built for meaningful collaboration and richer knowledge exchange. Teams can gather feedback, add insights, and evolve ideas together, leading to faster understanding, better alignment, and clearer decisions.
With different permission levels, you can control precisely how participants engage, whether they’re providing feedback or actively shaping the project.
How collaboration works
Collaboration in PDF Spaces happens inside a single shared environment where your team works with the same files, context, and insights—without switching tools or losing track of conversations. You start by creating a PDF Space that brings together your project’s files, notes, and links to establish a single source of truth.
Once the PDF Space is ready, you can share either the entire workspace or links to specific files or notes, depending on what recipients need to see. From there, you control how participants engage by setting roles and customizing the landing view with guidance and context. For private or organization‑only links, new users can request access to the PDF Space using Request Access. The creator can then approve or decline the request.
As the owner, you can add multiple collaborators to the PDF Space and assign Viewer, Reviewer, or Contributor roles based on each person's needs. Team members can review content, add comments, and use the built‑in AI Assistant to summarize documents, ask questions, or extract insights, helping everyone get oriented quickly.
Access and permission levels
PDF Spaces lets you control both who can access a Space and what they can do inside it.
Access levels determine the audience: You can keep a PDF Space private by inviting specific people via email, ideal for confidential or early‑stage work. For broader collaboration, open it to your organization so anyone in your company can access it via a link. When you need to share learning resources or public-facing material, set the PDF Space to public so it's available to anyone with the link.
Permission levels define participation: Once people have access, you choose how they engage. Permissions apply to the entire PDF Space, not individual files.
- Viewers can only read files. Use this role for stakeholders who need read‑only access.
- Reviewers can view files and add comments. Assign this role to anyone providing feedback.
- Contributors can add, update, or delete project content, including files added by owners and notes they create. It's ideal for teammates actively shaping the project. Contributor permissions are not supported for public access links.
Together, access and permission settings help you decide who sees the project and how deeply they can collaborate. A recipient’s experience is entirely based on the permission you assign.
Learn how to review shared PDF Spaces.
Inviting collaborators
You can bring others into your PDF Space by sending an invitation through Invite people, where you can also include an optional message for context. If you prefer quick sharing, you can generate a link or send it directly through apps like Outlook, Gmail, Teams, or WhatsApp. For restricted PDF Spaces, people without access can request access, and you can approve or deny their request as needed.
Learn how to share PDF Spaces.
Staying in sync
Collaborators can easily track updates:
- View and reply to comments. Files or notes with comments display a Comments icon that you can select to view and reply to comments.
- Use @mentions to notify teammates or bring new reviewers into the conversation.
- Get notifications for new comments and replies.
Managing a shared PDF Space
As the owner of a PDF Space, you retain control over access and participation. You can unshare the PDF Space at any time to revoke access instantly or delete it entirely when the project is complete. Just be sure to download any necessary files first. If roles change, you can adjust participant permissions or remove people through the Share settings. You can also check who currently has access whenever you need to.
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