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Starting a PDF review

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Automatically collect everyone's comments in a single PDF file. Track progress and consolidate comments.

Start a shared review

The shared PDF that you send includes the Annotation and Drawing Markups panels, and instructions in the document message bar.

  1. Choose Tools > Send For Comments.

    The Send for Comments toolset is displayed in the secondary toolbar.

    Note:

    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 Shared Commenting. For Office 2007/2010 applications, choose Acrobat > Create And Send For Shared Commenting.

  2. In the secondary toolbar, click Send For Shared Commenting.

    Note:

    If prompted, select a PDF file that you want to send for shared review.

  3. Select the way you want to collect comments from your reviewer and click Next.

  4. Select how you would like to host the shared review file and specify the location.

     

    Network folders

    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.   

    SharePoint/Office 365 subsites

    If your recipients work behind a firewall and all have access to a common server, you can use your own internal server location, such as a Microsoft SharePoint site. For more information, see Hosting shared reviews on SharePoint/Office 365 sites.

    WebDAV servers

    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. For more information on how to configure Acrobat to use a WebDAV service, see Hosting a Shared Review: An Alternative to Acrobat.com.

     

  5. Choose a delivery and collection method. Click Next.

  6. Enter a new profile name and click Next, or click Next to use the default.

  7. 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.

    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.

    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.

  8. 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.

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 or webmail account is configured to work with Acrobat.

  1. Choose Tool > Send For Comments.

    The Send for Comments toolset is displayed in the secondary toolbar.

  2. Click Send For Comments By Email.

  3. If prompted, enter information in the Identity Setup dialog box.

  4. 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.

  5. 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 or webmail address book.

  6. Preview and edit the email invitation as needed, and then click Send Invitation.

  7. Select an email client to send the invite and click Continue.

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.

    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). 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.

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