Adobe Acrobat for Microsoft Teams

Adobe Acrobat integration with Microsoft Teams allows you to do the following:

  • View PDFs online with Adobe’s high-quality web-based PDF viewer.
  • Add comments to PDF files with sticky notes, highlights, and a freehand drawing tool to write notes for yourself as you view the PDF files.
  • Effectively collaborate in real-time on PDF documents with other team members.

Supported browsers

The Adobe Acrobat app for Teams is supported on all modern browsers such as Chrome, Firefox, Safari, and Microsoft Edge.

Internet Explorer 11 or older versions are not supported. Beginning October 1, 2021, Acrobat tools will no longer support the Microsoft Edge Legacy browser. Use Microsoft Teams desktop app or open Microsoft Teams in the supported web browsers.

  1. Sign in to your Microsoft Teams web account at https://teams.microsoft.com/, or download and use the Microsoft Teams Desktop app.

  2. Click Apps in the sidebar.

    Select Apps in the sidebar

  3. Search for Adobe Acrobat under Apps, and click the app.

  4. Click Add.

    Note:
    • To install Adobe Acrobat app to a team, click Add to a team from the drop-down list.
    • To install Adobe Acrobat app to a chat, click Add to a chat from the drop-down list.
    Click Add

  5. To install the Adobe Acrobat app as a tab or a bot, choose Add to a team, and then type your team or channel name, and then do one of the following:

    • To set up Acrobat app as a tab, click Set up > Set up a tab.
    • To set up Acrobat app as a bot, click Set up > Setup a bot.
    Set up Acrobat as a Tab or Bot

After you have installed the Adobe Acrobat app, you can use it as a Bot, as a Tab, as a Message Action, or as a Message Extension in Microsoft Teams. You can collaborate on PDFs using the Adobe Acrobat app in Microsoft Teams in the following ways:

  • Share a PDF as a Tab in a team-channel for others to view and comment in real-time.
  • Use the options (...) menu, to open the PDF in Acrobat viewer.
  • Use the Adobe Acrobat Message Extension to share the PDF as an adaptive card for real-time collaboration.
  • Use the Adobe Acrobat app in the left rail to use the chatbot to sign in, sign out, control notifications, and provide feedback.
Collaborate on a PDF

A. Share a PDF as a Tab B. Use Adobe Acrobat app from the options menu C. Use the Adobe Acrobat message extension D. Use Acrobat app in the left rail to use chatbot, control notifications, and provide feedback 

Share, preview, and collaborate on PDF documents

You can share PDFs in your team's channel or a chat, and collaborate in real time using the integrated Adobe Document Cloud services in the following ways:

  1. Click the Adobe Acrobat Message Extension below the chat compose box of Microsoft Teams.

    Click the message extensions

  2. If you have not authorized the app, you might be prompted to Authorize the app, and Accept the requested permissions in the subsequent dialog.

    Authorize the app

    Accept permissions

  3. Adobe Acrobat app displays a dialog box to choose a PDF file. By default, Teams and channels is selected to choose a PDF file. If you want to choose a PDF that is not on your Teams and Channels, click the drop-down menu and choose a PDF from your OneDrive account, upload a PDF from your computer, or from your Adobe Document Cloud account, and then click Share. When you share a PDF, the original document is shared with the recipients. 

    Share PDF

    Choose PDF

    If you want to share a copy of the PDF that is not on your Teams and Channels, click the drop-down menu and choose a PDF from your OneDrive account, upload a PDF from your computer, or choose a PDF from your Adobe Document Cloud account, and then click Share a copy. A copy of the document is created and shared with your recipients.

    Note:

    To share a copy of a PDF from your Adobe Document Cloud account, select the option Create a copy in Teams, and then click Share a copy.

    Share a copy of your PDF imported from One Drive

    Share a copy of your PDF imported from Document Cloud

  4. The PDF is added as an adaptive card in the chat box. You can add a message, or @mention other users, and click the send icon.

    Share as an adaptive card

  5. If you click Open, the PDF is opened in the Adobe Acrobat viewer within Microsoft Teams. Sign in to your Adobe account to be able to use the annotation tools like Insert Sticky Note, Highlight Text, or Draw markups on the PDF, and collaborate with your team members in real time.

    Collaboration between two users
    Collaboration between two users

    Commenting by a single user
    Commenting by a single user

Share and preview a PDF as a Tab with your team, and collaborate in real time using the Adobe Acrobat app.

  1. In Microsoft Teams, click the Add a tab (+) icon.

    Add a tab

  2. Choose Adobe Acrobat in the list of apps, or type Adobe Acrobat in the search bar, and then click the app.

  3. If you have not authorized the app, you might be prompted to Authorize the app, and Accept the requested permissions in the subsequent dialog.

    Authorize the app

    Accept permissions

  4. Adobe Acrobat app displays a dialog box to choose a PDF file. By default, Teams and channels is selected to choose a PDF file. Select a PDF and click Save

    If you want to choose a PDF that is not on your Teams and Channels, click the drop-down menu and choose a PDF from your OneDrive account, upload a PDF from your computer, or from your Adobe Document Cloud account.

    Share a PDF as a tab

    Upload a PDF from OneDrive or computer, and share as a tab

    To share a copy of a PDF from your Adobe Document Cloud account, select the option Create a copy in Teams, and then click Save.

    Share a copy of your PDF imported from Document Cloud

    The PDF is opened in the Adobe Acrobat viewer as a tab in Microsoft Teams.

    PDF shared as a tab

  5. Sign in to your Adobe account to be able to use the annotation tools like Insert Sticky Note, Highlight Text, or Draw markups on the PDF, and collaborate with your team members in real time.

    Collaboration between two users
    Collaboration between two users

    Commenting by a single user
    Commenting by a single user

If you have received a message with PDF attached in your Teams channel, you can use the Adobe Acrobat app to open the PDF in the Acrobat viewer and add comments.

  1. Select the message, and from the options (...) menu, choose More Actions > Collaborate on PDF.

    Use the Adobe Acrobat app from the options menu

  2. Adobe Acrobat app displays a dialog box to choose a PDF file. By default, Teams and channels is selected to choose a PDF file. Select a PDF and click Share. When you share a PDF, the original document is shared with the recipients. 

    Share PDF

    Choose PDF

    If you want to choose a PDF that is not on your Teams and Channels, click the drop-down menu and choose a PDF from your OneDrive account, upload a PDF from your computer, or choose a PDF from your Adobe Document Cloud account and then click Share a copy. A copy of the document is created and shared with your recipients.

    Note:

    To share a copy of a PDF from your Adobe Document Cloud account, select the option Create a copy in Teams, and then click Share a copy.

    Share a copy of your PDF imported from One Drive

    Share a copy of your PDF imported from Document Cloud

  3. The PDF is opened in the Adobe Acrobat viewer within Microsoft Teams. Use the annotation tools like Insert Sticky Note, Highlight Text, or Draw markups on the PDF, and collaborate with your team members in real time.

    Collaboration between two users
    Collaboration between two users

    Commenting by a single user
    Commenting by a single user

Commenting on a PDF

Use the Adobe Acrobat app's commenting features to write notes to yourself as you view or read documents. Sign in to your Adobe account to be able to use the annotation tools like Insert Sticky Note, Highlight Text, or Draw markups on the PDF.

  1. Open the PDF in Adobe Acrobat viewer, and sign in using your Adobe ID and password.

  2. In the toolbar, click to select the desired annotation tool and click where you want to place the note. The following comment types are available for use:

    • Sticky Note: Select and click where you want to place the note.
    • Highlight Text: Choose to highlight the text in the PDF.
    • Drawing Tool: Select the drawing tool and mark the PDF.
    Add comments to PDF

    A. Undo and redo tool B. Annotation tools - sticky note, highlight text, drawing tool C. Erase drawing D. Find in document 

    When you select any text in the PDF, the following additional commenting tools are available for use:

    • Strikethrough Text: Select to strike-through text.
    • Underline Text: Choose to underline the selected text.
    Additional tools when you select text in a PDF

    A. Highlight Text B. Strikethrough Text C. Underline Text D. Copy Text 

    Your added comments are automatically saved to the PDF.

Change the look of your comments

To change the color of your comments, do the following:

  1. Select the comment. A pop-up window appears.

    Change the color of the comment

    Note:

    Similarly, you can choose and change the line thickness of the Drawing Tool annotation.

  2. Click the color to open the color panel, and choose your desired color.

Undo or redo changes

Undo and redo tool

  • To undo changes, click the undo icon on the toolbar.
  • To redo changes, click the redo icon on the toolbar.

Edit comments, delete comments, or erase drawing

To edit a comment, do the following:

  • Select the comment. The comments pane is displayed in the right. From the options (...) menu, click Edit.

To delete comments, select the comment and do one of the following:

  • The comments pane is displayed in the right. From the options (...) menu, click Delete.
  • From the pop-up window, click the delete icon.
Note:

Your comment can only be deleted by you and not the other team members.

Delete comment

To erase drawing comments, do the following:

  • Select the Erase drawing tool from the toolbar, and drag over the parts of the drawing you want to erase.
Erase drawing

Notifications

When comments are added to your shared PDF, you get a notification in Adobe Acrobat chat bot.

Note:
  • The owner of the shared PDF gets the notification for all comments, replies, comment deletes, and comment edits.
  • Other users or the non-owners of the shared PDF get notifications only for the replies of the conversation they have participated.

Use the Adobe Acrobat app chatbot to sign in, sign out, control notifications, and provide feedback

After you install Adobe Acrobat app, you can access it from the left rail. By default, the Chat tab is selected. You can use the chatbot to do the following:

  • Type Notifications Off to stop receiving Adobe Acrobat notifications.
  • Type Notifications On to start receiving Adobe Acrobat notifications.
  • Type Sign In to sign in to your Adobe account.
  • Type Sign Out to sign out of your Adobe account
  • Type Feedback followed by your message to give us feedback. 
Use the Adobe Acrobat chatbot

Frequently asked questions

When you try to pin a large file as a tab, you might encounter the error "We couldnt save your tab settings. Please try again".

Unable to share as a tab error

Solution

The error occurs when Acrobat is awaiting for the file upload to finish so that it is pinned as a tab. Click the Save button if it's enabled till the file is uploaded to the channel.

  • Error encountered when you click Share a copy to share a file.
Error while selecting file in the current channel

  • Error encountered when you navigate to different folders in the file explorer.
Error while navigating files or folders

  • Error encountered while fetching the channel files.
Error fetching the channel files

Solution

The above mentioned errors occur if the Microsoft Graph API is broken. To fix it, either refresh the page, or close the dialog box and retry the operation.

Solution

You have to disable the browser's pop-up blocker to see the IMS login screen.

Need admin approval error

Solution

Please contact your organisation admin or tenant admin to grant you appropriate rights.

The file must be less than 50MB in size to perform shared commenting. If the file size exceeds 50MB, then the added comments are not saved in the document, nor are the comments visible in the downloaded file.

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