Adobe Acrobat for Microsoft Teams

Integrate Adobe Acrobat with your Microsoft Teams platform to edit PDFs and collaborate with other team members in real time. You can also perform the following editing tasks with your PDF document in Microsoft Teams:

  • View PDFs online with Adobe’s high-quality, web-based PDF viewer.
  • Use Acrobat tools, such as Export PDF, Organize Pages, Combine Files, Compress PDF, or Protect PDF directly within Microsoft Teams.
  • Collaborate on PDF documents with other team members.
  • Annotate PDF files and add highlights. You can also use the freehand drawing tool to add notes while viewing PDF files.

Supported browsers

Modern browsers, such as Chrome, Firefox, Safari, and Microsoft Edge, support Adobe Acrobat for Microsoft Teams.

Internet Explorer 11 or older versions are not supported. Starting October 1, 2021, Acrobat tools won't support the Microsoft Edge Legacy browser. Use Microsoft Teams desktop app or open Microsoft Teams in the supported web browsers.

Language versions

The Adobe Acrobat for Microsoft Teams is available in the following languages:

English

French

German

Japanese

Italian

Spanish

Dutch

Portuguese

Swedish

Danish

Finnish

Norwegian

Simplified Chinese

Traditional Chinese

Korean

Czech

Polish

Russian

Turkish

  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.

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

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

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

After you've installed Adobe Acrobat, use it as a Personal Tab, Bot, Message Action, or Message Extension in Microsoft Teams. You can collaborate on PDFs using Adobe Acrobat 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 using the Acrobat viewer in the Teams Chats and Channels.
  • 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 Acrobat tools.
Collaborate on a PDF

A. Share a PDF as a Tab B. Use Adobe Acrobat from the options menu C. Use the Adobe Acrobat message extension D. Use the Adobe Acrobat app in the left rail to access personal tabs and 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 inside a chat. You can also 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.

  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. To choose a PDF that is not on your Teams and Channels, select the drop-down list. Then choose a PDF from your OneDrive account, or upload a PDF from your computer. Then select Share. When you share a PDF, the original document is shared with the recipients. 

    Share PDF

    Choose PDF

    To share a copy of the PDF that is not on your Teams and Channels, select the drop-down list and choose a PDF from your OneDrive account. Alternatively, upload a PDF from your computer, and then click Share a copy. A copy of the shared file is created and saved on Teams.

    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 use annotation tools, such as Insert Sticky Note, Highlight Text, or add markups on the PDF. You can also 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

    Pastaba:

    Select Tools, and use the Acrobat online tools, such as Export PDF, Organize Pages, Combine Files, Compress PDF, or Protect PDF.

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.

  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

    To choose a PDF that is not on your Teams and Channels, select the drop-down list and choose a PDF from your OneDrive account. Alternatively, upload a PDF from your computer.

    Share a PDF as a tab

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

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

    PDF shared as a tab

    Pastaba:

    Select Tools, and use the Acrobat online tools like Export PDF, Organize Pages, Combine Files, Compress PDF, or Protect PDF.

  5. Sign in to your Adobe account to use the annotation tools, such as Insert Sticky Note, Highlight Text, or Draw markups on the PDF. You can also 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've received a message with a PDF attachment in your Teams channel, open it 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. 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. You can also use the Acrobat online tools like Export PDF, Organize Pages, Combine Files, Compress PDF, or Protect PDF.

    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 E. Options menu to print PDF, download PDF, or sign out from your account F. Edit menu to use online tools like Export PDF, Organize Pages, Combine Files, Compress PDF, and Protect PDF 

    When you select any text in the PDF, the following extra 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

    Pastaba:

    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 in the toolbar.
  • To redo changes, click the redo icon in 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.
Pastaba:

Only you can delete a comment that you've added. Other team members can't delete your comment.

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.

Pastaba:
  • The owner of the shared PDF gets the notification for all comments, replies, comment deletes, and edits.
  • Other users get notifications only for the replies to the conversation in which they participated.

Use the Adobe Acrobat app to convert or edit files using the online tools

Use the Adobe Acrobat app to access the online tools and easily create, combine, organize, sign, and send PDF files from within Microsoft Teams. You can also convert PDF files into editable Word or Excel files. The Adobe Acrobat App tab is selected by default. From the App tab, you can access the Acrobat home page, which includes:

  • An onboarding tour.
  • Easy navigation.
  • A single location for all your documents.
  • Similar and related workflows are grouped.
Adobe Acrobat Home

A. Acrobat App Home B. Chat bot C. About Acrobat app D. Your profile E. View all Acrobat tools F. Upload a file G. View all documents H. View recent files I. Featured tools J. Acrobat tools - Convert, Edit, and Protect K. Onboarding tour L. Your subscription information 

The Recent section in the Adobe Acrobat app lists all your recent documents. To view all your documents, click Documents.

View all documents

On the left pane, click if you want to view your files stored on your OneDrive, or Teams and channels.

View all your documents

In the Adobe Acrobat app, select the All Tools tab. The apps and tools listed on the page are grouped under workflows – Convert, Edit, and Protect.

Acrobat tools

Convert tools

All the tools specific to the following tasks are provided under the Convert tools section:

  • Convert a Microsoft Office document (Word, Excel, or PowerPoint) to PDF
  • Convert a PDF to Microsoft Office or other formats
  • Compress a PDF

Protect

  • Use the Protect PDF tool to add a password to your PDF

Edit tools

All the tools specific to the following tasks are provided under the Edit tools section:

  • Move, delete, insert, or rotate pages in a PDF
  • Merge multiple files into a single PDF
  • Add comments in a PDF
  • Make a scanned PDF editable
Pastaba:

After using the Acrobat online tools, clicking the resultant PDF file opens it in Adobe Acrobat. If the resultant file is a non-PDF file, it is open in the native Microsoft file handler.

To convert a PDF to Word, do the following:

  1. On the All Tools page, click Export PDF.

    Export PDF

  2. In the Export PDF window, do one of the following to select the PDF file that you want to export, and then click Continue:

    • Choose files from the Recents, OneDrive, or from Teams and channels.
    • Add files from your computer or drag-and-drop the files onto the highlighted area.
    • You can also drag-and-drop files to the Export PDF tool on the All Tools page.
    Choose file

  3. Do the following on the Export PDF pop-up window and then click Export To.

    1. Select the desired file format from the Export To drop-down list.
    2. Select the language of the document you're exporting from the Document Language drop-down list.
    Click Export To


    The selected PDF file is uploaded to the server and the content is exported to the desired format. When completed, a check mark is displayed and the file is automatically saved to the same location as the original PDF file. To save the file to your desktop, select the check mark, and select download.

    Download file

On the home page, click Upload A File. Select a file from your Document Cloud account or drag a file to the explorer window, and select Continue. The selected file is uploaded to your OneDrive account. 

Upload a file

To upload a file to your Teams and channels, select Documents. In the left pane, choose Teams and channels, and then click Upload a file.

Upload a file to Teams and channels

Similarly, to upload a file to your OneDrive account, click the Documents tab. In the left pane, choose OneDrive, and then click Upload a file.

Upload a file to OneDrive

In the Acrobat app, click the Chat tab to 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. 

Frequently asked questions

When you try to pin a large file as a tab, you might encounter the error "We couldn't 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 until 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

Disable the browser's pop-up blocker to see the IMS login screen.

Need admin approval error

Solution

Contact your organization 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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