Friday, December 7, 2012

Collaborating with PDFs

I've already written about:
Working with the Popups
This popup appears when you have the Annotations 
pane open and you right-click a note or highlight in the PDF.

This popup appears when you have the Annotations
pane closed and you right-click a note or highlight in the PDF.

The difference in the two popups is based on whether you have the Annotations pane open. 
  • In a long document, you're most likely to have the Annotations pane open (first popup above) because it's easy to click notes or highlights to move to a new location in the document. 
  • In a short document, you're most likely to have the Annotations pane closed (second popup above) because you don't need to navigate. 
If you right-click on a note or highlight in the Annotations pane, a similar popup appears.

Most of the commands are easy enough to understand. The Reply and Delete commands are worth a bit of a look. 

Collaborating (Replying)  
If you send an annotated PDF to another person, they are able to respond to questions. This post of course assumes that the person to whom you send the annotated PDF has a version of the Adobe Reader in which Comments are enabled (most likely Adobe Reader X). If the recipient doesn't have this version of Adobe Reader (or a recent version of Adobe Acrobat), they will be able to see comments and highlights; however, they will not be able to reply. 

To reply:
  1. Open the PDF. 
  2. Right-click a note icon in the body of the PDF or a note in the Annotations pane, if you have the pane displaying. A pop-up menu appears. 
  3. Click the Reply option. An entry field appears below the note. 
  4. Type your response, and then click anywhere outside of the note.

  5. Save the PDF. 
  6. After you are finished replying, send the PDF back to the person who sent it to you. You can continue sending the PDF back and forth with replies to each other as needed...collaboration. 
Deleting Notes or Highlights

To delete one note or highlight
  1. Right-click a note or highlight in the body of the PDF or in the Annotations pane, and the popup menu that appears includes a Delete option. 
  2. Click Delete to delete the note or highlight. 
To delete several notes and highlights:
  1. Click the Comments button to display the Annotations pane. 
  2. Select the notes and highlights you want to delete.
    Contiguous: Click the first note or highlight you want to delete, hold down the Shift key, and select last note or highlight you want to delete. All notes and highlights between the first and last notes and highlights are selected.
    Non-contiguous: Click the first note or highlight you want to delete, hold down the Ctrl key, and select another note or highlight you want to delete. Only the notes and highlights you click are selected. 
  3. Right-click any selected note or highlight. A popup menu with a Delete option appears. 
  4. Click Delete to delete the note or highlight.
Help File
As you would expect, Adobe provides an extensive Help file, which includes video. Click here to visit the site and update your PDF skills.

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