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Adobe Acrobat X Classroom in a Book: The Document Review Process

  • Sample Chapter is provided courtesy of Adobe Press.
  • Date: Jan 5, 2011.

Chapter Description

This lesson shows you multiple ways to use Acrobat in a document review process, how to annotate a PDF file with the Acrobat commenting and markup tools, view, reply to, search, and summarize document comments, initiate a shared review and initiate live collaboration.

Working with comments

You can view comments on the page, in a list, or in a summary. You can import, export, search, and print comments. You can also reply to comments if you’re participating in a shared review or will be returning the PDF file to a reviewer in
an email-based review. In this exercise, you’ll import comments from reviewers, sort comments, show and hide comments, search for comments, and change
their status.

Importing comments

If you use a managed shared review process, comments are imported automatically. However, if you’re using an email-based review process or collecting comments informally, you can import comments manually. You’ll import comments from three reviewers into a draft for an informed consent form.

  1. In Acrobat, choose File > Open.
  2. In the Lesson09 folder, double-click the Curetall_Informed_Consent.pdf file.
  3. Open the Comment pane, and then click Comments List to expand it if it’s not already open. There are no comments in the document yet.
  4. From the options menu in the Comments List panel, choose Import Data File.
  1. Navigate to the Lesson09/Comments folder.
  2. Shift-click to select the following files:

    • Curetall Informed Consent_ab.pdf
    • Curetall Informed Consent_cd.pdf
    • Curetall Informed Consent_ef.fdf
  3. Click Open (Windows) or Select (Mac OS).

Two of the documents are PDF files with comments included; the FDF file is a data file that contains comments that a reviewer exported.

Acrobat imports the comments and displays them in the comments list.

Viewing comments

The comments list appears in the Comment pane when you import comments. The comments list includes every comment in the document, with the comment author’s name, the type of comment, and the comment itself.

  1. Scroll through the comments list. By default, comments are listed in the order they appear in the document.
  2. In the Comments List toolbar, click the Sort Comments button (), and then choose Type.

Acrobat rearranges the comments so that they are categorized by the type of comment, such as text insertions, highlights, or sticky notes, instead of page number.

  1. Click the fourth comment, a highlight. When you click the comment, Acrobat moves the page to the comment location so that you can see it in context.
  2. Click the check box next to the comment so that it has a check mark in it.

You can add check marks to indicate that you’ve read a comment, replied
to it, discussed it with someone, or anything else that is meaningful to you.

  1. Click the Filter Comments button () in the Comments List toolbar, and choose Checked > Unchecked.

The comment you checked is no longer listed, but it remains in the document. You can use the filter options to declutter the comments list and focus on the comments you want to work with, whether you want to see only text edits, comments by a particular reviewer, or comments that meet other criteria.

  1. Click the Filter Comments button again, and choose Show All Comments.

All the comments are listed again.

  1. In the Comments List toolbar, type witness in the Find box.

One comment appears in the list, the only comment that includes the word
“witness.” You can use the Find box to search for any text in comments.

  1. Select the comment, and then click the arrow in the comment, and choose Reply. A reply box opens in the comments list, with your name next to it.
  1. Type Legal says one witness is fine, per Janet.
  2. With the last comment still selected, click the arrow in the comment again, and choose Set Status > Completed.

You can set the status of each comment for your own records and to show reviewers how their comments were handled.

  1. Close the document without saving your changes.
5. Initiating a shared review | Next Section Previous Section

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