By Kurt Foss June 1, 2006
One of the growing uses of Adobe Acrobat and PDF is collaboration, specifically the ability to create and manage document-review processes - via Web browser or e-mail - using Acrobat's varied markup tools. For email-based reviews, Acrobat 7.0 Professional and Acrobat 3D can enable tools for commenting (Commenting and Drawing Markups) and analysis (Measuring) in the free Reader that would otherwise be unavailable. (see Figures 1 and 2)
NOTE: The additional toolbars become available only for commenting-enabled files; they will not be accessible when opening other PDF files with Reader.
1. Launch Acrobat 7.0 Professional or Acrobat 3D and open a PDF file. Then choose:
(The first time you use this feature, a dialog box explains that once the file is enabled for Reader commenting, some functionality will be restricted for Acrobat users. Click OK.) (see Figure 4)
2. Before sending, the PDF file must be saved with commenting enabled. Enter a new name for the file to create a separate version, choose a location for the file and click Save.
3. If you're ready to begin an e-mail review, choose:
And select Figure 5). (see
4. Use the built-in wizard to initiate the review process:
Step 1 - After making sure the PDF file you enabled for commenting is specified to be sent, click Next. (see Figure 6)
Step 2 - Enter the e-mail addresses of people you want to invite to participate in the review. (see Figure 7)
In the Figure 8)popup, there are checkboxes for displaying the drawing markup and analysis tools, and for allowing Reader 7.0 users to participate. (see
Step 3 - Preview the e-mail invitation that participants will receive. You can modify the invitation message or use the following default text: (see Figure 9)
"Please review and comment on the attached document: filename.pdf. Either Adobe Acrobat 6.0 or later, or Adobe Reader 7.0 or later, is required to participate in this review.
You are able to review and comment on this PDF file using the free Adobe Reader 7.0 (as well as Adobe Acrobat Standard and Professional) because the person sending you this review had used Adobe Acrobat 7.0 Professional or Acrobat 3D to create and send the attached PDF file. For more information, go to http://www.adobe.com/acrobat/.
You can download the free Reader from http://www.adobe.com/products/acrobat/readstep2.html
5. When you click Figure 10), the PDF file will be ready to send as an attachment using your default e-mail application. (see
6. When the recipient opens the PDF file using Reader 7.0, a message appears at the top of the window explaining that commenting tools are available ... (see Figure 11)
... and the commenting features appear under the Tools menu (the additional toolbars may open automatically if that preference was selected by the review initiator). (see Figures 12a, 12b and 12c)
7. After a reviewer returns comments in an e-mail-based review using either ...
... or thebutton on the Reader 7.0 Commenting toolbar, the initiator receives the comments in an e-mail attachment.
8. When the initiator opens an e-mail attachment sent by a reviewer, the master PDF document opens with options to import comments to the original file or to open the reviewer's copy of the PDF file. (see Figure 13)