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USING ACROBAT 9 PRO EXTENDED
Collaboration
Last updated 9/30/2011
Review Deadline Click to specify a different date or no deadline. After the review deadline expires, reviewers cannot
publish comments.
Note: If the review deadline expires while a reviewer has the document open in Acrobat, then the reviewer can publish
comments before closing the document.
Allow Page View Sharing And Chat Collaboration In This Document (Acrobat.com only) When selected, reviewers can
use the Collaborate Live feature to open and share the PDF in a live chat session.
5 Click Send.
A copy of the shared review file, named [original filename]_review.pdf, is created in the same folder as the original file
you specified for the review.
For a video on starting a shared review, see www.adobe.com/go/lrvid4202_a9.
More Help topics
“Save the PDF with comments” on page 161
“Acrobat.com preferences” on page 150
Start an email-based review
When you start an email-based review, you send out a tracked copy of the PDF, enabling you to easily merge comments
that you receive. (Form fields in a PDF
aren’t fillable during the review.) After initiating a shared review, you can also
start an email-based review with the same PDF.
Start the review
Before you start an email-based review, make sure that your email application is configured to work with Acrobat. (See
“Select an email application for reviews” on page 153.)
1 Choose Comments > Attach For Email Review.
2 If prompted, enter information in the Identity Setup dialog box.
3 Specify a PDF if it isn’t already open, and then click Next. The PDF that you specify becomes the master file. You’ll
merge comments you receive from reviewers into this file.
4 Specify reviewers by typing their email addresses. Insert a semicolon or a return between each address. Click
Address Book to select email addresses from your email application address book.
5 Preview and edit the email invitation as needed, and then click Send Invitation.
A copy of the PDF is sent to the reviewers as an attachment. When this PDF attachment is opened, it presents
commenting tools and instructions.
Merge comments
After you receive comments from reviewers, you can merge the comments into the master PDF so that they’re in one
location.
1 After a reviewer sends you comments, open the attached file in your email application. If the email application can’t
find the original version of the PDF, it prompts you to browse for it.
Note: If you didn’t initiate the review and you receive comments that you want to forward to the initiator, merge these
comments into your copy of the PDF and then send them (see
“Send comments in email” on page 158). If you’ve already
sent your comments, the initiator will receive only new comments. Merged comments retain the original author name.
- USING ADOBE 1
- ACROBAT 9 1
- PRO EXTENDED 1
- Contents 3
- Chapter 1: Getting started 7
- Help and support 8
- Product Help 9
- Support resources 9
- Adobe Exchange 9
- What’s new 10
- Collaboration 11
- Multimedia and 3D models 11
- Digital signatures 12
- Creative professional 12
- Getting started tutorials 13
- Collaborate 15
- PDF Portfolios 21
- Security 25
- Chapter 2: Workspace 28
- Opening PDFs 29
- Select another tool 29
- Document message bar 30
- Set preferences 30
- Customizing the work area 31
- About toolbars 32
- Display and arrange toolbars 32
- Show or hide toolbars 33
- Move toolbars 33
- Show or hide individual tools 34
- Show or hide tool labels 34
- Adjust navigation panels 35
- Viewing PDF pages 36
- Opening pages in a PDF 37
- Page through a document 37
- Jump to a specific page 38
- Jump to bookmarked pages 38
- Retrace your viewing path 39
- Change the PDF/A viewing mode 39
- Navigate with links 39
- PDFs with file attachments 40
- Open or close reading mode 40
- View PDFs in Full Screen mode 40
- Viewing PDFs in a web browser 41
- Read articles 42
- Preferences for viewing PDFs 43
- Full Screen preferences 44
- General preferences 45
- Page Display preferences 46
- Playing multimedia 47
- Multimedia preferences 48
- Multimedia Trust preferences 48
- Adjusting PDF views 49
- Show a page at actual size 50
- • Drag the slider 51
- Use split-window view 53
- View grids 54
- Create ruler guides 55
- Measuring tool options 56
- View cursor coordinates 57
- Organizer 58
- Adjust the Organizer window 59
- Organize PDF collections 60
- Expand an Organizer category 61
- Expand the file structure 61
- Maintaining the software 62
- Non-English languages 63
- Acrobat in Mac OS 64
- Chapter 3: Creating PDFs 65
- PostScript and EPS files 67
- 3D files 67
- Adobe Presenter slide shows 67
- Drag and drop to create PDFs 68
- Prevent changes in PDF Editor 69
- Scan documents to PDF 71
- Optimize a scanned PDF 72
- Scanning options 72
- Scanner Options dialog box 73
- Scanning tips 74
- Using the Adobe PDF printer 76
- About Acrobat PDFMaker 80
- Convert a file to PDF 81
- Convert Excel files to PDF 84
- Convert Visio files to PDF 89
- Converting web pages to PDF 96
- Convert a web page to PDF 97
- Web page conversion options 100
- About Adobe Presenter 101
- Create a Presenter PDF 102
- Acrobat Distiller overview 102
- Distiller preferences 103
- Manage the conversion queue 103
- About watched folders 104
- Adobe PDF conversion settings 105
- Adobe PDF presets 106
- Customize Adobe PDF settings 107
- Adobe PDF settings 108
- General panel options 109
- Images panel options 109
- Fonts panel options 110
- Color panel options 111
- USING ACROBAT 9 PRO EXTENDED 112
- Advanced panel options 113
- Standards panel options 114
- PDF compatibility levels 115
- Share custom PDF settings 116
- Compression methods 117
- Kahili Mountain Coffee 118
- Last updated 9/30/2011 119
- • /Windows/Fonts 119
- Find PostScript font names 120
- About PDF Portfolios 121
- More Help topics 122
- View file details 124
- Create a PDF Portfolio 125
- Add files to a PDF Portfolio 125
- Choose a layout 126
- Add a welcome page and header 126
- Select a color scheme 126
- Specify file details 126
- Share PDF Portfolios 127
- Create merged PDFs 128
- File Size settings 129
- Insert one PDF into another 129
- Adding unifying page elements 130
- Add Bates numbering 132
- Add and edit backgrounds 133
- Add and edit watermarks 135
- 3 Specify the watermark: 136
- Crop pages 137
- Crop one or more pages 138
- Rearranging pages in a PDF 139
- Move or copy a page 140
- Delete or replace a page 141
- Renumber pages 143
- Saving PDFs 144
- About the Autosave feature 145
- Recover lost changes 145
- Reduce file size by saving 145
- Exporting PDFs 146
- File format options 147
- HTML or XML options 148
- JPEG and JPEG 2000 options 148
- PNG options 149
- TIFF options 149
- Word and RTF options 150
- Reusing PDF content 151
- Copy images 152
- Take a snapshot of a page 153
- Chapter 6: Collaboration 154
- Acrobat.com preferences 156
- Preparing for a PDF review 157
- Starting a review 160
- Start an email-based review 161
- Review a PDF 162
- Send comments in email 164
- Rejoin a review 164
- Tracker overview 165
- Track reviewed PDFs 166
- Save the PDF with comments 167
- Invite additional reviewers 167
- Add or change a deadline 167
- End a review 167
- Send a message 168
- Update your profile 168
- Tracker preferences 168
- Commenting 169
- Commenting preferences 170
- Add a sticky note 172
- Mark up text with edits 173
- Replace text 174
- Add a note to a text edit 174
- Show inserted text 174
- Stamp a document 175
- Apply a stamp 176
- Open the Stamps palette 176
- Create a custom stamp 177
- Add a line, arrow, or shape 177
- Group and ungroup markups 178
- Add a text box 179
- Add an audio comment 180
- Paste images as comments 181
- Managing comments 182
- Reply to comments 183
- Set a status or check mark 184
- Print a comment summary 184
- Find a comment 185
- Delete comments 186
- Import Comments 186
- Export comments 187
- Approval workflows 190
- Reject a PDF 191
- Chapter 7: Forms 192
- Forms preferences 193
- About form elements 194
- Create forms using Acrobat 196
- Adding JavaScript to forms 197
- Create form fields 198
- Lay out form fields on a grid 198
- Copy a form field 199
- Select multiple form fields 200
- Move individual form fields 201
- Delete a form field 201
- About barcodes 202
- Add a barcode field 203
- Test a barcode field 203
- Set form field navigation 205
- Form fields behavior 206
- Modify form field properties 207
- Check boxes 209
- Combo box and list box 209
- Radio buttons 210
- Text Fields 210
- Percentage 212
- Setting action buttons 216
- Add a submit button 217
- Edit a button 218
- Scale and position buttons 219
- About web forms 220
- Add submit functionality 220
- Add a Reset Form button 221
- Add an Import Data button 222
- CGI export values 222
- Collect user data 224
- Compile form data 224
- Manage form data files 225
- About Forms Tracker 226
- Filling in forms 227
- Fill in flat forms 228
- Fill in interactive forms 228
- Change flat forms to fillable 230
- Save forms 230
- Print forms 230
- Clear forms 230
- Sample forms 231
- Chapter 8: Security 232
- Enhanced security 234
- Trust Manager preferences 235
- Open secured PDFs 236
- Sign a document 237
- Certify a document 237
- Choosing a security method 238
- Add password security 240
- Password security options 241
- Remove password security 242
- Certificate security 242
- Change encryption settings 243
- Remove encryption settings 244
- Add a certificate from email 245
- Import a certificate 246
- Verify your own certificate 247
- Management ES 249
- Setting up security policies 250
- Create a password policy 252
- Create a certificate policy 252
- Export security settings 255
- Revoke a policy-protected PDF 255
- About digital IDs 256
- Register a digital ID 257
- Create a new digital ID 257
- Set up a roaming ID account 258
- Delete your digital ID 259
- Protecting digital IDs 260
- Removing sensitive content 261
- Redact sensitive content 262
- Search and redact words 263
- Properties for redaction text 264
- Chapter 9: Digital signatures 266
- Set signing preferences 268
- Add a timestamp to signatures 268
- Signing PDFs 269
- Sign a PDF 270
- Sign in Preview Document mode 272
- Before you certify a PDF 272
- Certify a PDF 273
- Validating signatures 274
- Signatures panel overview 276
- Display the Signatures panel 277
- Accessibility features 279
- About accessible PDFs 280
- About accessibility checkers 282
- View Full Check results 284
- Accessibility preferences 285
- Scroll automatically 288
- Reflow a PDF 289
- Read a PDF with Read Out Loud 290
- Creating accessible PDFs 291
- Tag the PDF 292
- About tags in combined PDFs 294
- Add tags to an existing PDF 296
- About the Add Tags Report 297
- TouchUp Reading Order options 298
- Tag a region 300
- Change the tag for a region 300
- Apply a heading tag 301
- Apply a figure tag 302
- Check and correct figure tags 302
- Remove all tags from a PDF 303
- Add accessible links 304
- Set the document language 305
- Content tab options 306
- About the Tags tab 307
- View tags in the Tags tab 307
- Edit tags with the Tags tab 307
- Move a tag 308
- Change the element type 308
- Tags tab options 308
- Add alternate text to links 309
- Create a new child tag 310
- Add tags to comments 310
- Standard PDF tags 311
- Container elements 312
- Label and list elements 312
- Special text elements 312
- Table elements 313
- Inline-level elements 313
- Special inline-level elements 313
- Chapter 11: Editing PDFs 314
- Define the tabbing order 315
- About bookmarks 315
- Create a bookmark 316
- Edit a bookmark 317
- Create a bookmark hierarchy 318
- Links and attachments 319
- Edit a link 320
- Create web links from URLs 321
- Link to a file attachment 321
- Destinations 322
- View and manage destinations 322
- Create and link a destination 322
- Add an attachment 322
- Open an attachment 323
- Save an attachment 323
- Actions and scripting 324
- Action types 325
- Trigger types 326
- About JavaScript in Acrobat 326
- Converted web pages 327
- Articles 328
- View and edit an article 329
- Optimizing 330
- Optimize a PDF 331
- PDF Optimizer options 331
- Images panel 332
- Fonts panel 333
- Transparency panel 333
- Discard Objects panel 333
- Discard User Data panel 334
- Clean Up panel 334
- Editing text and objects 335
- Add new text 337
- Insert special characters 339
- Place an image or object 339
- Move or edit an object 340
- Move an object 341
- Resize an object 341
- Clip an object 341
- Setting up a presentation 342
- Define an initial view 343
- Add page transitions 344
- Adding multimedia 345
- Add multimedia files to a PDF 346
- Advanced multimedia options 348
- Edit the play area 349
- Add comments to videos 349
- Create alternate renditions 350
- Rendition settings 351
- View document properties 353
- Create document properties 354
- Edit document metadata 355
- View object data and metadata 356
- About PDF layers 357
- Show or hide layers 357
- Edit layer properties 358
- Reorder layers 359
- Delete an empty layer group 359
- Add layer navigation 359
- Import layers 360
- Processing in batches 361
- Predefined batch sequences 362
- Modify a batch sequence 363
- Create a new batch sequence 364
- Searching PDFs 366
- Find text in a PDF 367
- Find text in multiple PDFs 367
- Search a PDF Portfolio 368
- Review search results 368
- Advanced Search Options 369
- Boolean operators 370
- Search features preferences 371
- Creating PDF indexes 372
- Preparing PDFs for indexing 373
- Catalog Readme files 375
- Revise an index 376
- Catalog preferences 376
- Scheduled index updates 376
- Converting 3D models 378
- Convert 3D files 379
- 3D conversion presets 382
- General tab 383
- Document tab 383
- Import tab 383
- Optimize tab 384
- Convert large assemblies 385
- Convert 2D CAD drawings 385
- Capturing 3D models 386
- 3D capture settings 387
- Adding 3D models to PDFs 388
- 3D properties 389
- Launch Settings 390
- Resources 390
- Interacting with 3D models 392
- 3D toolbar overview 393
- 3D toolbar view controls 394
- Editing 3D models 395
- About Adobe 3D Reviewer 395
- Model Tree overview 397
- Create cross sections 400
- Measure 3D objects 401
- 5 Measure the 3D model: 402
- Measuring preferences 403
- Change camera properties 404
- Set 3D views 405
- 3D preferences 406
- Comment on 3D designs 407
- Add a 3D Comment to an object 408
- Run a JavaScript 409
- Export geometry 410
- What JavaScripts can do 411
- Add a JavaScript to a PDF 412
- About geospatial PDFs 412
- Create geospatial PDFs 413
- Interact with geospatial PDFs 414
- Mark geospatial locations 415
- Chapter 14: Color management 418
- Do you need color management? 419
- Keeping colors consistent 420
- Set up color management 422
- Using a safe CMYK workflow 424
- Proofing colors 426
- Soft-proof colors (Acrobat) 427
- Working with color profiles 430
- Install a color profile 432
- Embed a color profile 432
- Color settings 435
- Color conversion options 438
- About rendering intents 438
- Chapter 15: Printing 440
- Print a portion of a page 442
- Print layers 442
- Create print presets 443
- Other ways to print PDFs 444
- Print PDFs in a PDF Portfolio 445
- Printing custom sizes 446
- Advanced print settings 447
- PostScript options 448
- Output options 450
- Include marks and bleeds 452
- Color management options 453
- Printing color 454
- About composite printing 455
- Print a color composite 455
- About separations 455
- Print color separations 456
- Print separations 457
- Tools for high-end output 459
- Trapping color 460
- Adobe In-RIP trapping 461
- Trap a PDF 461
- Delete a trap preset 462
- Assign a trap preset to pages 462
- Trap preset options 463
- Trap appearance 464
- Trap thresholds 464
- About trapping black 465
- Adjust the trapping sequence 467
- Previewing output 468
- View colors by source space 469
- Preview color separations 469
- Check ink coverage 470
- Set the background color 470
- View color warnings 470
- About color conversion 471
- Convert document colors 473
- Ink Manager overview 474
- Ink Manager 475
- Printer marks and hairlines 476
- Fix hairlines 477
- Transparency flattening 478
- Highlight (preview) options 481
- Create a flattener preset 483
- Apply a flattener preset 484
- Chapter 17: Preflight 485
- Run a preflight inspection 486
- Preflight preferences 487
- About preflight results 488
- View results in a list 489
- View results as comments 491
- Embed an audit trail 491
- Preflight reports 492
- About inventory reports 493
- Advanced inspections 494
- Preflight profiles 495
- View profiles 496
- Set up favorite profiles 496
- Add and remove profiles 497
- Duplicate a profile 498
- Create a profile group 498
- Remove a profile 498
- Import a preflight profile 498
- Export a preflight profile 498
- Change profile settings 499
- Preflight alert options 500
- View a profile summary 500
- Additional checks 501
- Add checks to a profile 504
- Create a single check 505
- Correcting problem areas 506
- Create or modify fixups 508
- Set up favorite single fixups 509
- Automating document analysis 511
- Create a droplet 512
- Edit droplet settings 512
- Droplet settings 512
- Output intents 513
- Delete an output intent 514
- About JDF files 515
- View JDF job definitions 516
- Create JDF job definitions 516
- Edit JDF job definitions 517
- Customer Info tab options 518
- Define media specifications 519
- Media options 520
- Submitting print jobs 521
- Keyboard shortcuts 524
- Keys for navigating a PDF 525
- Keys for general navigating 526
- Keys for accessibility 528
- See SWOP standards 544
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