Acrobat Tips: The Ins and Outs of Document Review
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PDFs are all around us. They can be used as final documents, electronic forms, or prepress workflows. One workflow that sees extremely heavy use of PDF is that of document review. You can quickly and easily send a PDF document for review via email in Acrobat Professional 7.
Here’s how:
- Select File > Send for Review > Send By Email for Review.
- Select the file, enter the recipient’s email address, and press “OK.”
- The recipient can then use commenting tools in Reader or Acrobat Professional and email the PDF back.
- The original sender can view all comments and can begin the process again.
Comparing Differences Between PDF Documents
During a document review process, it’s often necessary to compare different versions of the same document. In Acrobat, it’s possible to compare documents automatically to highlight differences between multiple versions of the same PDF file (Document > Compare Documents).
To make things even easier, there are two types of comparison possible with Acrobat, which lets you choose between searching for visual and textual differences (Figure 1). For primarily text-based documents such as contracts, finding textual discrepancies is most important, whereas graphically rich documents such as advertisements require the more visual approach.
Figure 1. When you compare differences visually, you can choose the level of detail and the markup color.
Spell-Check PDF Comments
Did you know that Acrobat 7 lets you spell check the text contained in comments and form fields? Performing such a check is a great final step before submitting a form or returning an annotated document after a review. It can prevent potential confusion and embarrassment if all of your outgoing comments are error-free.
Here’s how to use Acrobat 7’s Spell Checking feature to identify and correct spelling errors and typos found within your PDF comments and form fields:
- In Acrobat, select Edit > Check Spelling > In Comments, then click “Start.”
- Or you can simply select the Spell Checker Tool if it is visible.
- Change identified words by choosing a suggestion and clicking ‘Change’ or ‘Change All’. Click “Done.”
All finished. Simple, eh?
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