10: Review PDF Documents in Microsoft Office

Paint QR Code in Microsoft Office 10: Review PDF Documents

CHAPTER 10: Review PDF Documents
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You can mark comments with a checkmark by selecting a comment and then clicking the Checkmark icon on the Comments tab toolbar, or by clicking the check box next to a comment icon Marking a comment in this manner is your reminder that you ve already reviewed the comment When you mark comments in this manner, the checkmarks are saved with your copy of the document; however, other reviewers will not be able to see them
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Sort Comments
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By default, Acrobat sorts all comments by the page number they appear on You can, however, change the way Acrobat sorts comments For example, if you work with a team of authors on a document, you can sort comments by author To change the way comments in the document are sorted follow these steps: 1 In the Navigation pane, click Comments Alternatively, you can choose View | Navigation Tabs | Comments 2 Click the Sort By icon and from the drop-down menu, choose one of the following:
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Type Acrobat sorts the comments by type When you choose this option, Acrobat
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creates one heading in the Comment tab for each type used in the document
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Page Acrobat creates a heading for each page that has comments (this is the
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Author Acrobat creates a heading for each author that added comments to the
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Date Acrobat sorts comments by date, creating a heading for each date on which a
comment was created Acrobat displays the earliest date at the top of the tab Dates are displayed in mm/dd/yyyy format
Color Acrobat creates headings that are square color chips This option sorts the
comments by the icon color of the tool used to create them For example, if you click a yellow color chip, you ll see comments created with the Note tool, Text Box tool, and Highlight tool, all of which have yellow as the primary color for their tool icon
Checkmark Status Acrobat creates two headings: Unmarked and Marked If you
have no Unmarked comments, Acrobat does not create an Unmarked heading, and vice versa Note that the checkmarks created by other authors are not saved with the document This feature enables the current viewer of the document to check a comment after reading it
Status By Person Acrobat creates headings for each status you assign a comment
As an example, you ll see separate headings for comments you have accepted, rejected, cancelled, and so on
Use the Show Comments Menu
When you are reviewing a PDF document with multiple comments, you can decide which comments are displayed and which comments are not For example, you can choose to show only comments
How to Do Everything with Adobe Acrobat 60
created by a certain reviewer or show only comments created with the Note tool To specify which comments are displayed, follow these steps: 1 Click Comments to open the Comments tab Alternatively, choose View | Navigation Tabs | Comments 2 Click the Show icon, and choose one of the following options from the drop-down menu:
Hide Comments List Closes the Comments Tab Hide All Comments Hides all comments in the document and the Comments
tab After invoking this command, the Show Comments command appears on the drop-down menu Choose the Show Comments command to display comments again
Show By Type Displays a drop-down menu with a list of all comment types
Select a comment type and only comments of that type are displayed in the documents and Comments tab You can select more than one comment type
Show By Reviewer Displays a drop-down menu listing all reviewers Select one
or more reviewers whose comments you want to display or select All Reviewers
Show By Status Displays a drop-down menu of status types Select one or more
comment status types you want to display or select All Status
Show By Checked State Displays a drop-down menu from which you can
choose to display checked comments, unchecked comments, or both
Open All Pop-Ups Opens all pop-up notes in the document Close All Pop-Ups Closes all pop-up notes in the document Show Connector Lines Displays a connector line between an open pop-up note
and its icon in the document when your mouse hovers over the icon
Align New Pop Ups By Default Aligns a pop-up note with the right border of the
document, no matter where you click the Note tool inside the document If the default Comments preferences don t suit your working habits, click the Show icon discussed in the preceding steps and choose Commenting Preferences from the drop-down menu This opens the Commenting section of the Preferences dialog from which you can change the default comment font type, font size, pop-up opacity, and several other commenting options
Search Comments
When you re reviewing a document with multiple comments, you can search for specific information by entering a word or phrase in a field To search comments, follow these steps:
CHAPTER 10: Review PDF Documents
1 Click Comments in the Navigation pane to open the Comments tab Alternatively, choose View | Navigation Tabs | Comments 2 Click the Search Comments icon The Search pane appears to the right of the Document pane This is a watered down version of the pane that appears when you choose the Search command 3 Enter the word or phrase you want to find within the document s comments You can fine-tune your search by selecting the Whole Words Only option and/or the Case Sensitive option 4 Click the Search Comments button Acrobat displays a list of all instances of the word or phrase you entered in the text field Each keyword is a link to the comment 5 Click a keyword to view a comment To print a copy of all comments in a document, click the Print Comments icon and choose to print a comments summary on a device printer or create a PDF comments summary
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