In an e-mail-based review, you (the review initiator) send an e-mail to each participant. Attached to this e-mail is a copy of the PDF document for review in the form of an FDF (Form Data Format) setup file that contains configuration settings for importing reviewer comments. FDF is an Adobe variation of PDF used to import and export form data in PDF documents. The participants add comments to the PDF document copy, and then e-mail the comments back to you via the FDF setup file. When you open the attached FDF file, Acrobat opens your original PDF document and automatically imports participant comments and annotations for viewing in the original document. To get the ball rolling, make sure to save your PDF document in a convenient place on your hard drive so that the FDF setup file has no trouble finding it, and then follow these steps:
- Open the PDF document you want to send out for review and choose File➪Send by E-mail for Review. The Send by E-mail for Review dialog box appears. If you haven’t specified an e-mail address in the Identity window of the Preferences dialog box in Acrobat 6, an alert dialog box appears, prompting you to enter an e-mail address where review comments will be sent. This e-mail address is added to your Acrobat preferences for future reviews. Enter your e-mail address and click OK.
- In the Send by E-mail for Review dialog box, enter participant addresses in the To, Cc (carbon copy), or Bcc (blind carbon copy) text boxes.
- Edit the default text in the Subject and Message to Reviewers text boxes as desired, and then click the Send button.
If your default e-mail client displays an alert dialog box, asking you to verify sending the e-mail, click the Send button again to distribute your PDF document to review participants.
E-mail attachments sent using the File➪Send by E-mail for Review command are in FDF (Form Data Format). When a review participant opens this attachment, a copy of your original PDF file is opened in Acrobat, which the participant can then add comments to. When the review is finished, the participant sends the comments back to you by choosing File➪Send Comments to Review Initiator or by clicking the Send Comments button on the Commenting toolbar. When you receive and open this FDF attachment, Acrobat opens your original PDF document and imports the participant’s comments into the PDF document for viewing.
E-mail-based reviews can be initiated in the same manner described previously from applications other than Acrobat 6 that support the PDFMaker plug-in. These include Microsoft Office 2000 and XP (when using Acrobat 6 Standard or Professional), as well as AutoCAD, Microsoft Project, and Microsoft Visio (when using Acrobat 6 Professional only). Note that to initiate an e-mail-based review in those programs, you have to open the document you wish to send for review and choose Adobe PDF➪Convert to Adobe PDF and Send for Review on the program’s menu bar.
E-mail attachments sent using the File➪Send by E-mail for Review command are in FDF (Form Data Format). When a review participant opens this attachment, a copy of your original PDF file is opened in Acrobat, which the participant can then add comments to. When the review is finished, the participant sends the comments back to you by choosing File➪Send Comments to Review Initiator or by clicking the Send Comments button on the Commenting toolbar. When you receive and open this FDF attachment, Acrobat opens your original PDF document and imports the participant’s comments into the PDF document for viewing.
E-mail-based reviews can be initiated in the same manner described previously from applications other than Acrobat 6 that support the PDFMaker plug-in. These include Microsoft Office 2000 and XP (when using Acrobat 6 Standard or Professional), as well as AutoCAD, Microsoft Project, and Microsoft Visio (when using Acrobat 6 Professional only). Note that to initiate an e-mail-based review in those programs, you have to open the document you wish to send for review and choose Adobe PDF➪Convert to Adobe PDF and Send for Review on the program’s menu bar.
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