Spelling it out

Acrobat includes a spell check feature that you can use to catch typos you make in the comments that you add to a PDF document. You can use this feature to catch and eliminate all those embarrassing spelling errors before you send your comments out to someone else on the review team. To spell-check the text in all comments in the document (along with all text in any form fields you’ve added), go to the first page of the document, choose Edit>Check Spelling>In Comments and Form Fields, or press F7 to open the Check Spelling dialog box, and then click the Start button.
Acrobat will then flag the first unknown word it encounters in either the form fields or the comments in the document, and you can then take one of the following steps:

• To replace the flagged word with one of the suggested corrections listed in the Suggestions list box, click the correction and then click the Change button.
• To replace the flagged term with the selected correction in all instances in the other form fields and comments in the document, click the Change All button.
• To ignore the flagged word, click the Ignore button.
• To ignore the flagged word in all the other form fields and comments in the document, click the Ignore All button.
• To add the word to the dictionary, click the Add button.

When Acrobat finishes checking the spelling in the last form field or comment on the last page of the document, it automatically returns to the first page and displays the message Spell Check Complete in the Check Spelling dialog box. You can then click the Done button to close the Check Spelling dialog box. If you want to have Acrobat spell-check a passage in the document text, use the Highlight tool to highlight the text to be spell-checked, which is then automatically added to a hidden comment box. Run the spell check feature and use it to correct all the misspellings in the text’s comment box.

You can then use the corrected text stored in the comment box when making the corrections during the final editing phase. Note that in order for the process described previously to work in Acrobat 6, you need to make sure that the Copy Selected Text into Highlight, Cross-Out, and Underline Comment Pop-ups check box is selected in the Commenting section of the Preferences dialog box. To check if this feature is selected, choose Edit➪Preferences or press Ctrl+K (Ô+K on Mac) and click Commenting in the list box on the left side of the Preferences dialog box.

Mark it well

The graphic markup tools (Pencil and Rectangle) found on the Advanced Commenting toolbar enable you to mark up elements that need changing in the PDF document you’re reviewing. When you use these graphic markup tools to call attention to particular passages of text and graphics, you can add hidden notes (like you can do when using the Stamp and Note tools) that explain the type of changes you’d like to see made to the elements you’ve marked. All the graphic tools work in a similar manner and share the same Appearance, General, and Review History properties as associated with Commenting toolbar markup tools. The Pencil tool comes with its own Pencil Eraser tool (just like a real pencil!), and the Rectangle tool is actually one of seven shape tools found on its pop-up menu. Which of these tools you select varies according to the kind of document elements you want to mark up:

• Pencil tool: Draws freehand shapes around text and graphics.
  
• Rectangle tool: Draws rectangular and square boxes around text and graphics. Hold down the Shift key to constrain the shape to a square as you draw with this tool.
• Oval tool: Draws a circle or oval around text and graphics. Hold down the Shift key to constrain the shape to a perfect circle as you draw with this tool.
• Arrow tool: Draws arrows that point to a specific document element.
  
• Line tool: Adds a line to text or graphics (often referred to as adding a rule). Hold down the Shift key to constrain the shape to a straight line and drag left and right for a horizontal rule, up and down for a vertical rule, and diagonally for a rule on the bias at 45 degrees.
  
• Cloud tool: Draws a nice puffy cloud around text or graphic elements you want to call attention to. Using this tool greatly enhances the cuteness quotient of your reviewing contribution.
• Polygon tool: Draws a closed multisegment polygon shape around a document element.
• Polygon Line tool: Draws an open multisegment polygon shape around a document element.

To use one of these tools to mark up a PDF document, follow these general steps:

1. To use the Pencil tool, click its button on the Advanced Commenting toolbar or press N. To use one of the other markup tools, press Shift+D until its icon (rectangle for the Rectangle tool, oval for the Oval tool, diagonal line for the Line tool, and so on) is selected.
2. Position the cross-hair mouse pointer near the text or graphic that you want to mark up, and then drag to draw the line or shape made by the tool to call attention to it. When using the Pencil tool, you can draw a freehand line or enclosing shape. When using the Square, Circle, or Line tool, remember that you can constrain the shape or line by holding down the Shift key. When using the Cloud or Polygon tools, click the point where you want to start drawing and drag to draw a line. When you want to change direction, click again to start a new line in the same manner. Continue clicking and dragging until you’ve either enclosed the desired document element with a final click at your starting point, or in the case of the Polygon Line tool, make a final click to end your drawing. Note that you can cancel or complete a drawing at any time during the process by right-clicking and selecting either Cancel or Complete on the context menu.
3. Release the mouse button when you finish drawing the desired line or shape with the selected tool.

When you release the mouse button, Acrobat lays the graphic down on the page. To select the markup graphic to resize it, move it, or change its graphic settings, select the Hand tool by pressing H, and then click the line or shape with the arrowhead pointer. If the graphic is a shape made with any tool other than the Line tool, Acrobat encloses it in a bounding box with sizing handles at the corners. If the graphic is a rule made with the Line tool, the program selects the line with sizing handles at either end.

To move a markup graphic, drag its outline with the arrowhead pointer and then drop it in its new position. To resize it, drag one of its sizing buttons. Remember that you can have Acrobat automatically open a comment box each time you add a markup graphic by selecting the Automatically Open Comment Pop-ups for Comments Other Than Notes check box in the Pop-up Behavior area of the Commenting Preferences dialog box. You can also have Acrobat automatically display a hidden comment when you position the mouse on the markup graphic by selecting the Automatically Open Pop-ups on Mouse Rollover check box as well.

Using the File Attachment tool

You can use the File Attachment tool to attach or append another file (not necessarily saved as a PDF) to the PDF document you’re reviewing. You can use this feature to attach new copy and graphics that you’d like to see replace particular text passages and images in the PDF file. You can also use this tool to attach a memo or some other text document that outlines the review steps or special instructions to the design or review team. Don’t use this feature to attach files saved in other file formats besides PDF unless you’re sure that each reviewer has the software necessary to open it installed on his or her computer. Of course, the way to be sure that each and everyone concerned will be able to open and evaluate all the files you attach to a PDF document under review is to save them as PDF files before you attach them.
To attach a file to the PDF file you’re reviewing, follow these steps:

1. Click the Attach File tool on the Advanced Commenting toolbar or press Shift+J until its icon (the one with the pushpin) is selected.
2. Click the Pushpin pointer at the place in the PDF document’s text or graphics where you want the File Attachment icon (a paper clip by default) to appear, indicating to other reviewers that a file has been attached. Acrobat responds by opening the Select File to Attach dialog box.
3. Open the folder and select the icon for the file that you want to attach to the current PDF document, and then click the Select button. The File Attachment Properties dialog box opens.
4. Change the properties of the file attachment as follows:
• To select a new icon besides the default paper clip, click the Appearance tab and choose an item in the Icon list box.
• To change the color of the File Attachment icon, click the Color button and then click the new color in the palette.
• To increase or decrease the opacity of the file attachment icon, type in a new percentage number in the Opacity text box or use the slider button.
• To modify the ToolTip description that appears when the user positions the mouse over the File Attachment icon, click the General tab and replace the filename in the Description text box. Acrobat automatically displays the filename as the ToolTip if you don’t modify this text box.
• To change the author or subject associated with this file attachment, click the Author or Subject text box and edit the default text that appears there.
5. Click the Close button to close the File Attachment Properties dialog box. As soon as you close the File Attachment Properties dialog box, you see the File Attachment icon (a paper clip unless you changed it) at the place you clicked in the document. To move this icon, drag it with the arrowhead pointer. To display the ToolTip with the name of the attached file (or some other description if you modified the Description text box), position the arrowhead mouse pointer over the File Attachment icon. To open the attached file, double-click its File Attachment icon, or right-click (Control+click on the Mac) the icon and then click Open File on the context menu. Acrobat responds by displaying an Open Attachment alert dialog box, warning you about possible dangers in opening the file. When you click the Open button in the alert dialog box, Acrobat then goes ahead and opens the file.

If the attached file is a PDF document, Acrobat opens it and makes it the current document (you can then return to the original PDF document by selecting its name at the bottom of the Windows menu). If the attached file is saved in some other file format, your computer’s operating system launches the program that created the file (provided that it can be identified and that the program is installed on the computer), opening it in a new window. You can then return to the original PDF document by clicking its program icon on the Windows taskbar or clicking the Application icon on the OS X Dock. To remove an attached file from the PDF document, right-click the File Attachment icon (Control+click on the Mac) and then click Delete on its context menu. To save the attached file on your hard drive before you delete it, click Save Embedded File to Disk on its context menu, select the folder in which you want it saved, and click the Save button.

Using the Attach Sound tool

You use the Attach Sound tool to record a sound note or select an audio file that is played back when the user double-clicks the Sound Note icon. Note that your computer must have a microphone in order to record your own sound notes and add them to your PDF document.
To record a sound note for playback in your PDF document, follow these steps:

1. Click the Attach Sound tool on the Advanced Commenting toolbar pop-up menu.
2. Click the Speaker mouse pointer at the place on the page in the PDF document where you want the Sound Note icon to appear. When you click this pointer, Acrobat opens a Sound Recorder dialog box.
   
3. To record the sound note, click the Record button and speak into your computer’s microphone. When you finish recording, click the Stop button. To play the note before adding it to your document, click the Play button (which replaces the Stop button).
4. Click OK in the Sound Recorder dialog box. The Sound Recorder dialog box closes, and the Sound Attachment Properties dialog box opens.
5. Click the Appearance tab and select an icon for the sound attachment —either Ear, Microphone, or Sound (speaker) in the Icon list box. Click the Color button and select a new color for the sound attachment icon on the color palette that appears. Increase or decrease the opacity of the sound attachment icon by typing in a new percentage number in the Opacity text box or using the slider button.
6. Click the General tab and edit the default text in the Author, Subject, and Description text boxes. Text entered in the Description text box identifies the sound file when you position the mouse pointer over its attached sound icon.
7. Click the Review History tab to view any recent changes to the status of the attached sound during a review cycle. When you’re finished changing Sound Attachment properties, click Close to exit the dialog box.

You can also select a prerecorded sound file to play back when the Sound Attachment is played. To select a prerecorded sound file, click the Browse button in the Sound Recorder dialog box to open the Select Sound File dialog box. Click the folder that contains the desired sound file, click the sound file icon, and then click the Select button.
To play a sound note that you’ve added to a PDF document, double-click its Sound Note icon with the Hand tool or right-click (Control+click on Mac) its icon and then click Play File on the context menu.

Using the Text Box tool

You use the Text Box tool to create comments in the PDF document that are always visible. Because free-text comments are always displayed, you need to position them in margin areas or places where they won’t obscure document text or graphics text underneath.
To create a comment with the Text Box tool, follow these steps:

1. Click the Text Box tool on the Advanced Commenting toolbar or press X if the single-key accelerator feature is turned on.
2. Click the I-beam mouse pointer or draw a marquee at the place on the page in the PDF document where you want the text of the comment to appear. When you click or draw a marquee with this pointer, Acrobat opens a yellow bounding box (which appears dotted on some monitors) in which you type the note.
3. Type the text of the free-text note in the note’s bounding box. As you type a note in a bounding box you created by drawing a marquee with the I-beam pointer, Acrobat automatically breaks the lines of text to fit within the width of the bounding box and expands its height.
4. When you finish typing the text of the free-text note, click the Hand tool and then click outside of the note’s bounding box. Acrobat displays your free-text note in a box.

If you create a bounding box by simply clicking an area in your document with the I-beam pointer, you must make the first line break in your text note by pressing Enter (Return on the Mac) in order for Acrobat to make subsequent automatic line breaks. Otherwise, you end up typing a never-ending line of text that expands the width of the bounding box right off the page! To resize the Text Box note to make all of its text visible or to eliminate excess white space around the note text, position the Hand tool somewhere on the note and then click the arrowhead pointer to display the sizing handles at the four corners of the free-text note box. Next, position the pointer on one of the sizing handles and drag the double-headed pointer diagonally until the outline of the note box is the shape and size you need. Click outside the note box to deselect the sizing handles.

To move a free-text note, click within its note box to display the sizing handles and then, with the arrowhead mouse pointer inside the box, drag the outline to a new position on the page before releasing the mouse button. To delete a free-text note from the PDF document, right-click (Control+click on the Mac) the note text or its bounding box, and then click Delete on its context menu. As with comments added with the Note tool, you can change the default settings for the free-text notes you create with the Text Box tool. Right-click the text box and select Properties on its context menu to open the Text Box Properties dialog box. As you can see, the setting options in this dialog box enable you to change the Appearance, General settings, and display Review History by clicking the appropriate tab. On the Appearance tab, select a border style in the Style drop-down list. Your choices are Solid or six different dashed-line styles. To make the border of the text box thicker, increase the value in the Thickness text box. To remove the border entirely from text box, set this value down to 0.

To change the color of the box border, click the Border Color button and then click a new color on the palette. To decrease or increase the opacity of the text box so that you can see more or less of the document background, enter a percentage number in the Opacity text box or move the slider button to the left to decrease the opacity or to the right to increase the opacity of the text box. To add a background color to the text box, click the Fill Color button and click the background color from its color palette (but for heaven’s sake, don’t select a background color on this palette that’s so dark that you can’t read the note text). The options on the General and Review History tabs are exactly the same as those for the other markup tools (Note, Stamp, and Indicate Text). Change the author or subject of a comment attached to a Text Box on the General tab or display changes of status to the Text Box comment on the Review History tab. When you finish making changes in the Text Box Properties dialog box, click Close to see the effects of your changes on the currently selected text box.

Inserting Document Comments with the Advanced Commenting Toolbar

Options that appear on the Advanced Commenting toolbar give you a lot of flexibility when annotating a PDF document by providing markup tools that go way beyond the standard note, text edit, stamps, and highlighting features found on the Commenting toolbar. You can use the Rectangle tool and its many built-in variations to create drawn shapes used to highlight text or graphics that you want to call attention to with an attached comment. The Text Box tool creates static annotations that always appear in a document rather than hidden comments made with the Note tool. The Pencil tool draws free-hand shapes around document elements you want to call attention to with an attached comment. You can even attach sound files or other document files using the Attach Sound tool and Attach File tool. The following sections give the particulars on these useful markup tools.