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TIP 113: Setting Commenting Preferences

One you've been working with comments in Acrobat for a while, you should evaluate how you use them and how you modify them. Ask yourself:

• Do I change the name on the comment box regularly?

• Do I change the font or size of the comment regularly?

• Am I repeatedly dragging comments out of the way to see other content on the page?

• Do I prefer the comments aligned along the side of the page or overlaying the document's contents?

• Do I find it difficult to keep track of which comment box belongs to which comment?

If you find you make the same modifications repeatedly, it's a good idea to modify the preferences. Begin by choosing Edit > Preferences (or Acrobat > Preferences on the Mac) and click Commenting in the left column to display the Commenting Preferences dialog (Figure 113a).

The preferences are set in three categories:

• Viewing Comments
  Choose options in this section to specify how comments are seen in the document. Arial font at 10 points is the default for comments. If you want, click the pull-down list and choose another font, type a different point size, and choose the opacity percentage for the pop-up box. Also in this section of the dialog you can choose to show connecting lines from the comment box to the comment location (Figure 113b).

  Circle It If you are the type of person who uses drawing comments (described in Chapter 11) to scribble on a document, check the option Copy encircled text into Drawing comment pop-ups. This way, as you scribble you can add text from the document to the comment's text pop-up without having to select another tool.

  Page After Page If you select the Ensure that popups are visible as the document is scrolled option in the Viewing Comments section of the dialog, the comments are pulled along with you as you move through the document. Personally I never use this preference as it reminds me too much of advertising on some Web sites that jumps along as I move down a page. Others find it extremely useful. Fortunately, Acrobat can accommodate both types of people.

• Pop-up Open Behavior
  Choose options to define how the comments display in response to other document actions, such as opening the Comments pane or in response to mouse rollovers. The default setting for the Pop-up Open Behavior is to open a pop-up box when the comment is selected. Leave the setting selected if you are working on documents from the Document pane. If you prefer to see the entire pop-up box rather than the tool tip, choose the option Automatically open pop-ups on mouse rollover.

• Making Comments
  Choose options to apply to your comment process consistently, such as their alignment on the page or the name displayed at the top of the pop-up box. The first option (Always use Login Name for Author name) is selected by default. If the only name you work with is the login name for your computer, then leave the option selected. If you use another name, or use different names depending on the work or workgroup you are involved with, deselect it. Select the Create new pop-ups aligned to the edge of the document option if neatness is your passion.

  Click the final option to copy the content of selected text into comment pop-ups for Highlight, Cross-Out, and Underline text comments.