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Adobe Acrobat 7 TIPS and TRICKS THE 100150 BEST [Electronic resources] - نسخه متنی

Donna L. Baker; Kristin Kalning; Becky Morgan; Judy Ziajka

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• Index
Adobe® Acrobat® 7 TIPS and TRICKS THE 150 BEST
By Donna L. Baker
Publisher: Peachpit Press
Pub Date: January 24, 2005
ISBN: 0-321-30530-2
Pages: 416

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  • TIP 125: Setting Comment Status and Creating Summaries


    Once a document has been through a review cycle or two, it's time to take care of some last-minute issues. These include defining a status for the comments (both those generated by reviews and migrated comments), creating summaries, and printing comments and comment summaries for reference or archiving.

    First select a comment on the Comments list. Then click the Set Status pull-down arrow on the Comments list toolbar and click Review to display a list of options (Figure 125a). Unlike the checkmark, which is used only on your copy of the document, you can set a status for a comment that can be shared with other reviewers.

    Figure 125a. Set a status for comments that can be shared with other reviewers.

    You can work with both comments received in a review and those migrated into a document. Click Status > Migrate and choose an option from the menu (Figure 125b). If you choose Confirmed, the comment's migration notation is removed from the Comments list; if you choose Not Confirmed, the migrated comment is removed from the Comments list; the None option leaves the migration notation as it appears when the comments are migrated into the document. Figure 125c shows the various status options for a list of comments.

    Figure 125b. Manage migrated comments using the same methods as those you use for comments received in a review.

    Figure 125c. You can assign a status to comments that is displayed with the other comment information.

    [View full size image]

    Note


    For both integrated comments and migrated comments, you can also right-click/Control-click a comment in the Comments list and choose Set Status and the options described in this tip.

    When you're collecting feedback from reviewers, or when a project is coming to a close, creating a comment summary is a good ideathat way, all the comments are organized and collated in one handy place for easy reference.

    Follow these steps:


    1.

    On the Comments list toolbar, click Options to open a pull-down menu (Figure 125d).

    Figure 125d. Choose one of several options for managing a document's comments.

    2.

    Choose Summarize Comments to open the dialog shown in Figure 125e. Choose layout options (see the sidebar "Choosing a Comment Summary Layout"), paper size, a sort option, which comments to include, and a font size. Click OK to generate the summary.

    Figure 125e. Define the options for a comment summary.


    Choosing a Comment Summary Layout


    You can generate a summary of comments in one of several ways using the Summarize Options dialog. Choose an option depending on the characteristics of the document and its comments, how you like to work, and what you intend to do with the summary:

    • Choosing the Document and comments with connector lines on separate pages option is a good idea if you have very long comments. This summary type is complicated when you're using a printed paper copy because you have to follow the lines across pages.

    • In a short document or one with short comments, use the Document and comments with connector lines on single pages option.

    • Use the Comments only option to print just the comments added to a document. This can be useful in some workflows. For example, if you are the originator of a document and have circulated it to a group for feedback, having a printed list of comments can serve as a "To Do" list.

    • If you have finished a project and want a paper copy for archiving, or you want to work on a document away from your computer (does that really happen?), use Documents and comments with sequence numbers on separate pages.

    3.

    Acrobat opens the summary as a PDF file named Summary of Comments [filename] and lists all the comments information sorted according to the option you chose. Save this file for reference.

    4.

    Finally, to print the comments and comment summaries, click the Print pull-down arrow and choose an option from the resulting menu. You can print the comments summary, generate a PDF document containing the document and its comments, or configure the comments using the same dialog and processes available from the Options pull-down menu. If you prefer, choose File > Print with Comments Summary; again the dialog for configuring the comments opens.



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