Macromedia Acrobat.com User Guide

Using

ADOBE® ACROBAT.COM

Legal notices

For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.

Last updated 3/9/2012

Chapter 1: Getting started

About Acrobat.com . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Acrobat.com account settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Acrobat.com sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Chapter 2: Organize files

Common file organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Organize files in workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Organize files using tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Chapter 3: Upload and share files

Upload and preview files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Share files for collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Chapter 4: Collaborate in real time

Roles for collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

iii

Chapter 5: Create PDF files

Convert files to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Combine files to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Adobe CreatePDF Desktop Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Chapter 6: CS Review

Participate in a review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Start a review using Acrobat.com . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Share a review with other participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Delete, duplicate, and rename reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Export comments to a PDF file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Export large files in pieces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Chapter 7: Buzzword

Conversion limitations when importing text documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Compare document versions or revert to a previous version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Check spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Tables in Buzzword documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Image placement in Buzzword documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Lists in Buzzword documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Chapter 8: Tables

View content history (versions) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Create a table and enter data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Cell and column formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Last updated 3/9/2012

USING ACROBAT.COM

Contents

View data in Private View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Print or export tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Chapter 9: Presentations

Create a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Add, delete, and arrange slides in a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

About shapes and objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Add text, images, or graphics to a slide and apply a style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Change individual slide layout and background color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Add elements to every slide or edit master settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Play a slide show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Share a presentation for collaborative editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Chapter 10: Export, save, and print documents

Export documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Export a document to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Save documents to the desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Print documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Chapter 11: Web conferencing with Adobe ConnectNow

Your online meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Pod reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Host a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Zoom a shared screen or expand to full screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Give screen control to another attendee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Give computer control to another attendee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Phone conferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Use your computer microphone and speakers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Customize a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Limit attendee access to meeting features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Control who enters a meeting room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Automatically accept requests to enter a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Bandwidth and meeting diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Chapter 12: Shortcuts

Common keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Keyboard shortcuts for Buzzword . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Keyboard shortcuts for Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Formula syntax for built-in functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Last updated 3/9/2012

Chapter 1: Getting started

About Acrobat.com

Adobe® Acrobat.com is a set of online services that you can use to create and share documents, collaborate in real time, and simplify working with others. You access these tools through your web browser, without using e-mail attachments.

The Acrobat.com family of services includes Adobe CreatePDF, Adobe SendNow, Adobe FormsCentral, Adobe ExportPDF, and Acrobat.com, which includes ConnectNow.

You don’t have to install any software. The only thing required to begin using an Acrobat.com service is a computer with an Internet connection, a web browser, and Adobe® Flash® Player 10. All versions of your files are stored on Adobe’s secure servers and are available online.

Store online Store files online in your account, accessible from anywhere with a web browser. Storage quotas vary by

service and subscription level.

Create PDF files Use the Adobe CreatePDF service to create and combine PDF files. For information on using Adobe

CreatePDF, see this

technote.

(The PDF creation features in Adobe CreatePDF are also available in the Acrobat.com service.)

Share Use the Adobe SendNow service to share large files by sending links to them. For information on using Adobe

SendNow, see this

You can also use the Acrobat.com service to share large files with others, without sending the files by e-mail. Your team members can edit the same file simultaneously in real time, working from any computer. You can limit access to just people you invite, or make your documents accessible to everyone by embedding a link on a web page or blog.

Online collaboration services Create Buzzword (text) documents, slide presentations, and data tables for

collaboration. For information on using FormsCentral, see the

Web meetings Hold web meetings with Adobe ConnectNow web conferencing software.

Note: Additional storage and workspaces, unlimited PDF creation, and meetings with more than two attendees are available by subscription. For information about upgrading your account, choose Upgrade Acrobat.com from the Account menu

technote.

FormsCentral Help.

in the upper-right area of the Acrobat.com application window.

More Help topics

“Create PDF files” on page 21

“Buzzword” on page 29

“Tables” on page 37

“Presentations” on page 45

“Web conferencing with Adobe ConnectNow” on page 57

Last updated 3/9/2012

USING ACROBAT.COM

Getting started

Acrobat.com account settings

Manage your Acrobat.com account by clicking the account menu in the upper-right corner of the application. From there, you can change account settings (preferences) or download other tools for using Acrobat.com.

Choose My Information to supply the following preferences:

My Picture You can upload JPEG, GIF, or PNG images, with a maximum file size of 4 MB and maximum dimensions

of 2880 x 2880. The small image identifies your presence when collaborating on files and appears in the Collaborator bar, and in tables, presentations, and the file organizer. Click Change to upload the image from your computer. Choose Remove from the pop-up menu to have the default image appear.

Name, Password, and Adobe ID For your password, enter at least six characters that include at least one number and

at least one letter.

Language Use the menu to select a language (U.S. English, UK English, French, German, Italian, Japanese, or Spanish)

for the user interface. (This option is different from the spell check language setting.)

Note: Some of the applications are not available in all of these languages. For example, if you select Japanese as the language, only the file organizer, the previewer, and the ConnectNow service are displayed in Japanese.

Choose My Preferences to set spell checking, sharing, and units preferences.

Spell check documents I create In Buzzword, choose the language for the spell check dictionary. Decide if you want

misspelled words underlined in red as you type. Add words that the spelling checker flags because they are not included in the dictionary in the box labeled “Also consider these words properly spelled.” For example, you can add technical terms, or proper names. Type a word in the box and click Save Changes to add it. For more information, see “Check spelling” on page 33.

Note: The Language option that you select is different from the Language option. The Document Language sets the spell check dictionary; the Language option sets the language for the user interface.

Sharing Select Automatically Accept Shared Documents if you want all files that are shared with you to automatically

appear in your file listing.

Units Specify inches, centimeters, or points as the measurement to use in all Buzzword documents you create. The

units you choose appear on the ruler and in image dimensions. The units also appear in the page margins you specify in the Page Setup dialog box for Buzzword or Tables. (Choose Document > Page Setup or Table > Page Setup.)

More Help topics

“Customize a meeting room” on page 65

Acrobat.com sessions

There are two ways to exit an Acrobat.com session. One way is to close the browser window. However, if you are working on a public or shared computer, Adobe recommends signing out of your session rather than closing the browser to exit. Signing out prevents others from starting another session in your account. To sign out, choose Sign Out from the account menu

Selecting Remember Me (in the sign-in window) allows you to sign in to Acrobat.com without re-entering your e-mail address or password. Do not select this option if you are working on a public computer.

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Getting started

Resources

Community Help

Use the Search box in the upper-right corner of the Help window to search Community Help. Community Help is an integrated environment on Adobe.com that gives you access to community-generated content moderated by Adobe and industry experts. Community Help draws on a number of resources, including:

• Complete online product Help, which the Adobe documentation team updates regularly

• Videos, tutorials, tips and techniques, and examples

• User forums

• Blogs and articles by Adobe and community experts

• Community Questions (FAQs) and troubleshooting tips

Visit Acrobat.com Help and Support to learn more about free and paid technical support options, give feedback, and access the user blogs and forums.

Note: To confine your search to the product Help, keep the option This Reference Only selected. If a term is used in multiple products, you can narrow the search to just your product by appending the product name to the search term. For example, to see information about setting up meetings using ConnectNow, type meetings+connectnow in the search box.

A word on PDF files

PDF is a format that is most typically used to create a snapshot of a document for a final file or archive. You can upload and convert files to PDF in Acrobat.com, but you cannot edit PDF files in Acrobat.com. You can only edit PDF files using Adobe Acrobat® (see

You can open and view most PDF files in the previewer on Acrobat.com. Some PDF files, such as those that are secure, 3D, or shared for review, require Adobe® Reader®. Adobe Reader is the tool for reading, printing, and filling out forms in PDF files that are created in Adobe Acrobat. You can use the free Adobe Reader to view any PDF files in your organizer. You can download Reader from Adobe.com. For more information about Adobe Reader, see

Acrobat Help).

Adobe Reader Help.

About the Acrobat.com documentation

Acrobat.com Help is available in English, French, German, Italian, Japanese, and Spanish.

To print the Help documentation, click the PDF link in the upper-right corner of the window and print the PDF file.

Last updated 3/9/2012

Chapter 2: Organize files

Common file organizer

The common file organizer is the place on Acrobat.com where you manage files. The organizer lets you manage two types of files:

• Files that you edit using desktop applications and then store and share using Acrobat.com.

• Files that you edit on Acrobat.com using Acrobat.com authoring applications (Buzzword, Tables, and

Presentations).

From the common file organizer, you can create, upload, or import files, and share any type of files for collaboration with others. You can also duplicate and rename files, remove them from your organizer, and sort them in various ways.

Upload and share files Upload files from your computer and store them in a shared workspace or your personal

workspace. View and share files that you’ve already created in Acrobat.com or that are located on your desktop. These files are accessible from any computer with a web browser. You can share most types of files.

Import files Importing converts files to the appropriate application (such as Buzzword or Presentations, depending on

the imported file format). For example, Word, OpenOffice, RTF, and plain text files are imported into the Buzzword application.

Edit files Edit files on Acrobat.com using Acrobat.com authoring applications (Buzzword, Tables, or Presentations).

Files are automatically saved frequently so that no one’s work is lost. If someone has been editing a file and is idle for a time, their changes are autosaved. Click the Synchronator at any time to manually save your changes (the Synchronator also indicates the status of your Internet connection to the Acrobat.com servers).

Create files Create documents, presentations, and tables, and then export them to PDF files using Acrobat.com

applications.

Rename or remove files Rename, duplicate, delete, and remove files. Removing a file deletes it from your organizer but

the file remains in the organizer of others. Only authors can delete a file from everyone’s organizer.

Sort and search files Sort files by name (alphabetically), by author, by date viewed or last date changed, by file type,

and by size. Use the search box on the right side to search document titles.

Assign roles Assign roles to collaborators to control who can edit or replace files, amend (but not change) files, or view

documents.

Note: You have ownership rights for any files stored in your personal workspace and shared on Acrobat.com.

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B CA D

A. Sort icons B. Show info icon C. Search box D. Additional Adobe services menu E. Account menu F. Collaborator bar G. Share File menu H. Collaborators I. Synchronator

An unopened file has a red circle next to it; a changed file has a red star.

Use the Sort icons in the toolbar to change how your files are grouped. Move the pointer over a Sort icon to see the tool tip and click to change the type of sort. Search for a document by name in the search box. The search results list all documents that include the term you enter. You can see details about any file by clicking the Show Info icon

, and then clicking any file icon. (Double-clicking the name opens the file.) Or, you can select a file, click the context menu

The Sort toolbar includes a search box.

, and select Show Info.

The Collaborator bar

The Collaborator bar at the bottom of the window shows who the file or workspace is shared with and what their role is. When your organizer first loads, no files are selected and the Collaborator bar shows only the Synchronator status indicator dimmed until you select a file or workspace. (The Share button remains dimmed if you select a file or workspace that you don’t have permission to share.)

. This status wheel shows whether you are connected to the Acrobat.com server. The Share button is

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Select a file or workspace to do the following:

• Set or change roles for collaboration.

• Send e-mail to people you’ve shared a file or workspace with.

• Share a file or workspace with one or more people by entering their e-mail addresses.

A B

A. Your icon appears in the Collaborator bar B. An overflow icon indicates the file or workspace is shared with more people than can be displayed on the Collaborator bar C. An overflow panel shows additional people

Note: When a workspace member selects a file that another member has open, a white dot appears next to the member who has the file open.

When you select a file and move the pointer over a name in the Collaborator bar, a tile displays information about the file. One of the following symbols appears next to the collaborator’s image:

A red star The collaborator has read an older version.

A red circle Your collaborator has not yet opened the document.

An envelope An invitation has been sent but your new collaborator has not yet accepted the invitation.

A white dot The collaborator is currently viewing the document.

A red pencil The collaborator is editing the document. This state applies only to documents that can be modified

using the Acrobat.com editing applications.

More Help topics

“Roles for collaboration” on page 17

“Organize files in workspaces” on page 7

“Reuse a list of e-mail addresses” on page 15

“Buzzword” on page 29

“Tables” on page 37

“Presentations” on page 45

Context menus

You can perform certain file commands in the organizer through a file’s context menu. Click a file icon to the left of a filename (double-clicking the filename opens the file) to select the file. Then, click the gray button to the right of the name one or more tags to the file, remove tags, copy the document URL, or delete.

. Use the context menu to open, share, duplicate, rename, get information about the file. You can also add

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The file context menu provides basic commands you can perform on a file in the common organizer.

Organize files in workspaces

A workspace is a way to share a group of files with a team of people. All files are stored in one place, and all workspace members have access to the files. A file can be in only one workspace. A workspace can contain folders for organizing content. Workspace members share and have access to all folders in the workspace. Members of a workspace can have different user roles, but a member’s role remains the same throughout the workspace. For example, an administrator of a workspace is administrator of all folders within the workspace.

The left pane of the organizer displays two types of workspaces: shared and personal. A shared workspace is for storing a group of files that you want to share with several people working together on a single project. Sharing a workspace gives members access to all of its files. Your personal workspace, called My Workspace, contains files you’ve created or uploaded but haven’t moved into a shared workspace. Free accounts include the personal workspace and one shared workspace. Additional shared workspaces are available with a premium subscription.

Note: With premium subscriptions, shared workspaces become suspended if the workspace owner’s account is in arrears. When workspaces are suspended, they are still available, but have limited access. Limited access to a workspace means that you can’t add or edit files, or share files in the workspaces with more people.

More Help topics

“Organize files using tags” on page 9

“Roles for collaboration” on page 17

“File sharing options” on page 14

Create a shared workspace

1 In the menu bar, click New > Shared Workspace.

2 Type a name for the workspace and press Enter.

3 (Optional) Create and name folders in the selected workspace. Click New > Folder.

Note: All workspace members have access to the folder. Removing a member from a workspace also removes the member’s access from all the folders within the workspace.

4 Add files to the workspace using any method described in the onscreen instructions.

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Share a workspace with others

1 Select the workspace in the left pane of the organizer and click a Share Workspace button.

2 Enter e-mail addresses, a subject, and a message.

Note: Once the recipient has accepted the workspace invitation, you can share the files in a workspace without explicitly sending a share file invitation. The workspace and its files appear in the member’s organizer.

3 (optional) Change the workspace role of members from participant to administrator. Select the option Let Them

Administer The Workspace in the upper-right corner of the dialog box.

Important: Sharing the workspace at the administrator level gives members special privileges. Administrators can delete or move files out of the workspace, adjust their roles on any files in the workspace, and possibly take exclusive ownership of the files.

4 Delete or rename a workspace by opening its context menu and selecting the appropriate command.

Important: Deleting a workspace deletes all content in the workspace. Only workspace owners can delete a workspace.

Change the role on a file in the workspace

You can change a member’s file role for any selected file in a workspace via the Collaborator bar.

1 Select the workspace in the left pane of the organizer.

2 Select a file in the workspace.

3 In the Collaborator bar, click the link to view all members of the workspace.

4 Do either of the following:

• Assign a different file role to individuals by opening the individual’s context menu and selecting the role.

Changing one member’s role on the selected file in the workspace

• Assign the same file role to all members by selecting a role from the menu in the upper-right corner of the

expanded Collaborator bar.

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Changing all the members’ role on the selected file in the workspace

Move a file to a different workspace

Once a file is in a workspace, you can move it to a different workspace or folder, if you have permission to do so. For example, if you are a workspace participant, you cannot move a file unless you are the author of the file.

❖ Do either of the following:

• Select the file in the organizer and click the Share File button. Then select Move It To A Different Workspace.

Select the workspace you want to move the file to, and the folder (if applicable). Click Move.

• Drag the file to the new location. You can also select multiple files and drag them.

Organize files using tags

Use tags to categorize files you have access to. You can tag files stored anywhere in your organizer. Adding a tag to a file or removing a tag from a file does not change its permissions or its location. For example, tagging a file stored in a shared workspace does not change who can access the file. Nor does it change permissions for other individuals with access to the file. A file can have multiple tags for quick access. For example, you can tag a file as “Work” to signify that this file is work-related. You can tag the same file as “Urgent” to signify that the file requires immediate attention.

In the organizer, the Tags pane contains some predefined files tagged as Getting Started. Files that have not been tagged and are not part of a shared workspace are listed in Uncategorized Files. The tags you create are listed in alphabetical order.

1 In the Tags pane of the organizer, click New Tag.

2 Enter a name for the tag and press Enter.

3 Tag files using any method described in the onscreen instructions. If you use the file context menu to tag a file,

you can tag it with multiple tags. You can also create a tag from the dialog box.

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A file can have one or multiple tags.

4 Delete or rename a tag by opening its context menu and selecting the appropriate command.

More Help topics

“Organize files in workspaces” on page 7

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Chapter 3: Upload and share files

Upload and preview files

Supported file formats for uploading and importing

From the organizer, upload and share any of the file formats (or file types) listed in this TechNote.

Note: Uploaded files can be no larger than 100 MB.

When you select Import from the menu bar, Acrobat.com converts the file to the appropriate application and opens it for editing. For example, if the file content is text and its extension is “.txt”, then the document is imported into Buzzword.

Imported file type Converted to Acrobat.com file

Word (.doc, .docx), OpenOffice (.odt), RTF (.rtf), text (.txt)

PowerPoint (.ppt, .pptx) Presentations

Buzzword

Preview files

You can preview the contents of most file formats (or file types) that are shared or uploaded (files cannot be edited in the previewer). Use the previewer to page through documents such as Microsoft Office files, OpenOffice files, PDF files, and images. For a list of all file formats that can be previewed, see this

Note: If a shared file in the organizer cannot be previewed, click Download to copy it to your computer and open it from your desktop.

1 To browse file contents, double-click the filename or choose Open Document from the file context menu.

2 To exit the preview and return to the organizer, select File > Close.

TechNote.

Share files for collaboration

Acrobat.com lets you share files in your organizer with others without sending the files by e-mail. You can share files three ways: Move a file into a shared workspace; share files with individuals; publish files so anyone with the URL can access the file. Files get uploaded or created into a workspace if you first select the workspace in the organizer. If you select a tag, files are tagged accordingly and added to your personal workspace. Set the access level for files that you uploaded or created. The access level controls how others, particularly groups, interact with a document.

Note: File access settings are different from user roles, which are assigned to each person you share a document with. To learn more about access levels and what privileges each user role allows, see

“Roles for collaboration” on page 17.

Move a file to a shared workspace

1 From the organizer, select a file and click Share File in the lower-left corner of the window.

2 Select the option Move It To A Shared Workspace.

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3 Select the workspace or folder and click Move.

Note: Once a file is in a shared workspace, you can move it to a different workspace by using the Share File menu.

Share files with individuals

1 From the organizer, select a file and click Share File in the lower-left corner of the window.

2 From the Share File menu, select Share It With Individuals.

3 Enter e-mail addresses, an e-mail subject, and message.

4 From the Make Them menu, select Co-author, Contributor, Reviewer, or Reader. (Roles vary depending on the

service application. See

Note: Click the information icon to view descriptions of each available user role.

5 (Optional) Click More Options to select file resharing options.

6 Click the Share button. For a selected file in the organizer, the Collaborator bar at the bottom of the window shows

who you are sharing the file with.

Note: After sharing a file, you can change a collaborator role setting. Move the pointer over the person’s name and click the menu button on the right.

“Roles for collaboration” on page 17.)

7 (Optional) Delete a file. You can remove a file from your own organizer by choosing Delete (author) or Remove

(not the author) from the context menu. The Remove command is sometimes unavailable when the file is in a workspace.

Important: Choosing Delete removes the file from everyone’s organizer.

More Help topics

“About file access levels and user roles” on page 17

“Organize files in workspaces” on page 7

Share files by publishing to the Internet

Publishing allows anyone with the URL to access the file. Publishing also allows embedding the file in an external web page, blog, or wiki.

Share files by copying links

You can copy a file link to the clipboard, which you can paste in an e-mail or instant message.

1 Select the file icon in the organizer and click Share File in the lower-left corner of the window. Or, select Share from

the file context menu.

2 Select Publish It, and then click Publish.

3 Select Copy Link.

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Share files by embedding in a web page

You can embed an Adobe® Flash® preview of files in a web page, blog, or wiki page. Embedding is available for most files in your organizer, including files uploaded to Acrobat.com and PDFs created on Acrobat.com. Documents from Tables and Presentations (but not Buzzword) can be embedded. Viewers of the web page see an embedded previewer window in the page that displays the contents of the file you’re sharing. Viewers can browse a multipage document in the previewer, change zoom level, or maximize the previewer to full screen. They can also download the shared file directly from the web page.

Embedding a shared file in a web page

1 To embed a Flash preview of a file on a web page, select the file icon in the organizer and click the Share File button.

Or, select Share from the file context menu.

2 Select Publish It, and then click Publish.

3 From the Published tile in the Collaborator bar, select Copy Embed Code. The necessary HTML code to embed the

preview is copied onto the clipboard.

4 Open the HTML file and paste the code into the file. The Flash previewer can display any file type that you can

convert to PDF.

Publish a standalone presentation

Using the Publish command in Presentations creates a standalone presentation that anyone can access and play without signing in to Acrobat.com. Use this method (rather than sharing) to show others a “snapshot” of the presentation. Publishing lets you send a URL link with an e-mail message or embed the slide show in a website by copying the embed code to the clipboard.

Note: Snapshots are static copies of the presentation. If you are an author or co-author, you can update the snapshot at any time by choosing Presentation > Publish, and clicking Republish.

1 In an open presentation file, select Presentation > Publish and click Publish.

2 Do one of the following:

• Click Copy Link to copy the URL and paste it into an e-mail or IM message.

• Click Copy Embed Code to copy the complete embed code to the clipboard. You can then paste it into HTML

code in a web page.

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Note: Do not highlight and copy the text in the Copy Embed Code box; the code is incomplete and will not embed your presentation in a website.

• (Optional) Click Unpublish to remove open access from the published document. Use this command if, for

example, you change your mind and don’t want anyone who is not sharing the document to access it.

• (Optional) Click Republish if you have already published the document, changed it, and want to publish the new

version. Unpublish reverts to the previously published version of the presentation.

More Help topics

“About file access levels and user roles” on page 17

File sharing options

Options vary depending on the file format and service you are using.

Move It To A Shared Workspace All members of a workspace can access the file. If the file is already in a workspace,

you can move it to a different workspace. A file can be in only one workspace.

Share It With Individuals Allows you to enter e-mail addresses of people you want to share with and assign them a user

role. To view the document, they must sign in to Acrobat.com.

Publish It Allows a large audience to read a document without signing in. Publishing distributes a link (URL) to a

mailing list or places the URL on a web page or blog. Any file you can preview on Acrobat.com can be embedded into a web page or blog. When this option is selected for a table, you can copy the HTML code and embed it in a website or blog. For published presentations, you can copy embedded code from within the Presentations application. Buzzword does not support embedded code.

Un-publish It Only people who appear on the file’s sharing list or are members of a shared workspace where the file is

located can access the file.

Change Options/More Options Includes file resharing options.

Role (Make Them) Select Co-author, Contributor, Reviewer, or Reader (roles vary depending on the service

application. See

Send An Invitation Email Send an e-mail containing the URL that the recipient clicks to access the file. When sharing

“Roles for collaboration” on page 17).

a workspace with a user who has an Acrobat.com account, the e-mail invitation is not required. The shared file immediately appears in their organizer if the option Automatically Accept Shared Documents is selected in the My Preferences dialog box.

Everyone The File Is Shared With Can Share It With Others (At Their Own Role Or Lower) Allows collaborators to

modify the sharing list (that is, add or remove collaborators, promote or demote roles of existing collaborators). These modifications can only be made to collaborators at the same level or lower. For example, a Buzzword document reviewer can add and remove reviewers and readers, can promote readers to reviewers, and can demote reviewers to readers. But, they cannot modify co-author permissions. Unless you modify this setting, the Apply button is unavailable.

Only Let Co-Authors Share This File With Others Allows only co-authors to modify the sharing list. Select this option

and click Apply.

Copy Link Copies the document URL to the clipboard. In an e-mail or instant message program, right-click and select

Paste to tell others that your document is available. This option appears only when you have selected Publish It from

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the Share File menu. It is not available for Presentations files in the organizer. However, you can copy links from within the Presentations application.

Copy Embed Code Copies the embed code to the clipboard, which allows embedding a file or table into a web page or

blog. This option appears only when you have selected Publish It from the Share File menu. It is not available for Buzzword documents and Presentations files in the organizer. However, you can copy links from within the Presentations application.

More Help topics

“About file access levels and user roles” on page 17

Hold web conferences

Acrobat.com includes the Adobe ConnectNow web conferencing service. You can use ConnectNow to conduct free web conferences with one other user. For more participants in a meeting, upgrade to a paid account, which allows up to five participants (Basic subscription) or up to 20 participants (Plus subscription). Users can share their computer screens, switch between screens, and switch control between attendees. ConnectNow also has webcam support so you can see other participants, a shared whiteboard, shared notes, and a chat facility.

To open ConnectNow, choose it from the Additional Adobe Services menu in the upper-right area of the Acrobat.com window. ConnectNow opens in a new browser window.

More Help topics

“Web conferencing with Adobe ConnectNow” on page 57

Reuse a list of e-mail addresses

A document sharing list contains the e-mail addresses associated with a workspace or document. If you have shared a document with other people, you can copy the file’s sharing list and paste it into a new or existing workspace or document. The options differ, depending on how the document is shared. For example, Copy All appears if the document is not in a shared workspace or if it is in a shared workspace and also shared with individuals. Copy Members appears if the document is in a shared workspace.

You can also copy and paste e-mail addresses from any file, as long as the addresses are separated by semicolons (Windows) or commas (Mac OS).

1 With a document open or selected in the organizer, click Share File in the lower-left corner of the window.

2 Click Show Them in the Share File menu.

3 Click the context menu in the upper-right corner of the expanded Collaborator bar and select Copy All or Copy

Members.

4 To copy all the e-mail addresses to another document, select a file. Click Share File and select Share It With

Individuals. Press Ctrl+V or Command+V to paste the e-mail addresses into the text box below People To Share With in the Share dialog box. If you want, assign roles to those users in the list.

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Alternatively, paste a list of e-mail addresses from any program or file into the Share dialog box. Use a commaseparated (Mac OS) or semicolon-separated (Windows) list. Duplicate addresses and any addresses already associated with the document are not added.

5 To remove all collaborators from the document and cancel any outstanding invitations, select Remove All or

Remove From Workspace.

6 To send an e-mail message with a URL link to all the members who are sharing the file, select Email All or Email

Members.

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Chapter 4: Collaborate in real time

You can write, edit, and comment on Acrobat.com documents in real time from any computer that is connected to the Internet. Files are stored on Adobe secure servers, which eliminates having to attach files in e-mail or track them on your computer. The ability to share and edit content in real time, and view changes as your colleagues make them can greatly simplify your workflow. For example, if a co-author is writing, another co-author can edit content in a presentation or table and the change immediately appears in the document.

Roles for collaboration

About file access levels and user roles

When you share a file, you assign each individual a user role for the file. A user’s role determines their access level to the file—how users can interact with the document and what actions they can perform on it. Depending on the type of file, an author can assign the following roles: co-author, contributor, reviewer, or reader.

There are three ways a user can be given access to a file: Add the file to a workspace that the individual is a member of; invite an individual to view, edit, or review the file; publish the file. When a file is published, anyone with a link to the document can read and download it. (Buzzword documents, tables, and presentations cannot be downloaded.) The name and status of users who you’ve explicitly shared the file with are displayed in the Collaborator bar. They are visible to other explicitly added users. Users who have implicit access are not visible to one another. Implicit access means that the file is in the user’s organizer because it is a published file.

No Access When a file is created in Acrobat.com or uploaded from your computer, it is accessible only to the author

of the document. By default, no other users have access to the new document. The file must be shared before other users gain access to it.

Owner The workspace member who created the workspace and has full administrative privileges.

Administrator Workspace members who can add other members to the workspace and remove any member’s files.

Participant A general name for workspace members who are not owners or administrators. Participants can add, view,

and download files and create folders.

Reader Users with the document URL can read and download the document by signing in to Acrobat.com if the file

is not published. Readers can copy the document and share it with others if the author has enabled this permission. Depending on the application, readers may be able to print, download, or export the file.

Reviewer (Buzzword) Users with the document URL can retrieve and read the document by signing in to

Acrobat.com. Reviewers can make limited modifications, such as adding comments. The modification time is automatically updated when someone adds a comment.

Contributor (Tables) Users with the document URL can read the table by signing in to Acrobat.com. The file gets

added to the user’s organizer and can be accessed there in the future. Contributors can add data or modify it in any of the cells within a table. But, they cannot modify the table structure by adding or modifying table columns.

Co-author Users with the document URL can read the document by signing in to Acrobat.com. Co-authors have the

same permissions as the author of the document, except that they cannot delete a file from everyone’s organizer. Coauthors can add comments, edit the document, or upload a new document and replace the existing one on Acrobat.com.

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More Help topics

“Share files by embedding in a web page” on page 13

Set workspace roles

When you share a workspace, you assign a workspace role to members. A person’s workspace role determines what they can do in the workspace. Members keep their roles throughout the workspace. For example, if you are an administrator of the workspace, you are administrator of all folders within the workspace. Removing a member from the folder removes that member from the workspace. By default, workspace members are participants.

❖ To change the workspace role of members, select the workspace and click Show Members in the upper-right corner

of the window. Open the context menu next to the name of the workspace and select or deselect Administrator. To change the workspace role of individual members, open the context menu next to their name.

What you can do Owner Administrator Participant

Add, remove workspace members x x

Remove oneself from the workspace x x

Delete a workspace x

Rename a workspace x x

Designate administrators x x

Create a file x x x

Delete a file x x file owner

Move file into a workspace x x x

Move file out of a workspace x x file owner

Change default file role for workspace x x

Create or rename a folder x x x

Delete a folder x x

Move files into or out of a folder x x x

only

Set user roles in a file

When you share a file, you can set user roles that assign specific privileges to each collaborator. By default, files that you share are set to allow anyone with access to the file to invite others to the document by resharing it. Resharing allows the people you are collaborating with to extend the trusted collaboration relationship to others as they see fit. Initially you set resharing options when you click More Options in the Share dialog box. You can change resharing of a selected file by clicking Share File and choosing Change Options. Any collaborator can change the roles of other collaborators at the same level or below. For example, a contributor can invite another contributor, can demote a contributor to a reader, or remove another contributor or reader. If this permission is turned off, only authors and coauthors are allowed to invite new collaborators to the file and change roles of existing collaborators.

❖ To change a user role from the organizer or from within an open file, in the Collaborator bar, move the pointer over

a name and click the context menu button

to display the menu of user roles.

Note: The user roles vary depending on the type of file. (For ConnectNow user roles, see “Meeting roles and permissions” in

“Host a meeting” on page 61.)

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What you can do Buzzword Tables Presentations Uploaded files and

Assign, change, and remove collaborators from a file

Change access and resharing flags for a file

Delete a document and remove it from everyone’s organizer

Remove a document from your own organizer

Write, edit, and delete comments made by others

Write, edit, and delete their own comments

Create and edit table formulas and summary rows

Add, edit, or delete regular table rows (not summary rows)

Reshare a document (if the author or co-author enabled the permission)

Publish a snapshot of a presentation

Author, co-author, reader

Author, co-author Author, co-author Author, co-author Author, co-author

Author Author Author Author

Co-author, reviewer, reader

Author, co-author

Author, co-author, and reviewer

Author, co-author, reviewer, reader

Author, co-author Author, co-author Author, co-author

Co-author, contributor, reader

Author, co-author

Author, co-author, contributor

Author, co-author, contributor, reader

Co-author, reader Co-author, reader

Author, co-author, reader

Author, co-author

PDFs

Author, co-author, reader

Upload a file with a new version Author, co-author

Publish a file Author, co-author Author, co-author Author, co-author

More Help topics

“The Collaborator bar” on page 5

“Share files for collaboration” on page 11

“Organize files in workspaces” on page 7

Comments

Authors, co-authors, or reviewers can add real-time comments to Buzzword documents. You can add formatted text to a comment. A co-author can cut content from the comment and paste it directly into the document. Comments are stored with the document. If you delete a comment during a review, you can retrieve previous versions of the document that contain the deleted comments.

By default, comments are visible in a document when you open it, in a different color for each reviewer. To hide or show them, click the Show Comments icon in the Comment toolbar.

Note: Tables, Presentations, uploaded files, and PDFs do not support comments.

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Add a comment

1 In a Buzzword document, highlight the text you want to comment on or click to place the insertion point there.

In the right margin, a small comment icon appears. As you move your mouse over the icon, it expands and displays Click To Add A New Comment Here.

2 Click in the new comment area to open a Comment box.

When your pointer is in a Comment box, the main document dims and a highlight appears on the text to which the comment applies.

3 Type your comment into the Comment box.

Each person commenting is assigned a unique color. The color appears not only in the Comment box, but also as an underline indicating the text in the document to which the comment refers. In addition, each comment displays its author and the date and time it was created.

Note: You can also add a comment via the Insert menu, or via the Add Comment icon on the Comment toolbar.

Edit and delete comments

The document author and co-author can change or delete any comment in a document. Reviewers can edit or delete only their own comments. Readers can view but not add or edit comments.

❖ To delete a comment, click the Delete icon in the comment’s lower-right corner. If the Delete icon is not visible,

you do not have author or co-author privileges for that comment.

Printing comments

When you print a Buzzword document, comments are automatically printed, unless you deselect the option from the Print dialog box (Document > Print). The format of printed comments is different from their format on the screen. When printed, each comment does not appear on the same line as the text to which it applies. Instead, a boxed reference number appears in the right margin at the line where the comment was entered. All comments appear at the end of a printed document. Each one has a reference number that identifies the text to which it applies. All comments are complete with graphics, tables, author name, date, and time the comment was created.

Note: You can print only the comments by specifying a range of pages that begins on the page after the last page of the document. For example, if you want to print only the comments for a 30-page document, specify from 31 to 99. You can check the number of pages by looking at the bottom number on the page scroll bar on the right.

More Help topics

“Buzzword” on page 29

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Chapter 5: Create PDF files

You can create and combine PDF files in Acrobat.com. The PDF files you create are automatically stored in your workspace in the Acrobat.com organizer.

Create a limited number of free PDF files, or upgrade to a premium Acrobat.com subscription to create an unlimited number of PDF files. Choose Upgrade Acrobat.com from the account menu Acrobat.com application window to upgrade your account.

Note: You can convert and combine files to PDF, but you cannot edit PDF files in Acrobat.com. For information on editing PDF files, see

Acrobat Help.

Convert files to PDF

Use Acrobat.com to create PDF files from any of the following file types: Microsoft Word (DOC, DOCX), Microsoft PowerPoint (PPT, PPTX), Microsoft Excel (XLS, XLSX), Microsoft Publisher (PUB), text (TXT), Rich Text Format (RTF), Adobe PostScript® (PS), Adobe Photoshop (PSD), Adobe Illustrator (AI), Adobe InDesign (INDD), image (bitmap, JPEG, GIF, TIFF, PNG), Corel WordPerfect (WPD), and OpenOffice and StarOffice presentation, spreadsheet, graphic, and document files (ODT, ODP, ODS, ODG, ODF, SXW, SXI, SXC, SXD, STW)

in the upper-right corner of the

To convert a file type not listed above, use the “Adobe CreatePDF Desktop Printer” on page 22.

When a PDF is being created, you can convert another file, or preview the PDF files you’ve created. When the conversion is done, you can share the PDF or preview it.

Create a PDF

1 To upload a file from your computer and convert it to Adobe PDF, click Create PDF > Convert A File To PDF in

the menu bar.

2 Click Pick File, select a file to convert, and then click Open.

Combine files to PDF

Use Combine Files to PDF to convert up to ten files to a single PDF file (only available with paid Acrobat.com subscriptions).

When you use Combine Files to PDF, Acrobat.com stores just the combined PDF file, not the files from which it was created. PDF files you combine are stored in your personal workspace.

1 To combine files from your hard disk, click Create PDF > Combine Files To PDF.

2 Click Pick Files.

3 Ctrl-click (Windows) or Command-click (Mac OS) to select the files you want to combine.

4 Click Open.

5 (Optional) Click Add Files and select additional files to combine. Click Open.

Last updated 3/9/2012

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