26 APR

Access SharePoint files in Acrobat

You can store and access SharePoint files when you’re working in Acrobat or Acrobat Reader on your desktop.

Note:

Your SharePoint administrator must configure the SharePoint server to enable editing of PDF documents.

To access or save to SharePoint resources, you can use the following options:

  • Add a SharePoint account and access files using the account (Connectors) from the Home > <SharePoint_account_name> view.
  • In the file open and close dialogs, use URL of the document library; for example, http://mysharepointserver/mysite/mydoclibor
  • (Windows) Mapped network drives

Add your SharePoint account

  • Choose Home > Add Account, and then click the Add button for Microsoft SharePoint.

    The Add Microsoft SharePoint Account dialog box is displayed.

    Add SharePoint account in Acrobat or Reader

     

  • Enter a name for the account in the Enter Account Name box.

    Enter the URL of the SharePoint server in the Enter URL box. This is usually the URL that you see in the browser’s address bar when you are logged in and your SharePoint site’s home is open in the browser.

  • Click Continue. The account is added in the left pane under the Storage section.

Check out a file from SharePoint

The safest way to work on a PDF file that resides on a SharePoint Server is to check out the file. Other users cannot edit the file while you’re working on it.

  • To check out a PDF file, do one of the following:

    • (Windows) Using Internet Explorer, navigate to the PDF file on the SharePoint portal. Click the document or choose Edit Document from the file pop-up menu.
      • In Acrobat or Acrobat Reader:- Choose a file from Home > [Connector / Account Name].

        – You can provide the URL of the document library or complete path to the file in the Open and Save dialogs if you have the following preferences disabled:

        Edit > Preferences > General > Show online storage while opening files: disable by default.

        Edit > Preferences > General > Show online storage while saving files: enabled by default.

        – Using connectors: If you have above preferences enabled, you can access the file locations using the [Connector Name] from the left pane.

  • A dialog box displays the filename and location. Click one of the following:

    • Check Out and Open
    • Open, to open the file without checking it out

Note:

If you are required to sign in to the SharePoint server, enter your user name and password when prompted.

Cancel checkout

You can discard the checked-out version of a PDF file if you don’t want to save your changes.

  • Choose File > SharePoint Server > Discard Check Out.

  • A confirmation message appears. Click OK.

Note:

You cannot edit a document offline.

Prepare document properties

You can specify the document’s SharePoint properties from within Acrobat or Acrobat Reader.

  • Choose File > SharePoint Server > Prepare Document Properties.

  • Double-click the property to edit. The Edit dialog box appears. Enter a value and click OK.

Check in

When you complete your edits, you can check the file into the SharePoint server. Other users can see the changes. If versioning is enabled, SharePoint also manages version history for the file.

  • Choose File > SharePoint Server > Check In. The Check In dialog box appears.

  • If version numbering is enabled, the version information appears. Choose major version, minor version, or overwrite current version.

  • Enter the Version Comments.

  • Optionally, enable Keep the Document Checked Out After Checking In This Version and click OK.

Remove your SharePoint account

  • In the Home view, click the Edit/Pencil icon next to Storage.

    Edit button for online accounts

     

  • Click the cross icon next to the account you want to remove, and then click Done next to Storage.

    Cross and Done options to remove an account

Post Author: Zahid Farid

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