Share PDF Files

• Share a PDF File by Email
• SharePoint Integration
• iManage10 Integration
• Shared Review and Email Review

Share a PDF File by Email

Foxit PhantomPDF Mac allows users to share the currently opened PDF file by email as an attachment.

• Open the PDF file that you want to share with Foxit PhantomPDF Mac.
• Click Share > Email Current Tab.
• The PDF file will be attached in the email automatically in your default e-mail application. Then input the e-mail address and send it.

Tip: Before sharing a PDF file via email, you need to configure the email on your Mac device first.

SharePoint Integration

Foxit PhantomPDF Mac has been integrated with Microsoft SharePoint, which helps you better manage and share PDFs.

Open PDFs in SharePoint Repository

Set the Preferences about How to Open a Document

By default, Foxit PhantomPDF Mac will let you choose how to open the document every time you open a PDF file from SharePoint. To specify how to open a document by default, please go to File tab (or Foxit PhantomPDF in the menu bar) > Preferences > ECM Integration, and check the following option as needed in the SharePoint group.

• Open only: Open the PDF without checking out. This will allow other users to modify the PDF file at the same time when you are working on it.
• Check out and Open: Open and check out the PDF files from the server so that other users cannot edit the file at the same time.
• Allow you to choose when opening the document: Let you choose the way to open the document from SharePoint server. If you check this option, a dialog box will pop up when you open the document. In the dialog box, you can choose to open or check out and open the document as desired. This option is checked by default.

Open PDF Files in SharePoint Repository

• Choose File in the Ribbon > Open > Add a place, and click Add under the Microsoft SharePoint group.
• In the Add dialog box, enter the SharePoint URL, and click Next to continue.
• In the pop-up dialog box, enter the account and the password to sign in. When you have signed in successfully, the URL address will be listed in the Open group in the File tab for your easier access.
• Double-click the file that you want to open, and the Foxit PhantomPDF dialog box will pop up by default for you to choose how to open the file.
  • Choose Open to open the file without checking out.
  • Choose Check Out and Open to open the file and check it out from the SharePoint server.
  • (Optional) Check Don't ask me again to bypass the pop-up Foxit PhantomPDF dialog box in the future and use your current choice as the default way to open a PDF from the SharePoint server.

Tips:

• You can specify the default way to open a file from SharePoint in SharePoint Preferences.
• You can also preview non-PDF files on SharePoint in Foxit PhantomPDF Mac. The non-PDF files will be converted to PDF temporarily when you try to open them.

Edit Document Properties

To check and edit the document properties of a PDF file opened from the SharePoint server, please do the following:

• Click Share > Document Properties.
• In the Document Properties dialog box, you will find the file path and document properties. To edit a document property, double-click the column name, and edit the value in the Edit text box.
• Upon completion, click OK to confirm your edits. And click Check In in the Share tab to save the PDF file and check it in to the SharePoint server.

Check Out, Discard Check Out, or Check In PDF Files

You can change the document status when working with PDF files in the SharePoint server.

• Click Share.
• Do any of the following:
  • If you open a PDF from SharePoint without checking out but need to edit it, it is recommended to choose Check Out in the Share tab to check out the file so that users cannot modify it when you are working on it.
  • If you want to cancel the check-out status and discard the changes you made to the PDF file, click Discard Check Out in the Share tab.
  • When you complete your edits, click Check In in the Share tab to save the PDF file and check in back to the SharePoint repository. When checking in a file, you can select a version number (if version numbering is enabled) for the modified document and specify the version comments. If you still need to work with the PDF file after checking in and do not allow other users to modify the document, please remember to check the Keep the document checked out after checking in this version option in the Check In dialog box.

Save Local PDF Files to SharePoint Repository

To save a local PDF file to SharePoint in Foxit PhantomPDF Mac, please do the following:

• If you did not add the SharePoint server in Foxit PhantomPDF Mac before, click Add a place and choose Add under the Microsoft SharePoint to add the SharePoint server first.
• Choose File > Save as to open the Save As PDF dialog box.
• In the Save As PDF dialog box, do the following:
  • Choose the SharePoint URL address, and select Shared Documents folder.
  • Specify the file name in the File field, if necessary.
  • Click Save.

iManage10 Integration

Integration with iManage10, the popular and intelligent document and email management solution, enables you to directly open, modify, and save PDF documents in your iManage Work account using Foxit PhantomPDF Mac, which streamlines your PDF document management.

Open and Check Out PDFs on iManage10

• Choose File in the Ribbon > Open > Add a place, and click Add under the iManage10 group.
• (Optional) If you have logged in to iManage10 before, choose File in the Ribbon > iManage10 > Open, or click Share > iManage10 > Open to open a file from iManage10.
• In the Open dialog box, select the document you need and click Open. The document is also checked out when opened.

Tip: When you add iManage10 successfully in Foxit PhantomPDF Mac, the iManage10 item will be displayed in the Open list in the File tab. If you add multiple servers, the latest one you added will be set as the default server for document management. You can click Share > iManage10 > Connect to add a new server or change the default server. If you want to remove the iManage10 item from the Open list in the File tab, select the iManage10 item, and click the Delete button .

Save PDF Files in iManage10

Save a Local PDF to iManage10

Save a Local PDF as a New Document in iManage10 Repository

• Do any of the following:
  • Choose File > Save as > iManage10 > Open.
  • Choose Share > iManage10 > Save As group > Save As.
• In the pop-up dialog box, choose a target folder, and specify the document properties.
• After completing all of the settings, click Save to save the document to the iManage10.

Save a Local PDF as a New Version of Existing Work Document

• Do any of the following:
  • Choose File > Save as > iManage10 > Open.
  • Choose Share > iManage10 > Save As > Save As New Version.
• In the pop-up dialog box, select a document in iManage10, and click Save.
• Specify the document properties, and click Save to save it as a new version of the selected document.

Save a PDF Opened from iManage10

To save a PDF file opened from iManage10, you can choose to replace the original document, or save it as a new version or a new document in the iManage10. After modification, do any of the following:

• If the document has not been checked out by others, you can click the Save button (or choose File > Save) to save the PDF file and replace the original document in iManage10.
• Go to File > Save as > iManage10 > Open, or choose Share > iManage10 > Save As group > Save As. In the pop-up dialog box, choose a location, and specify the document properties in the right part of the dialog box. Then click Save, and the modified document will be saved as a new document, leaving the original document unchanged.
• Choose Share > iManage10 > Save As > Save As New Version. In the pop-up dialog box, set the document profile for the new version, and click Save. And the modified document will be saved as a new version, leaving the original document unchanged.

Shared Review and Email Review

Foxit PhantomPDF Mac enables users to initiate a review by two methods: Shared Review and Email Review. You can set up your review, specify reviewers and review deadlines. You do not need to import and export comment data or manually track reviewer responses. The review Tracker can help review initiators track all reviews and manage the whole review in real time.

Shared Review

Collect Comments on an Internal Server

Shared Review allows document authors to share a document on an internal server with others to gather feedback/comments from the reviewers. The review initiator can specify the document location, invite participants and set the review deadline.

After receiving the invitation from the review initiator, reviewers can mark-up PDFs using a full set of commenting tools. Comments from reviewers will be stored in the internal server and synchronized by Foxit PhantomPDF Mac to download them at a regular interval. Reviewers will be notified if new comments are added by others and they can also reply to these comments.

(For review initiators) Send a PDF Out for Shared Review

• Choose a document for shared review and open with Foxit PhantomPDF Mac.
• Choose Share > Send for Shared Review > Collect comments on an internal server.
• In the pop-up Send for Shared Review dialog box:
  • Select the location of the document. The location can be a network folder or a SharePoint Workspace.

    Tip: If using a network folder, all reviewers must have read and write access to the shared folder. You can track each reviewer’s comments and reply to them accordingly. Reviewers can also see and reply to each other’s comments.

  • Select a distribution and display method:

    Send it automatically as a link within the message – The path to the shared document will be automatically included in the email message to be sent to reviewers using your default email client. The shared document will be named “[original document name]_review.pdf” by default.

    Send it automatically as an attachment to the message – The shared document will be automatically sent as an email attachment to reviewers with the name “[original document name]_review.pdf”.

    Save a local copy and manually send it later – Click Browse button to rename the shared document and choose a location to save it and send it to reviewers later manually.

  • Name this server profile, e.g. “My Network Folder (send as attachment)”, for further use in the future. The profile is saved with the options you specified above. In the future, you can select the profile directly from the Ribbon and skip this step.
  • Specify the review deadline by inputting the date and time in the Review Deadline box. You can also locate your cursor in the date or time, and click the Up or Down arrow to change the date or time. When a Shared Review expires, users can no longer publish or check new comments from the server. If necessary, you can also check No deadline to keep the Shared Review valid all the time.
• Click Next. If you haven’t set your identity information for your PDF viewers yet, enter your identity information.
• Click OK in the pop-up dialog box to allow Foxit PhantomPDF Mac to access your mail.
• Enter the email addresses of the desired reviewers. A semicolon or a return can be inserted between each address if there is more than one address. Or click to access your contact list in your email system.
• Edit the email message, if necessary. And click the Send button to send the message.
• After you send the email or save the shared document to a local copy, the shared document is automatically opened, with a message bar in the application window. With the options in the message bar, you can publish comments, check for new comments made by reviewers and track the whole review. See also Review a shared review document and Review Tracker.

Tip: Before sending the message, you need to configure your mail on your Mac device first.

(For reviewers) Review a Shared Review Document

Upon the review initiator sending out the document, the specified reviewers will receive an email invitation to a PDF review. The email includes an attached document named “[original document name]_review.pdf” or provides a URL to the PDF.

To review the document:

• Download the document and open it with Foxit PhantomPDF Mac.
• If it is your first time opening a shared review document, you will be prompted for your identity information.
• Enter an account name and password for the shared folder where the shared review document is located.
• A message bar appears in the application window with three options: Check for New Comments, Publish Comments and a menu with three commands.
• You can add your comments using annotation tools and then click Publish Comments to publish your comments which will be saved to the shared server.
• Check For New Comments allows you to view comments made by the initiator or other reviewers. You can also reply to the comments. In normal situations, comment publishing and checking will happen automatically. Foxit PhantomPDF Mac supports to configure the interval to check for new comments by selecting a length of time in the File tab (or Foxit PhantomPDF in the menu bar) > Preferences > Reviewing > Automatically check for new comments.
• Click Menu:
  • Track Reviews – To track all reviews you initiated or participated in, which is very useful when you are involved in multiple reviews. See also Review Tracker.
  • Save As Archive Copy – Saves a copy of the document with review comments to your hard drive when the review has ended.

Notes:

1. Reviewers will not be able to make comments or do other modifications to the shared documents in non-Foxit PDF viewers.

2. Reviewers should save the document as an archive copy to the hard drive using Foxit PDF viewers so as to modify the content.

Email Review

Email Review is useful when reviewers don’t have access to a common server or initiators don’t need collaborative reviews. In an Email Review, the initiator sends PDFs to reviewers as attachments and can view comments only after receiving the commented PDFs from reviewers. Also, the reviewers can only send back the PDFs after adding comments, and they cannot view comments made by others.

Send a PDF Out for Email Review

• Choose a document for email review and open with Foxit PhantomPDF Mac. This document becomes the master file into which you can merge comments you receive from reviewers.
• Choose Share > Send for Email Review.
• Your default email client will pop up, with the document attached in the new message. Specify the recipients and message, and click the Send button to send out the email.
• You can track the review status with the review tracker. Please refer to Review Tracker.

Notes:

1. Recipients of the shared document can review it and send it back with Foxit PhantomPDF or Reader 7.0 or a later release in Windows, Foxit PhantomPDF Mac or Foxit Reader 4.0 or higher in Mac, as well as Foxit PDF Reader Mobile in Android.

2. Before sharing the document by email, you need to configure the email on your Mac device first.

Participate in an Email Review

The recipients can download the document sent from the initiator and open it with Foxit PhantomPDF Mac, add their comments and click Send Comments button in the message bar to send their comments back to the initiator.

Likewise, you can manage your reviews by using the Tracker. See also Review Tracker.

Merge Comments

After receiving the document with comments from reviewers, the initiator open it and will be prompted with a message box about whether to merge comments from this document into the master file or not.

If you choose No, open this copy only button, you can still merge comments after you open it by clicking Merge Comments button in the message box.

Review Tracker

To track all of your reviews, please click Share > Tracker. The review Tracker helps you easily manage document reviews in real time. The tracker shows all the reviews you sent and joined and the detailed review status including review deadlines, reviewers, comments, etc. You can also email reviewers/initiators with the tracker. If you are the review initiator in a Shared Review, you can also change the deadline, end the review and start a new review with the same reviewers.