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Last updated on
26 Feb 2024
Adobe Acrobat for Microsoft Teams offers a comprehensive suite of PDF tools, streamlining PDF operations. This integrated PDF solution enables you to:
- Utilize Adobe's advanced web-based viewer for opening and viewing PDFs online.
- Transform PDFs into editable formats like Word, Excel, PowerPoint, or RTF, maintaining original fonts, formatting, and layouts, accessible via mobile or web.
- Create PDFs that retain fonts, formatting, and layouts with password protection options.
- Edit PDFs by modifying text and images, reorganizing pages, or dividing documents into multiple PDFs.
- Merge various Microsoft documents and PDFs into a single file, with options to minimize file size for easier sharing or storage.
- Work collaboratively on PDF documents, marking them with sticky notes, highlights, and freehand drawings for effective communication.
- Easily fill out and sign PDF forms.
- Ensure accessibility with screen reader support, keyboard navigation, and support for High Contrast modes to aid those with visual impairments.
- Enhance your viewing experience by adjusting Acrobat's theme settings to light, dark, or according to the MS Teams preference.
Play the video to learn various operations on your PDFs with Adobe Acrobat integration with Microsoft Teams.
Supported browsers
Modern browsers, such as Chrome, Firefox, Safari, and Microsoft® Edge, support Adobe Acrobat for Microsoft® Teams.
Alert:
Internet Explorer 11 or older versions aren’t supported. Starting October 1, 2021, Acrobat tools won't support the Microsoft® Edge Legacy browser. Use Microsoft® Teams desktop app or open Microsoft® Teams in the supported web browsers.
Language versions
The Adobe Acrobat for Microsoft® Teams is available in the following languages:
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Danish Finnish Norwegian Simplified Chinese Traditional Chinese Korean Czech Polish Russian Turkish |
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Sign in to your Microsoft® Teams web account at https://teams.microsoft.com/, or download and use the Microsoft® Teams desktop app.
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Select Apps in the sidebar.
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Search for Adobe Acrobat under Apps, and select the app.
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Select Add.
Note:- To install Adobe Acrobat to a team, select Add to a team from the drop-down list.
- To install Adobe Acrobat to a chat, select Add to a chat from the drop-down list.
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To install Adobe Acrobat as a tab or a bot, choose Add to a team. Then, type your team or channel name, and then do one of the following:
- To set up Adobe Acrobat as a tab, select Set up > Set up a tab.
- To set up Adobe Acrobat as a bot, select Set up > Setup a bot.
After you've installed Adobe Acrobat, use it as a Personal Tab, Bot, Message Action, or Message extension in Microsoft® Teams. You can collaborate on PDFs using Adobe Acrobat in Microsoft® Teams in the following ways:
- Share a PDF as a Tab in a team-channel for others to view and comment.
- Use the options (...) menu to open the PDF using the Acrobat viewer in the Teams Chats and Channels.
- Use the Adobe Acrobat Message extension to share the PDF as an adaptive card for collaboration.
- Use the Adobe Acrobat app on the left rail to use the Acrobat tools.
A. Share a PDF as a Tab B. Use Adobe Acrobat from the options menu C. Use the Adobe Acrobat message extension D. Use the Adobe Acrobat app in the left rail to access personal tabs and to use chatbot, control notifications and provide feedback
You can edit text or add images to a PDF file using the Adobe Acrobat app.
Steps to edit text and images in a PDF:
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Select the PDF file you want to edit from your document library.
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Choose Edit from the Adobe Acrobat preview window. The PDF becomes editable, and the Edit panel opens on the left. If the PDF is generated from a scanned document, the Acrobat app automatically runs OCR to make the text and images editable.
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In the edit mode, you can perform the following operations:
You can add or insert new text into a PDF using the available fonts in the Acrobat app.
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From the Edit panel, select Text under Add Content.
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Drag to define the width of the text block that you want to add.
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The Add text tool intelligently detects the following text properties of text close to the point of click:
- Font name, size, and color
- Character, paragraph, and line spacing
- Horizontal scaling
These text properties are automatically applied to the text that you add at the point of click. You can change the text properties using the options under Format text in the left pane.
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Type the text. When you add text to a PDF, by default, the Acrobat app chooses nearby font attributes for the new text. Any font not available in Acrobat is substituted when you edit text by a default fall-back font for the particular script.
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To resize the text box, drag a selection handle.
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To move the text box, place the pointer over the line of the bounding box (avoid the selection handles). When the cursor changes to Move pointer
, drag the box to the new location. To maintain alignment with the other list items, press Shift as you drag.
When you edit text, the text in the paragraph reflows within its text box to accommodate the changes. Each text box is independent, and inserting text in one text block doesn’t push down an adjacent text box or reflow to the next page.
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From the Edit panel, select Text under Add Content.
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Select the text that you want to edit. The text box turns blue upon selection, and a quick menu appears with the following options:
- Bold, Italicise, or Underline the text inside the text box.
- Delete the text box.
- Cut, or Copy the text box.
- Select all.
The dotted outlines identify the text and images that you can edit. The dotted outlines identify the text and images that you can edit. -
Edit the text by doing one of the following:
- Type new text to replace the selected text, or press Delete to remove it.
- Manage list items using the list controls (bulleted and numbered) in the left-side Format text panel. You can create lists and, conversely, convert a list item to a paragraph or change list types.
- Select a font, font size, or other formatting options in the left-side Format text panel. You can also try the advanced format options, such as line spacing, character spacing, horizontal scaling, stroke width, and color.
Formatting options in the left pane Formatting options in the left pane -
Select any area outside the selection to deselect it, and start over.
You can move text boxes on a page. The Edit tool outlines each text box, so it's clear what text is affected. Edits are confined to the page. You can't drag a text block to another page or move individual characters or words within a text box. However, you can copy text boxes and paste them on another page.
Resizing a text box causes the text to reflow within the new text box boundaries. It doesn't change the size of the text. As with other text edits, resizing is limited to the current page. The text doesn't flow to the next page.
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From the Edit panel, select Text under Add Content.
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Select the text box that you want to move or resize.
A bounding box with selection handles surrounds the text box that you clicked. A bounding box with selection handles surrounds the text box that you clicked. -
Do any of the following:
Move
Place the pointer over the line of the bounding box (avoid the selection handles). When the cursor changes to Move pointer
, drag the box to the desired location. Hold down the Shift key as you drag to constrain the movement vertically or horizontally.Resize
Place the pointer over any of the circular selection handles, and drag the handle to resize the text block.
You can add items to a numbered or bulleted list, create list items, convert a paragraph to a list item, and conversely. You can also change list types.
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From the Edit panel, select Text under Add Content.
Note:Acrobat detects paragraphs and lists separately. Therefore, both paragraph and list may appear in the same bounding box while editing. After you save the file, the paragraph and list items are displayed in separate bounding boxes.
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You can add or remove items to the list at all nested levels using the same familiar controls that you use in Microsoft® Office. For example, press Enter at the end of a list item to insert a new row. Press Backspace to remove the new row and position the cursor back to the end of the previous list item.
To create a numbered or bulleted list:
- Place the cursor in the document at the location where you want to add a list.
- Choose the appropriate list type under Format text.
To convert an existing paragraph to a list item:
- Place the cursor in the paragraph, and then choose the appropriate list type under Format text.
To convert an existing list item to a paragraph:
- Select all items in the list. The appropriate list type is highlighted under Format text.
- Click the highlighted list type.
To convert from one list type to another:
- Place the cursor in the list item or select all items.
- Choose the appropriate list type under Format text.
Note:Use the keyboard to add a list item. For example, before a paragraph, you can type number ‘a’ followed by the closing parenthesis ‘)’ and then add one space. It adds a numbered list starting with “a)”.
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From the Edit panel, select Image under Add Content.
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Select the image you want to add.
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Adobe Acrobat app adds the image to the PDF. You can perform the following operations:
- Drag the borders to resize the image.
- From the left pane, use the options to
- Rotate the image clockwise.
- Rotate the image anti-clockwise.
- Delete image.
- Replace the image with another image.
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Share, preview, print, or collaborate on PDF documents
You can share PDFs in your team's channel or inside a chat. You can also collaborate using the integrated Adobe Acrobat services in the following ways:
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Click the Adobe Acrobat Message Extension below the chat compose box of Microsoft® Teams.
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If you haven’t authorized the app, you might be prompted to Authorize the app, and Accept the requested permissions in the subsequent dialog.
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Adobe Acrobat app displays a dialog box to choose a PDF file. By default, Teams and channels is selected to choose a PDF file. To choose a PDF that is not on your Teams and Channels, select the drop-down list. Then choose a PDF from your OneDrive account, or upload a PDF from your computer. Then select Share. When you share a PDF, the original document is shared with the recipients.
To share a copy of the PDF that is not on your Teams and Channels, select the drop-down list and choose a PDF from your OneDrive account. Alternatively, upload a PDF from your computer, and then click Share a copy. A copy of the shared file is created and saved on Teams.
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The PDF is added as an adaptive card in the chat box. You can add a message, or @mention other users, and click the send icon.
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If you select Open, the PDF is opened in the Adobe Acrobat viewer within Microsoft® Teams. Use annotation tools, such as Insert Sticky Note, Highlight Text, or add markups on the PDF. You can also collaborate with your team members.
Note:Select All tools, and use the Acrobat online tools like Edit text & images, Organize pages, Protect a PDF, and more.
Share and preview a PDF as a Tab with your team, and collaborate using the Adobe Acrobat app.
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In Microsoft® Teams, click the Add a tab (+) icon.
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Choose Adobe Acrobat in the list of apps, or type Adobe Acrobat in the search bar, and then click the app.
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If you haven’t authorized the app, you might be prompted to Authorize the app, and Accept the requested permissions in the subsequent dialog.
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Adobe Acrobat app displays a dialog box to choose a PDF file. By default, Teams and channels is selected to choose a PDF file. Select a PDF and click Save.
To choose a PDF that is not on your Teams and Channels, select the drop-down list and choose a PDF from your OneDrive account. Alternatively, upload a PDF from your computer.
The PDF is opened in the Adobe Acrobat viewer as a tab in Microsoft® Teams.
Note:Select All tools, and use the Acrobat online tools like Edit text & images, Organize pages, Protect a PDF, and more.
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Use the annotation tools, such as Insert Sticky Note, Highlight Text, or Draw markups on the PDF. You can also collaborate with your team members.
If you've received a message with a PDF attachment in your Teams channel, open it in the Acrobat viewer and add comments.
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Select the message, and from the options (...) menu, choose More Actions > Collaborate on PDF.
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The PDF is opened in the Adobe Acrobat viewer within Microsoft® Teams. Use annotation tools like Insert Sticky Note, Highlight Text, or Draw markups on the PDF, and collaborate with your team members. You can also use Acrobat online tools like Export a PDF, Convert to PDF, and more.
To print PDFs from the Adobe Acrobat preview, press Ctrl + P (Windows), Cmd + P (macOS), or use the print icon in the toolbar.
Commenting on a PDF
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Open the PDF in Adobe Acrobat viewer.
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In the quick tool, select the desired annotation tool and select where you want to place the note. The following comment types are available for use:
- Add comments: Choose if you want to add a sticky note or a text note and select where you want to place the note.
- Highlight selected text: Choose to Highlight, Underline, or Strikethrough the text in the PDF.
- Draw freehand: Select the drawing tool and mark the PDF.
Add comments or text comment Add comments or text comment Highlight, Underline, Strikethrough Highlight, Underline, Strikethrough Draw freehand Draw freehand When you select any text in the PDF, the following extra commenting tools are available for use:
- Strikethrough Text: Select to strike-through text.
- Underline Text: Choose to underline the selected text.
A. Add comments B. Highlight selected text C. Underline selected text D. Strikethrough selected text E. Edit text F. Copy text
Your added comments are automatically saved to the PDF.
Use @mentions to invite a reviewer to your document
Note:
Ensure that the individual you @ mention in a comment on your PDF file has permission to view and respond to your comment.
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Open a PDF in Microsoft® Teams in the Acrobat viewer.
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In the comment text, select the @ symbol.
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A pop-up menu appears with a list of reviewers. Choose the reviewer that you want to mention.
Change the look of your comments
To change the color of your comments, do the following:
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Select the comment. A pop-up window appears.
Note:Similarly, you can choose and change the line thickness of the Drawing Tool annotation.
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Click the color to open the color panel, and choose your desired color.
Undo or redo changes
- To undo changes, click the undo icon in the toolbar.
- To redo changes, click the redo icon in the toolbar.
Edit comments, delete comments, or erase drawing
To edit a comment, do the following:
- Select the comment. The comments pane is displayed in the right. From the options (...) menu, click Edit.
To delete comments, select the comment and do one of the following:
- The comments pane is displayed in the right. From the options (...) menu, click Delete.
- From the pop-up window, click the delete
icon.
Note:
Only you can delete a comment that you've added. Other team members can't delete your comment.
To erase drawing comments, do the following:
- Select the Erase drawing tool from the floating bar on the left, and drag over the parts of the drawing you want to erase.
Notifications
When comments are added to your shared PDF, you get a notification in Adobe Acrobat chat bot.
Note:
- The owner of the shared PDF gets the notification for all comments, replies, comment deletes, and edits.
- Other users get notifications only for the replies to the conversation in which they participated.
Use the Adobe Acrobat app to convert or edit files using the online tools
Use the Adobe Acrobat app to access the online tools and easily create, combine, organize, sign, and send PDF files from within Microsoft® Teams. You can also convert PDF files into editable Word or Excel files. The Adobe Acrobat App tab is selected by default. From the App tab, you can access the Acrobat home page, which includes:
- An onboarding tour.
- Easy navigation.
- A single location for all your documents.
- Similar and related workflows are grouped.
A. Acrobat App Home B. Chat bot C. About Acrobat app D. Your profile E. View all Acrobat tools F. Upload a file G. View all documents H. View recent files I. Featured tools J. Acrobat tools - Convert, Edit, and Protect K. Onboarding tour L. Your subscription information
The Recent section in the Adobe Acrobat app lists all your recent documents. To view all your documents, click Documents.
On the left pane, click if you want to view your files stored on your OneDrive, or Teams and channels.
In the Adobe Acrobat app, select the All Tools tab. The apps and tools listed on the page are grouped under workflows – Convert, Edit, and Protect.
Convert tools
All the tools specific to the following tasks are provided under the Convert tools section:
- Convert a Microsoft® Office document (Word, Excel, or PowerPoint) to PDF
- Convert a PDF to Microsoft® Office or other formats
- Compress a PDF
Edit tools
All the tools specific to the following tasks are provided under the Edit tools section:
- Move, delete, insert, or rotate pages in a PDF
- Merge multiple files into a single PDF
- Add comments in a PDF
- Make a scanned PDF editable
Note:
After using the Acrobat online tools, clicking the resultant PDF file opens it in Adobe Acrobat. If the resultant file is a non-PDF file, it’s open in the native Microsoft® file handler.
To convert a PDF to Word, do the following:
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In the Export PDF window, do one of the following to select the PDF file that you want to export, and then click Continue:
- Choose files from the Recents, OneDrive, or from Teams and channels.
- Add files from your computer or drag-and-drop the files onto the highlighted area.
- You can also drag-and-drop files to the Export PDF tool on the All Tools page.
- Choose files from the Recents, OneDrive, or from Teams and channels.
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Do the following on the Export a PDF pop-up window and select Export To <format>.
- Select the desired file format.
- Select the language of the document you're exporting from the Document Language drop-down list.
The selected PDF file is uploaded to the server and the content is exported to the desired format. When completed, a check mark is displayed and the file is automatically saved to the same location as the original PDF file. To save the file to your desktop, select the check mark, and select download.
On the home page, click Upload A File. Select a file from your Document Cloud account or drag a file to the explorer window, and select Continue. The selected file is uploaded to your OneDrive account.
To upload a file to your Teams and channels, select Documents. In the left pane, choose Teams and channels, and then click Upload a file.
Similarly, to upload a file to your OneDrive account, click the Documents tab. In the left pane, choose OneDrive, and then click Upload a file.
In the Acrobat app, click the Chat tab to use the chatbot to do the following:
- Type Notifications Off to stop receiving Adobe Acrobat notifications.
- Type Notifications On to start receiving Adobe Acrobat notifications.
- Type Sign In to sign in to your Adobe account.
- Type Sign Out to sign out of your Adobe account.
- Type Feedback followed by your message to give us feedback.
Fill and sign documents
To fill and sign PDFs, select E-sign from the top global bar. The Fill & Sign tools appear on the left, allowing you to complete form fields and sign as outlined in the following sections.
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From the left panel, select
and then click on the field where you want to add text.
It displays a text field along with a toolbar, as shown below. -
Select the text field again and enter your text.
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To reposition the text box to align it with the text field, select the textbox and hover over it. Once you see a plus icon with arrows, move the textbox to the desired position.
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To edit the text, select the text box. Once you see the cursor and keypad, edit the text and then click elsewhere to enter.
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To change the text size, select A or A as required.
Note:Resize the first annotation you place to fit the check box or radio button in the document, and the next annotations you add will be of the same size and will fit the rest of the box/circle fields.
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To change the text color, select
from the quick toolbar and then select a desired color from the color palette.The default color for signatures is black. To change the color of signatures, you must deselect the Keep signatures black checkbox.
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To switch to a different input type, select
and then select one of the available options like Signature, Initials, Crossmark, and Checkmark.
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Hover over the field with the radio button or checkbox.
It automatically displays the default checkmark or the selected radio field symbol.
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Select the radio option field to enter the symbol.
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To change the symbol, select the field again, and then from the menu, tap
and then select another symbol. It marks the field with the selected symbol.
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Create your signature and initials if not already done. To do so:
- From the Quick action toolbar, select
- To add a signature, select Add signature. In the dialog that appears, type or draw your signature and then select Done.
- To add your initials, select > Add initials. In the dialog that appears, type or draw your initials and then select Done.
Note:You may also add an image as your signature or initials. To add an existing image, tap the image icon from the top menu. To take a new picture to be added as your signature, tap the camera icon and follow through with the workflow.
- From the Quick action toolbar, select
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To add a signature:
- From the left panel, select your signature, move over to the field where you want to add it, and then click there to place the signature.
Else, from the Quick actions toolbar, select
and then select your signature. - Your signature appears in the field.
- To adjust the placement of your signature, hover over the signature till you see a plus icon, and then click and move the signature as desired.
- To adjust the size of your signature, hover over the blue circle at the corner, and then hold and drag it as desired.
Caution:Once you add a signature or an initial to a form and save it, you cannot edit it again.
- From the left panel, select your signature, move over to the field where you want to add it, and then click there to place the signature.
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To add your initials:
- From the left panel, select your initial, move over to the field where you want to add it, and then click to place the signature.
Else, from the Quick actions toolbar, select and then select your initial.
Your initials appear in the field. - To adjust the placement of your signature, hover over the signature till you see a plus icon, and then click and move the signature as desired.
- To adjust the size of your signature, hover over the blue circle at the corner, and then hold and drag it as desired.
Note:If you want to use an image as your signature or initials:
- Sign your name in black ink on a clean white paper. Sign in the middle of the paper so you don't photograph or scan the edges.
- Photograph or scan your signature. If you are taking a picture of your signature, ensure that the page is lit and that no shadows fall across the signature.
- Transfer the photo or scan it to your computer. Acrobat accepts JPG, JPEG, PNG, GIF, TIFF, TIF, and BMP files. You don't need to crop the image. Acrobat imports just the signature if the photo or scan is fairly clean.
- From the left panel, select your initial, move over to the field where you want to add it, and then click to place the signature.
You can change Acrobat's appearance to Light or Dark theme. You can also change the setting to always follow the theme selected in Microsoft Teams. Do the following:
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In the Acrobat viewer, from the options menu ( ) near your profile picture, select Preferences.
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In the Preferences window, choose your desired theme in the Appearance drop-down list.
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Select Save. The set preference in Acrobat takes precedence over the appearance setting of Microsoft Teams.
When you try to pin a large file as a tab, you might encounter the error "We couldn't save your tab settings. Please try again".
Solution
The error occurs when Acrobat is awaiting for the file upload to finish so that it’s pinned as a tab. Click the Save button if it's enabled until the file is uploaded to the channel.
- Error encountered when you click Share a copy to share a file.
- Error encountered when you navigate to different folders in the file explorer.
- Error encountered while fetching the channel files.
Solution
The above mentioned errors occur if the Microsoft® Graph API is broken. To fix it, either refresh the page, or close the dialog box and retry the operation.
Solution
Disable the browser's pop-up blocker to see the IMS login screen.
Solution
Contact your organization admin or tenant admin to grant you appropriate rights.
Any PDF shared in a Microsoft Teams chat or channel is stored in the user's OneDrive or SharePoint by default. Actions such as viewing, commenting, and search occur on the user's machine. When the user makes any changes to their document, the document is again stored in their SharePoint or OneDrive account.
If the user creates, organizes, combines, or exports a document, it is sent to Adobe cloud servers in the region corresponding to the user's country code for transient processing and is then deleted within 24 hours. The document remains encrypted both in transit and at rest during this process. The modified document is saved back to the user's SharePoint or OneDrive account.
The file must be less than 50MB in size to perform shared commenting. If the file size exceeds 50MB, then the added comments aren’t saved in the document, nor are the comments visible in the downloaded file.