Working with Adobe Files on SharePoint

Working with Adobe Files on SharePoint

There are differences between working in Microsoft applications on SharePoint and working with (Adobe) PDF files on SharePoint. Those differences can be seen in accessing the files both through File Explorer and through the browser.

There are some tips below. There may be options to improve the interactions between Microsoft and Adobe products in the future (most requiring additional licensing and fees), but as it stands now, you’ll find limitations, suggestions, and some guidelines below.

Limitations

  • Adobe Acrobat files (.pdf) cannot be simultaneously edited, or edited “in place” through a browser connection to SharePoint. In our current environment, we can simultaneously edit and save Microsoft files that reside on SharePoint, but this is not possible with Acrobat files.
  • When opening Adobe files, you may be prompted to “check out” the file. This should be done, if you wish to make changes in the file. This requires that the file then be checked in if changes have been made.

File Explorer

  • When using File Explorer \\linkto:UseFileExplorertoAccessSharepoint and opening a .pdf, Adobe prompts you to either "Check Out & Open" the file or just "Open" the file. 
            

  • If you Check Out & Open the file, you may be prompted to Check In the file when you close it. Often, though, you will not see this prompt, and you were only given the instructions when you first opened the file. See image above. 
  • There is no indicator in File Explorer that the file is checked out (this is a limitation with using File Explorer to access SharePoint). You will only see this when looking at SharePoint site using an internet browser. See first image below.
  • In order to ensure others can view your changes to the document (if you made any), or be able to check out or delete the document (to replace the document at a future time):
    • When you've closed the pdf, verify that the file is not checked out by using Internet Explorer, Edge, or Chrome, and navigate to the file's location. If it still shows that it's checked out (see the first image below), then select Check in or Discard check out (if there were no changes or you do not wish to save them).
      • -or-
    • In Acrobat, make sure you go to File > SharePoint/Office 365 Server and click Check In or Discard Check Out. If you do not see this option, the file was not checked out when it was opened and can just be closed. See second image below.

Indicators that a file is still "checked out" in a SharePoint library. 


In Adobe Acrobat, Go to File and SharePoint/Office 365 Server to find the option to Discard Check Out.

Internet Browser

  • To view a PDF saved on SharePoint, while accessing the site using a browser (e.g., Internet Explorer, Chrome, Edge), you have 2 options:
    • Open the file (click on it) and view it. It will usually open in a new browser tab, and the file is opened in a pdf reader built into the browser, or Adobe’s pdf browser addin/extension (depends on the browser).
    • Download the file. Depending on the browser, this option (in the top, responsive menu, or the actions menu) will trigger an automatic download or a dialog box asking if you want to download or save or open -- and what you see will depend on the browser you are using. Most will simply download the file.
      • After you download the file, if given the option, you will want to open it in your client viewer or application, or simply "Open with Adobe...". Your prompts and options will depend on the browser you're in, and the software and settings on your system.
  • Editing a file while using an internet browser requires that you download the file, edit it in Adobe Acrobat, and then replace the existing file that is on SharePoint with the newly saved file. There is no in-place editing if you initially opened the file using an internet browser.

Opening a PDF Saved on SharePoint Using Acrobat

  • If you wish to edit a PDF (assuming it's not scanned and/or you're making edits that write on top of the existing file -- like adding a text box) and wish to start by opening Acrobat Pro to browse to the file, you can:
    • Open Acrobat and select from Recent Files (if you've had it open before). This list will show SharePoint files and files on your computer/OneDrive.
    • Open Acrobat and select View All. This opens a type of file browser and gives you the chance to view Recent Files or browse through My Computer. Recent Files will show files on SharePoint, if you've opened them recently.
    • Open Acrobat and select My Computer. this opens the familiar File Explorer view for finding files. If you have SharePoint locations "pinned" in your Quick access area of the File Explorer, you can quickly jump to those locations and open a file that would not already be in Recent Files.

Different options for opening a file, starting in Acrobat Pro. 

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