How to review a 200-page proposal more quickly with Adobe Acrobat Pro and AI-based document assistance

The arrival of a hundreds-page document can be quite overwhelming, especially if you have a deadline to review it. Fortunately, we have many programs to tackle situations like this, and one of them is Adobe Acrobat.

With Adobe Acrobat and its new AI assistant, you can save yourself many hours of reading and focus on the most important parts of your document. If you want to know how you can do it yourself, we explain it to you step by step.

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How to tackle a large document in three steps

Before you start, you will need to understand your document. To begin, you can use the generative summary feature. Here, Acrobat generates a brief summary of the document explaining what it is about and how it is organized.

• To do this, open the file you want to summarize with Adobe Acrobat on your computer.
• Click on the Generative summary button, as shown in the image.
• You can also use the Ask AI Assistant feature by selecting the button located in the upper right corner.
• When you do this, ask the assistant to summarize the document. You will also see that one of the default questions is Summarize this document, so click on it to do it quickly.

If you have accessed Adobe Acrobat from the browser, follow these steps:

• Drag the document to the Adobe Acrobat page.
• As before, click on the Generative summary button.
• You will also have the Ask AI Assistant feature available here to ask it to make a summary for you.

How to search for information in the document

Now that we have the summary, we can get a general idea of what the text is about. However, this is still insufficient if we want to address it in more depth. With the context provided by the summary, we can use the Ask AI Assistant function to help us find more specific information.

You can use the suggestions proposed by the Assistant itself or use your own questions, which is much more advisable. Here you should ask with a clear objective and always requesting references from the pages. A good prompt, for example, is not “summarize the contract in a few words,” but “list all payment conditions and indicate on which pages they appear.”

When the Assistant responds, click on the citations to verify that all the information is correct. Each response from the Assistant includes linked citations; click on each of them to have Acrobat take you to the paragraph they belong to.

Mark the important

When a quote seems interesting or important to you, you can always leave a comment to mark it and look for it later. To leave comments, go to the floating toolbar you will see on your right and click on the Add a comment. symbol. Then, select the part of the text you want to comment on.

Use different colors to organize yourself and know what each note is for. In addition to leaving comments, you can also highlight keywords if you ask the AI Assistant.

When finished, open the comments panel and there you will see a list of all the marks you have left throughout the document.

Extract unnecessary pages

In certain cases, you may need to remove pages to keep only the most important ones.

• Go to Edit > Organize pages (if you are using Adobe Acrobat in the browser) or to All tools > Organize pages (if you are using the desktop version).

• Next, you will see the pages of the document individually. From here, select the ones you want to delete and click on the trash symbol to permanently delete them.
• You can also split the content of the document to create a new one by selecting the pages and clicking on Split. Then, select Extract pages.

PDF Spaces: the solution for those with many documents

If you work daily with a large number of files (whether they are Excels, Word documents, or PDFs), the best thing you can do is use the PDF Spaces function. It is a place where you can gather notes, transcriptions, web links, and documents, without having to have all your things scattered around.

This space allows you to share it with others and control who can view, comment, or add files. Additionally, it also lets you summarize, compare documents, or generate new material, all from one place.

• To create a PDF Space, you just need to open Adobe Acrobat from your browser and go to the Student Spaces/PDF Spaces tab.
• Once there, click on Create a PDF Space. Finally, you just need to start adding your files by dragging them.
• PDF Spaces also has an integrated AI Assistant, so you can use it to ask about your documents, create summaries, and more.

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