Accessing Paperless Meeting Documents (Android)V2 · Accessing Paperless Meeting Documents (Android 4.4 KitKat) ... The PDF meeting document, along with any comments and annotations

Lizzie Gadd and Pranay Pancholi

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Paperless Meetings - IT Change Project [v2 June 2014]

Accessing Paperless Meeting Documents (Android 4.4 KitKat) You will typically receive a link to the meeting documents required ahead of the meeting by email. Whilst there are over 2,200 wireless network access points across the campus, it is strongly recommended that meeting documents are saved to your computer in advance of the meeting ready for your comments, additions and annotations. It is recommended that paperless meeting documents are created in the industry standard Adobe PDF document format, which is accessible from a wide variety of computers, tablets and mobile devices. There are a number of features in Adobe software, which helps with access to meeting documents. These are slightly different when used on different computer Operating Systems or on mobile devices; eight main topics are explored below. The Google Android products have a built in PDF document reader; however it is not as feature rich as the Adobe PDF Reader, this is freely available to download in the Google Play Store.


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Adobe Reader can be launched by selecting the application; however to load PDF documents they have to be downloaded and ‘opened in’ Adobe Reader.

When receiving a link to a PDF document, click on the web link.


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Next, select Chrome to complete action.


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Enter your username and password and click GO.


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The PDF document will be downloaded onto your device and appear in your notification pull-down window as download complete. From the notification window select the downloaded PDF document.


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Select Adobe Reader and tap Always to make this the default application to open PDF documents.


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The downloaded PDF document will then be opened in Adobe Reader and saved to the Adobe Reader local storage on your Android device.

1. Scrolling The simplest way to navigate the document is to use the scroll bar to the bottom of the application; this will allow you to step through the document, the current page is shown and page thumbnails appear as you scroll. Note: Scroll bars may not appear for smaller documents!


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2. Bookmarks Bookmarks are created within a PDF document to make navigation to the various sections of a document an easy task. Select the bookmark icon to the right of the scroll bar. Your meeting secretary should have added bookmarks for you to select, you do this by simply clicking on the bookmark required.

3. Links Links are similar to bookmarks, except instead of a list of bookmarks on the screen, they are associated with text. These are not visibly shown in the current version of Adobe Reader on Android; however they still work if you single tap on the agenda items.


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4. Find Another way to navigate the document is to search for a key piece of text that you want to find. Selecting the magnifier tool in the top right corner will bring up a find window to search the meeting document.


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5. Page View Adobe PDF documents can be resized and for detail one can zoom in on an image or diagram using standard Android gestures. The View Modes option is available from the extras icon on top right on the screen.

Depending on your preferences, the document can be displayed as a continuous following document to be scrolled, or can be displayed as discrete pages and also offers a contrasting Night Mode.


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6. Annotations and Comment

One of the most powerful features of the Adobe Reader software is the ability to annotate and comment on the meeting documents. When downloading a copy of the meeting documents, your annotations and comments will be saved with the document when you close it. This is one of the reasons why it is important to save a copy of the PDF document on your computer or tablet to avoid annotating everyone’s meeting documents on the group workspace. There are several key annotation and comment features, which are available across all platforms. Select the Comment menu option at the top of the screen, it is the second one along and is an icon of a speech bubble and pen.


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6.1. Sticky Note

The Sticky Notes icon, allows one to place a virtual Post-It note on the document at a specific location with notes to be added. To display the notes, simply click on the yellow speech bubbles in the document, which will toggle the text based notes. This facility is often used for document comment and markup; however is very useful when reviewing meeting documents to prepare thoughts and comment to be raised.


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6.2. Highlight Text

The Highlight Text icon is a simple version of the traditional fluorescent highlight marker. Simply highlight text to turn it bright yellow using this tool.


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Tap over the highlighted text to change the colour and opacity.


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6.3. Strikethrough

The Strikethrough Tool will place a red line through text in the document, useful to draw attention to a piece of text, which is redundant. This facility is often used for document comment and markup; however is very useful when reviewing meeting documents to prepare thoughts and comment to be raised.


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Tap over the strikethrough text to change the colour and opacity.


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6.4. Underline

The Underline Tool will underline a piece of text with a green underline. Simply highlight the text to underline and use this tool. This is really useful to highlight specific pieces of text in a different manner to the highlight tool.


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Tap over the underlined text to change the colour and opacity.


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6.5. Add note to text

The Add note to text tool, is a combination of the highlight and sticky note tools, allowing a specific section of text to be highlighted with a specific comment associated.


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Tap over the inserted text to edit text, font and colour.


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6.6. Draw free form

The final common tool is the free form drawing tool, which can be used to draw a diagram, annotate or add information to the document. Once you have completed the drawing annotation, click Save to return to the tool page and Done to return to the main document.


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Tap over the drawing to edit thickness, colour and opacity.


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7. Output Options The PDF meeting document, along with any comments and annotations are stored on the Android device. If you want to move or save this document elsewhere, select the extras menu, fifth along at the top of the screen and select Share.


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This will provide options to share the document using supported applications installed on the Android device.


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8. Document Management Clicking back to < Documents will display the Adobe Reader Documents menu where all the saved documents in the Android cache are accessed from. Documents can be searched and loaded by a tap.


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By long holding onto a file it will present options to: Export from PDF (not available without subscription), Delete document, Share document and the more options will allow Save to Acrobat.com, Move, Rename and Duplicate the document. It is recommended that all meeting documents are downloaded to the Adobe Reader software before the meeting.

Please contact IT Services on 01509 222 333 or by email [email protected] if you have any additional questions.