SharePoint Online – O365: How to Edit PDF File in SharePoint Online library

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Today, we will learn how we can edit the PDF files from the SharePoint Online site. I will walk you through the process in this tutorial.

Table of Contents

  • Introduction
  • Challenges that we had in PDF editing from SharePoint?
  • Advantages of editing PDF from SharePoint Online.
  • How to configure and integrate the Adobe Document Cloud with SharePoint Online?
  • A practical example of PDF editing.

Introduction

We know that Microsoft is continuing to change their products one after another and version to version. In that context, Office 365 is no exception. One of the things about Office 365 is that it changes all the time. The much-awaited recent changes (June 2019) are that now we can modify the PDF from SharePoint Online itself – which is a piece of awesome news to many SharePoint Online users like me. Microsoft and Adobe have worked together to make PDF files work better with SharePoint Online.

Challenges we had in PDF editing from SharePoint

Earlier, the problem was that PDF files needed to be downloaded from SharePoint Online to the local workstation to work with and then, uploaded back to SharePoint. This was a traditional way of working with PDF editing. Despite being able to work with PDF files in SharePoint on-premises libraries, the lack of support for the same functionality in SharePoint Online has been a source of frustration for users and tenant administrators alike.

Advantages of editing PDF from SharePoint Online

But now, if you install the new file handler, named as the Adobe Document Cloud PDF Experience for Office 365, things get much smoother for PDFs. This is designed to deepen the integrations with SharePoint and OneDrive.
Now, you can do inline commenting, drawing, and highlighting the selected text, and much more stuff. The Adobe Document Cloud also now supports single sign-on with Azure Active Directory which is an awesome feature – this establishes seamless connectivity between SharePoint Online and Adobe Document Cloud, which is dramatically simplifying the log-in and avoiding the multiple account sign-ins.

How to configure and integrate the Adobe Document Cloud with SharePoint Online?

Now, I will explain how this can be done.
 Adobe Document Cloud PDF Experience for Office 365
Adobe Document Cloud PDF Experience for Office 365
Click on the “Get IT NOW” button. You will get the following registration page.
GET IT NOW -  Adobe Document Cloud PDF Experience for Office 365
GET IT NOW –  Adobe Document Cloud PDF Experience for Office 365
If you are already logged in to your SharePoint Online environment, this will pick your tenant account details automatically. Then, you can see the message at the bottom of the page like ”You are signed in as )> – but if you are not signed in to your SharePoint Online environment, you need to fill up the required fields.
Name:
Work Email:
Phone Number:
Finally, you need to select the terms and conditions (checkbox) – then click on the “Continue” button.
Terms and Conditions - GET IT NOW -  Adobe Document Cloud PDF Experience for Office 365
Terms and Conditions – GET IT NOW –  Adobe Document Cloud PDF Experience for Office 365
After clicking on the “Continue” button, we need to wait for some time. On the screen, we can see the below progress bar dots – “taking you to Adobe Document Cloud PDF Experience for Office 365 to complete this process”
Taking you to Adobe Document Cloud PDF Experience for Office 365 to complete this process
Taking you to Adobe Document Cloud PDF Experience for Office 365 to complete this process
After some time, we’ll get this window.
Permission Requested in Adobe Document Cloud
Permission Requested in Adobe Document Cloud
Select the checkbox, consent on behalf of your organization in Permission Requested in Adobe Document Cloud
Consent on behalf of your organization - Permission Requested in Adobe Document Cloud
Consent on behalf of your organization – Permission Requested in Adobe Document Cloud
Click on the “Accept” button.
Notes
  • The above checkbox says – if you select this checkbox, no individual users from your tenant will be prompted with this agreement message. By checking this, basically, you are installing this product on behalf of your organization – this is cool stuff.
  • After clicking on the “Accept” button again, it will show the installation status bar (dots) like below and we need to wait for some time.
  • Permission Requested in Adobe Document Cloud - Consent on behalf of your organization
    Permission Requested in Adobe Document Cloud – Consent on behalf of your organization
Finally, we’ll land into this page – “Deploy the Adobe PDF experience to your organization”.
Deploy the Adobe PDF experience to your organization
Deploy the Adobe PDF experience to your organization
Click on “Deploy as an Administrator“.
We’ll get the below screen.
Deploy as an administrator - Deploy the Adobe PDF experience to your organization
Deploy as an administrator – Deploy the Adobe PDF experience to your organization
Here, we need to click on the “Deploy with Consent” button.
Now, we’ll get the login screen to Microsoft Online.
Deploy with consent - Deploy the Adobe PDF experience to your organization
Deploy with consent – Deploy the Adobe PDF experience to your organization
Notes:
If your account displays here, select it and proceed further for login; otherwise, use the “Use another account” option for a fresh login.
Now, we’ll get the below screen where we need to click on the “Accept” button from the “Permissions requested Accept for your organization”
Accept in Permissions requested Accept for your organization
Accept in Permissions requested Accept for your organization
Now, we’ll see a progress bar (dots) in the “Permissions requested Accept for your organization” page Wait for some time.
Progress bar in the Permissions requested Accept for your organization
Progress bar in the Permissions requested Accept for your organization
And finally, we’ll be landing on the below page with a message. The message says even though the file handler is deployed successfully, it might take 24-36 hours to get this functionality available due to the infrastructure caching.
“File Handler Deployed successfully. Please be aware that Microsoft Infrastructure caching typically delays this functionality from showing up within OneDrive and SharePoint for 24-36 hours”
File Handler Deployed successfully. Please be aware that Microsoft Infrastructure caching typically delays this functionality from showing up within OneDrive and SharePoint for 24-36 hours
File Handler Deployed successfully. Please be aware that Microsoft Infrastructure caching typically delays this functionality from showing up within OneDrive and SharePoint for 24-36 hours
For additional (optional) settings, scroll a little down until you get the below section.
Manage Users, Verify Installation - Deploy the Adobe PDF experience to your organization
Manage Users, Verify Installation – Deploy the Adobe PDF experience to your organization
Scroll a little more on the page. We’ll get the “You’re Finished” message. Boom, we are done!!!
“You’re Finished! Start using the integration through office 365, My Office 365”
You're Finished! Start using the integration through office 365, My Office 365
You’re Finished! Start using the integration through office 365, My Office 365

A practical example of PDF editing

Now, navigate to your SharePoint site through Office 365 root navigation, like below.
Access SharePoint from Office 365 Admin Center
Access SharePoint from Office 365 Admin Center
Or
Directly browse any of your SharePoint Online sites where PDF files are stored.
Select the PDF file as below and navigate as per the below screen. You will see a new option at (4) “Open in Adobe Document Cloud”.
SharePoint PDF file - Open in Adobe Document Cloud
SharePoint PDF file – Open in Adobe Document Cloud
Do some modification to your PDF file for testing it.
Modify PDF file in SharePoint Online
Modify PDF file in SharePoint Online
Open the same file from the browser to verify if the changes are saved. And, we are done with the walk-through.
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 And also, we can see the below additional Adobe plugin for MS Office file (given example as a Word file).
Adobe Document Cloud, Create PDF by Adobe in SharePoint Online
Adobe Document Cloud, Create PDF by Adobe in SharePoint Online

Summarize – what we had here?

Thus, we have learned the below topics from this tutorial.
  • Introduction to PDF editing from SharePoint Online.
  • Challenges we had in PDF editing from SharePoint
  • Advantages of editing PDF from SharePoint Online.
  • How to configure and integrate the Adobe Document Cloud with SharePoint Online
  • A practical example of PDF editing.

References

  • https://techcommunity.microsoft.com/t5/Microsoft-SharePoint-Blog/New-updates-to-Adobe-Document-Cloud-show-the-power-of/ba-p/698018?_lrsc=dda46c83-e56f-43b7-87b3-f77de46302c1
  • https://www.petri.com/sharepoint-online-smartens-pdf-handling-adobe-document-cloud

See Also:

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