How do I edit PDF-documents in SharePoint/MetaShare?

As PDF-documents in Microsoft 365 are opened in the web browser, you will need to use one of the following methods to edit a PDF document in MetaShare and save the changes back to MetaShare.

Method 1 – Edit in the browser by adding notes or highlight important information

  1. Open the document.
  2. Edit the document by clicking on the “Edit” button, in the toolbar:
    Quick edit a PDF
  3. A new menu will now be shown on the left side of the document, with these options:
    Choose pen to edit in PDF
    • Click the pen to add notes
    • Click the highlighter to highlight information
    • Click the eraser to remove ink strokes
  4. When you are done with your edits, click on the “Save changes” button, in the toolbar:
    Save PDF changes
  5. The notes/highlights will now be saved in the document and the document’s version will be incremented with one version.

Note that you can change the colour and the thickness of the pen/highlighter by clicking on it a second time:
Change colour and thickness

Method 2 – Edit in the desktop client

This option is only available if you have deployed the “Adobe Acrobat for SharePoint and OneDrive” app in your tenant. Instructions for deploying the app: Deploy Adobe Acrobat for SharePoint and OneDrive.

  1. Open the document.
  2. Edit the document by clicking on the “Open” button, in the toolbar and thereafter the “Open in Adobe Acrobat” option:
    Option to open in Adobe Acrobat
  3. A new menu will now be shown on the left side of the document, with a few more options that available in option 1 above:
    Tools to use in Adobe Acrobat for SharePoint and OneDrive
  4. You now also have the option to open the document in the Desktop app that you have installed on your computer, by clicking on the “Desktop” button on the toolbar:
    Button to open in the Desktop App
  5. If you already have an installed desktop app, just click on the “Open now” button:
    Open in app or download first
  6. You will now be asked to allow the browser to open the desktop app. If you do not want to get this question every time you open a PDF in the desktop app, mark the checkbox:
    Allow the browser to open the Adobe Acrobat app
  7. Your Adobe desktop app will now ask you if you trust to open the file from SharePoint. Click on the “Yes” button:
    Trust the location where the PDF file resides
  8. You will now be prompted to check out the document, which you should (see the last section on this page for more information about this).
  9. Edit the document and save it.
  10. The document’s version will be incremented with one version.

Note that this option will not work if third-party cookies are blocked in the browser. Ensure therefore that third-party cookies are unblocked for the browser you are using.

Method 3 – Download the document, edit it in the desktop client and upload a new version

The good thing with this method it that the procedure is simple and it is not dependent on which browser you use. The drawback is that it requires a few steps:

  1. Download the document.
  2. Open the downloaded document in your PDF-application of choice.
  3. Edit the document and save your changes.
  4. Upload the edited document to the same workspace from where you downloaded the document. A recommendation is to filter on all the metadata values that the document was tagged with, by clicking on all its metadata values in the document view. This way you do not need to fill in the document form again. As the document already exists in the workspace you need to click on the “Add version” button, when being prompted that there is a file-name conflict:
    MetaShare's file-name conflict message
  5. The document’s version will be been incremented with one version.

Method 4 – Open the document from File Explorer, edit it and save it

If you can access your documents from the File Explorer, you can easily edit PDF-document by following these steps:

  1. Open the document from your File Explorer.
  2. If your document is located in network location, you will first be prompted to check out the document, which you should (see the last section on this page for more information about this).
  3. Edit the document and save it.
  4. The document’s version will be incremented with one version.

Required check-out when editing a document

  1. If you open a PDF document in the desktop app directly from SharePoint (method 2 or 4 above), you will be prompted to Check Out the document before editing it:
    Options when opening a SharePoint file from Adobe Acrobat
    • Check Out & Open (the default option): If you select this option the document will first be checked out, before it is opened. For other users to later be able to edit the document, you have to check it in when you save your document (you will be asked to do so when you save the document).
    • Open: If you choose this option you will be able to edit the document but when you save the document you will be prompted to first check it out, so it does not make sense to select this option if you already know that you will be editing the document.
  2. When you save the document you will be prompted to check in the document:
    When you save the document you will be prompted to check in the document
  3. During the check in, you will be prompted to select a version for the edited document:
    You will be prompted to select a version for the edited document