How to Collaborate in Bluebeam Studio With Team Members Who Don’t Have Revu

Team members and colleagues who don’t have Bluebeam Revu are able to work together in a Bluebeam Studio Session or Project using our free PDF viewer, Bluebeam Vu. Vu lets users view and print PDF documents, fill out and save PDF forms, and even collaborate with others on documents in real time using our cloud-based collaboration solution, Bluebeam Studio™.

There are two sides to Studio: Studio Projects and Studio Sessions. Read on to find out which fits the collaboration needs of your team best and how you can participate in both as a Vu user.

Studio Sessions

Studio Sessions allows for PDF-based online collaboration in real time. While in a Studio Session, Vu unlocks many of the annotation and tool set features normally reserved for licenced users of Revu. You can take measurements and add comments, callouts, symbols and many other annotations to a PDF to communicate your thoughts to others participating in the Studio Session with you.

How Does a Studio Session Work?

While in a Studio Session, there is no need to check files in and out. All you need to do is click on a PDF to open it, even if other users have the PDF opened. All users in the Session can annotate and work on the same document, and everyone can see what others are adding or have added. A Record captures all user activity, including the user name and what they added, modified or removed from the PDF.


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Can Other Attendees Modify My Annotations?

A user’s annotations are fully protected by their unique Studio login, so only the user who added an annotation can edit or remove their annotation. No one else is able to alter them.

What If I Lose Internet Connectivity?

All annotations are added in real time and uploaded to the cloud as soon as you add them to the PDF, and if you lose connectivity to the Session, your annotations are safely stored in the cloud within that Session. Vu will even remember what PDFs you had opened and will restore them for you automatically, so you can pick right back up where you left off once connectivity is restored.

Studio Projects

Studio Projects is Bluebeam’s simple document management system that lets you store many different file types, including PDFs, Microsoft Office files and images, in the cloud. While using Vu to access a Studio Project, the PDF files in the Project can only be viewed. However, if there is a PDF document in the Project that you need to add annotations to, you can ask the Studio Project owner to add the PDF document to a Studio Session.

How Does the Studio Project Owner Add a PDF to a Session?

They can simply right-click on the PDF document and add the PDF to a new Session. Once it’s added, the Vu user can access that Session using either an invitation link or the Studio ID number. The annotation capabilities of Vu are unlocked while working on PDF documents in a Studio Session.

Can I Work With Other Project Files Stored in Studio Projects?

File types like Excel spreadsheets and Word documents can be checked out, edited locally in Microsoft Office and then checked back into the Project.

To work with non-PDF file types:

  • Right-click on the file and select Check Out. The file will now be listed in the Pending Changes section of the Project with a red check mark next to it.
  • Right-click on the file again and select Open to open the file in the native Microsoft Office application.
  • Edit the document in the Office application and save your changes as usual in Office.
  • Go back to the Studio Project, right-click on the file listed in the Pending Changes section and select Check In from the menu. During the check-in process, you can add comments, which will be added to the document’s Revision History. To view the Revision History, right-click on the document and select Revision History.

Your changes are now uploaded to the Project. Please remember these tasks are only for non-PDF documents because PDF annotation and editing in a Project is restricted when using Vu. Use a Studio Session to annotate the PDF.

Have you lost Internet connectivity while you had an Office document checked out? As long as the document was checked out and listed in the Pending Changes section, you can finish your changes and check the file back in when your connection is restored.

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