How to Annotate a PDF

The “red pen” has gone digital. Whether you are editing a manuscript, reviewing a design proof, or grading a student paper, annotating a PDF is the standard way to provide feedback.

Annotations live on a layer above the document content. They don’t change the original text, making them perfect for non-destructive collaboration.

Common Annotation Tools

• Sticky Note: A small icon that expands into a text box. Best for general comments.
• Highlight: Yellow (or any color) overlay on text. Best for emphasizing key points.
• Strikethrough: Red line through text. Indicates “delete this.”
• Underline: Green or blue line. Indicates “check this” or “insert here.”
• Text Box: Type text directly on the page. Good for filling out non-interactive forms.
• Drawing Tool: Freehand pencil. Good for circling errors or drawing arrows.

How to Annotate in Adobe Acrobat Reader (Free)

1. Open the PDF.
2. Click the Comment tool in the right pane.
3. Select a tool from the toolbar (e.g., Highlighter).
4. Select the text or click on the page.
5. Type your comment in the sidebar.

How to Annotate in Preview (Mac)

1. Open the PDF.
2. Click the Markup Toolbar icon (pen tip).
3. Choose your tool (Shapes, Text, Signature, Sketch).
4. Annotations are saved automatically.

Best Practices for Collaboration

• Use Colors: Assign a different color to each reviewer so you know who said what.
• Reply to Comments: You can reply to a sticky note to start a thread, keeping the conversation contextually attached to the text.
• Checkboxes: In Acrobat, you can check off comments as you resolve them to keep track of your progress.

Conclusion

Mastering annotation tools speeds up the review cycle and prevents miscommunication. It turns a static document into a collaborative workspace.

Ready to streamline document reviews? Discover how MergeCanvas can help you manage document workflows. Start your free trial today.