ADOBE ACROBAT X PRO: USING COMMENTING & MARKUP TOOLS Acrobat X Pro allows users to easily create comments (such as notes, highlights, stamps or other markups) on PDF documents. This can allow for better communication and version control when collaborating with others on documents. In this tutorial you will learn to: • Identify the annotation and commenting tools • Use and edit sticky notes to provide comments • Edit text using annotation tools • Use the stamping tools to designate document status • Use the Comments List to find and respond to comments

The Comment Pane The Comment Pane includes tools for Annotations, Drawing Markup, Review and the Comments List panels. It is the easiest way to access all the tools you need to review and markup a PDF document. Annotations - include tools for adding sticky notes, highlighting text, inserting text and more.... Drawing Markups - use these tools for adding text boxes, callouts or graphic shapes and drawings. Review - this panel gives you quick access to collaborative reviewing features such as email. Comments List - this panel shows you a summary of all annotations and markups on the document. You can sort, filter and locate comments by type, reviewer, date or status.

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Overview of Annotation Tools Annotations are used to provide a specific markup on sections of text within the PDF document. These tools allow you to highlight, insert, underline, or cross out text digitally, like you would on a paper. Note: Pop-up notes show the date and time of each annotation and provide room for your comments. They can be minimized.

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Using Sticky Notes Insert comments at a specific location in your document using the sticky note tool. Sticky notes are good for long or short comments that refer to the document generally. To get started: Start Acrobat X Pro and open the document to review. (1) Open the Comment pane and expand the Annotations Panel. Select (2) the Sticky Note Tool, and click (3) on the document where you want to place the note. (4) Type text in the pop-up note. Note: You can copy and paste text into the note. You can also reposition a note by dragging it to a new location. (5) The comment is added to the Comments List on the right. Note: the name of the person making the comment appears in the Comment List and pop-up box.

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Editing, Deleting & Changing Properties of Sticky Notes To edit a sticky note (1) double-click the sticky note icon in the document and make your changes. To change text styles, (2) select the text in the note, and then right-click the text and select (3) Text Style. When you finish, (4) click the minimize button in the upper-right hand corner of the pop-up. Note: Want your note to be bigger or smaller? Use the guides (marked in previous image) to expand or decrease your note.

To edit the properties of a sticky note, (1) right-hand click on the sticky note icon and (2) select Properties to edit the appearance of the note or note icon. You can also remove notes in this menu by selecting (3) Delete. Note: You can also delete notes by selecting them in the document and choosing delete on the keyboard.

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Replacing Text with Annotation Tools When you review a document you can use Annotation tools to make very specific change requests within the text. This allows you to provide very detailed feedback to the document author(s). Each annotation is added as a comment in the Comments List, making them easy to review by all document collaborators. To replace text: Select the text you want to replace in the document, and (1) choose the Replace tool from the Annotations Panel. (2) The selected text will automatically be crossed out. (3) Type the replacement text in the pop-up note. You can also find the note in the (4) Comments List. To edit a this note later, double-click the replaced text in the document and make your changes in the pop-up. To close the pop-up, (5) click the Minimize tool.

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Highlighting Text with Annotation Tools (1) Select the Highlight Text tool from the Annotations Panel. With the cursor (2) select the text you want to highlight. (3) Double-click the highlighted text to open the note pop-up and add a comment about the highlighted selection.

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Stamping Documents

If you are sharing a document back-and-forth with reviewers the Stamp tool can help you track the status of the document. Acrobat has preset and custom stamps that you can apply. • • •

Dynamic (or document status) stamps include - Revised, Reviewed, Received, Approved, and Confidential. Business stamps include - Approved, Confidential, Draft, Final, Void, etc. Sign Here stamps include - Initial Here, Sign Here, etc.

To use a Stamp, (1) select the Stamp tool from the Annotations Panel. (2) Select a specific Stamp from the menu by clicking on it. (3) Position the Stamp on the document and click where you want the stamp to appear (see picture on next page). Note: With Dynamic Stamps you may be prompted to establish your identity so your name will appear with the stamp.

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Using the Comments List You can view all the comments in a document by opening the (1) Comments List panel. You can sort through the list by reviewer or type of comment. To use the Comments List click on any comment in the list to view it in the document (the document will scroll to bring you to that comment). Here are some of the other features of the Comment List: (2) Search - find a comment by keywords (3) Sort - allows you to sort by comments type, reviewer, status (4) Filter - selects only comments that match a type, reviewer, status

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Responding to Comments

To reply to a comment, open the Comments List and (1) select the black arrow next to the comment you want to reply to and choose Reply from the menu. (2) A box will open for you to add your reply.

Additional Resources http://acrobatusers.com/acrobat-training

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