Learning how to annotate a PDF is easy; all you need is the right annotation tool, like PDF.net, to add comments, highlights, and other markups to your document. Once you learn how to do this, you can easily collaborate on documents, provide feedback, or simply add notes to files without changing their original content.
Whether you’re a student or a professional, knowing how to annotate a PDF will help you save time and enhance productivity. So, in today’s article, we’ll discuss the different types of annotations you can make and outline the step-by-step process for annotating PDF files.
Let’s start!
How to Annotate a PDF File in 3 Easy Steps
To annotate a PDF file, you have to upload your document to a PDF markup tool and then select the type of annotation you want to make.
Here’s how to annotate a PDF file in three easy steps using PDF.net:
#1. Open Your Annotation Tool
First, you need to open our annotation tool and upload your PDF document; to do this, simply click Choose file and select the PDF you want.
#2. Annotate the PDF - Add Comments, Highlights, and More
After your document loads, you can start to annotate the PDF using the different tools on the left sidebar. Thanks to the built-in tool that tackles text annotation for PDFs, you’ll be able to add comments, draw on the document using the Marker tool, and emphasize specific sections.
If you want to highlight text in the PDF instead of drawing, you can select the Highlighter tool. You can also change the color of the marker or highlighter by selecting one of the color options provided or by clicking on the color wheel to choose a custom shade.
On the other hand, if you want to annotate larger sections of text all at once, you can adjust the size of the marker or the highlighter by clicking and dragging the slider bar below the Eraser tool.
Once you settle on the right marker thickness, you can annotate the PDF by drawing directly on the document.
If you make a mistake during this step, don’t worry, as you can easily remove annotations from the PDF by selecting the Eraser tool and tapping on the section you want to edit.
#3. Review Your PDF File
After adding all your annotations, you can review your PDF file to ensure that there are no stray markings or highlights that can confuse the reader. When everything looks good, click on the Download button in the upper right corner.
Before downloading your file, you can even change its file name and format; our tool supports PDF to JPG, PNG, and DOCX conversions.
After selecting your preferred format, click Download and get your modified file.
4 Different Types of Annotations
Now that you know how to annotate PDFs, it’s time to learn about the different types of annotations you can make, from text-based to markup-based.
Let’s discuss each type below:
#1. Text-based annotations
Text-based annotations, like comments, highlights, and sticky notes, are the most common annotations you’ll find on documents. If you want to add notes to a PDF for your reference, you can place sticky notes beside the section you want to comment on.
PDF comments, on the other hand, are great for asking for or leaving feedback and encouraging collaboration in teams. Meanwhile, PDF highlighting can be used to emphasize important sections in the text without changing its original content.
#2. Markup-based annotations
PDF markup-based annotations like shapes, drawings, lines, and arrows can be used to highlight the visual elements in the document. For instance, you can point out an important detail in a graph by adding shapes to the PDF to grab the reader’s attention, then leave a brief comment explaining the annotation.
#3. Stamps and signatures
Another way to annotate PDFs is by using stamps and signatures to show that you reviewed or authorized the document’s content. Some PDF markup software allows you to create digital stamps that say “Approved” or “Reviewed” that you can use to annotate the document, which can be especially useful with files that need multi-level approvals.
While you can also sign PDFs digitally, editing or even annotating the PDF afterward can invalidate its eSignature. So, if the text in the document isn’t final yet, you can use a signature annotation to show that you approve of its current version.
#4. Other interactive annotations
In addition to the usual annotations, you can also add interactive annotations like links, embedded multimedia, and form fields to a PDF file.
For instance, if you are working on a group research project and want to reference external papers, you can highlight the relevant information and annotate the PDF document with a clickable link so other members can view the source of the data.
How to Edit and Modify Annotated PDFs
To edit and modify annotated PDFs, you can use PDF.net’s full suite of editing tools. With our complete PDF editor, you can delete or modify existing annotations on PDFs in a few simple clicks.
To delete existing annotations, select the Eraser tool and right-click on the annotation you want to remove. If you need to move an annotation, however, all you need to do is click and drag it to the new location. You can also adjust the size and position of highlights, text boxes, and stamps with a simple drag-and-drop functionality.
How to Share PDF Annotations When Collaborating
To share PDF annotations when collaborating, you need to share the document using PDF.net’s annotation tool. Once you upload your file into our tool, it is securely stored on our servers, and you can easily send it to clients or peers.
After they sign up on our platform, they can annotate the PDF and leave comments, highlight text, or make suggestions without actually editing the document. Being able to share and collaborate on annotated PDFs can help teams streamline communication and reduce misunderstandings due to undocumented file changes.
Troubleshooting Common PDF Annotation Issues
When you annotate PDFs, you may encounter some common issues like incorrect placement, overlapping annotations, and annotations that won’t save, so here’s how to troubleshoot them:
#1. Incorrect Annotation Placement
Annotating PDFs using a touchpad or a mouse can be tricky, and you can place the annotation in the wrong location by accident. Fortunately, this common issue has an equally common fix; just erase the annotation you initially made. Afterward, you can add a new one in the right place.
#2. Annotation Not Saving
Some users find that their annotations disappear, and this issue is often caused by the file not saving properly after annotating the PDF. If you use an offline annotation tool, it’s important to always save your changes and review all the annotations you made before closing the file.
When you annotate PDFs online, your changes are automatically saved and you can review your file before closing to confirm whether all your annotations are on the document.
#3. Overlapping Annotations
Having multiple highlights, comments, or sticky notes on a document can cause overlapping annotations and make it difficult for you or your collaborators to read the original text. This is especially common when annotating a PDF that’s shared with several people.
To avoid confusion and ensure that all annotations are readable, consider using a different color for each person and grouping all related comments in the same area. Also, some PDF tools allow you to temporarily hide some comments so you only see what you need.
Effortlessly Annotate PDFs with PDF.net
Whether you’re reviewing contracts or collaborating on reports, you can rely on PDF.net to effortlessly annotate your documents in seconds. With our online PDF editor, you can highlight text, draw shapes, and leave comments on files with no downloads necessary.
Our tool also uses advanced HTTPS encryption to keep your files secure, so you can confidently upload important documents and data without worrying about data leaks. With its user-friendly design and convenient, multi-device compatibility, PDF.net is the quickest way to modify your documents with zero hassle.
How to Annotate PDF FAQ
#1. How do I annotate a PDF without Adobe?
To annotate a PDF without Adobe, you need PDF annotation tools like PDF.net that allow you to add comments within the document without altering its content.
#2. Can I annotate a PDF on my phone or tablet?
Yes, you can annotate a PDF on your phone or tablet using PDF.net’s online annotation tool. As PDF.net is cloud-based software, you can use our tool on any device as long as you have a stable internet connection.
#3. How do I delete annotations in a PDF?
To delete annotations in a PDF, simply upload the document to an online editor like PDF.net, select the annotations you want to erase, and then click Remove. Afterward, you can download your modified file or make new annotations.