PDF Document Annotation—Discover the Hidden Features You Missed Out

Part 1. How to Annotate a PDF Document On Windows and Mac

Are you looking for the perfect software to annotate PDF documents on your Windows and Mac PCs but can’t seem to make a decision about which one best suits your needs? Well, we’ve got three options for you, and you can choose any one of them for digital reviewing.

1. Afirstsoft PDF

Nothing is better than software that has a simple user interface so that even nomads in tech lands have no problem using it. If you think the same way, Afirstsoft PDF is what you need. So, let's explore the step-by-step instructions for using this tool to annotate your PDF documents within minutes.  

Step 1. Download & Install Afirstsoft PDF

First things first! You need to install the Afirstsoft PDF on your PC. Simply head to their website, choose a Windows or Mac version, and click to download the software. Next, click the installer file to install it and then launch the program.

Step 2. Open PDF Document

The next step is to import your PDF document into the Afirstsoft PDF dashboard. To do this, click + or click File > Open, go to the location of the file, select it, and press Enter. Next, click the Comment option at the top toolbar, where all the magic happens.

Step 3. Use Annotation Tools

1. Click Highlight, choose a color from the drop-down list, and select the text on the PDF.
2. Do the same for the Underline, Strikethrough, and Tilde options.

3. Now click any of the highlighted, crossed out, or underlined text, right-click, select Open Pop-up note, and type in your explanation to add it as a sticky note.

4. Furthermore, click the Stickers option and use more than 100 stickers under 12 different categories to add pointers, numbers, and other shapes to the document.  

5. Next, click the Comment List icon at the left toolbar, and you will see all annotations done to the PDF for better management.

6. Finally, click File and save the file on the Cloud or on your computer or export it in various file formats.

2. Adobe Acrobat Reader

Adobe Acrobat Reader is one of the most preferred Windows and Mac desktop software for annotating PDF documents. Here’s how:  while working on a Windows or Mac PC, just follow the below steps and be done with it in no time.

Step 1. Download & Install Acrobat Reader

First, go to the Adobe Acrobat Reader site and download the Windows/Mac version of the software on your PC. Next, click the downloaded file and follow the on-screen prompts to install it.

Step 2. Open PDF Document

In this step, launch the Adobe Acrobat Reader on your PC, then click View > Open to import your PDF file to the reader.

Step 3. Start Annotating

1. Click the highlight tool located in the left toolbar, select a color, and click and then drag over the area to highlight it. The process is the same when you select the Underline or Strikethrough options.
2. Next, click the highlighted, crossed out, or underlined section, right-click on it, click “Open Pop-Up note, and leave your feedback. You can also click the Comment tool, choose Add a comment, and type in your views as a sticky note.
3. Choose the text callouts from the left toolbar, click on the text where you want to place it, pick the font color and style, and write your suggestion to save it on the file.
4. If you want to interact more while annotating PDFs, click the Drawing tool > Draw, and use the freehand drawing in any color anywhere in the document. There are also a few shapes (rectangles, lines, circles, and more) that you can use for better engagement.   
5. Another thing you can do is to let others know who annotated the PDF file by adding your own signature. Doing this is easy; click the Signature tool, write your name, and it will appear as a signature, which you can place anywhere in the document.

6. Finally, save the annotated PDF file by clicking Menu > Save As or convert it into Word, Excel, or PowerPoint format.

Note: Adobe Acrobat Reader has an Online PDF tool you can utilize to annotate PDF documents using any browser without needing to download the software. It has the same annotation tools found in the desktop app.

3. Preview

Annotating a document in Preview on your Mac is quick and easy. Here's a step-by-step guide to help you make the most of this powerful tool.

1. Double-click the PDF or image file you want to annotate.
2. By default, it should open in Preview. If not, right-click the file, choose Open With, and select Preview.
3. Click on the Markup Toolbar button in the top right corner (looks like a pencil), and this will display all the annotation tools available to you.
4. Select the Text tool (highlighted "Aa" icon). Drag your cursor over the text you want to highlight. Click the Highlight button (pen icon) in the Markup Toolbar and choose your desired color from the options.
5. Now click the Highlight icon, and choose either the Underline or Strikethrough to apply the effect.
6. Next, click on the Note icon in the Markup Toolbar (it looks like a speech bubble). Click anywhere on the document to place it, and you'll see a yellow box where you can type your comment. Move it around as needed.
7. Select the Sketch or Draw tool from the Markup Toolbar and use your cursor to draw directly on the document. It is perfect for adding shapes, lines, or freehand notes.
8. Click on the Shapes tool (square and circle icon) in the Markup Toolbar. Then, choose from various shapes, like rectangles or arrows, and place them on your document.
9. To add a signature, click on the Sign button (it looks like a signature), then create or select your signature to put it on the document.
10. Finally, save the changes made to your annotated document.

Part 2. How To Annotate a Word Document 

Microsoft Word has all the necessary tools to review the text with comments, highlights, and shapes.

So, how do you annotate a document in Word? Here are the steps:

Step 1: Open Your Document

Start by opening Microsoft Word and loading the document you want to annotate. Do this by clicking File from the top menu, then Open, and choosing your file.

Step 2: Access the Review Tab

Navigate to the Review tab on the top ribbon and click on it. This tab contains all the tools you need for annotating.

Step 3: Add Comments

1. Highlight the section of the PDF on which you want to add a comment.
2. In the Review tab, find the “New Comment” button and click it to see the comment box on the right side of the document.
3. Enter your note or feedback in the comment box to explain your thoughts or provide additional information about the highlighted text.

Step 4: Highlight the Text

1. First,highlight the text.
2. In the Home tab, locate the Text Highlight Color button, usually there in the form of the highlighter icon.
3. Now, choose a color from the dropdown menu, and the selected section of the text will be highlighted in that shade.

Step 5: Add Shapes

1. Click the Insert tab.
2. Click Shapes, and a drop-down menu will open.
3. Here, select arrows, rectangles, circles, boxes, or whatever shapes you want to use for annotating the document and place them on the specific part of the text.

Step 6: Track Changes

1. In the Review tab, click on “Track Changes” to turn on this feature. This will record all annotations made to the document.
2. As you make edits or add comments, Word will mark these changes, which is useful for collaborative work where you need to check who made specific changes.

Step 7: Review Annotations

1. Use the “Previous” and “Next” buttons in the “Review” tab to move through the comments in your document.
2. Once a comment has been addressed, click on it and select “Resolve” to mark it as handled.

Step 8: Save Your Document

Once you’ve finished annotating, make sure to save your document. Click File, then Save or Save As if you want to keep a copy with annotations separate from the original document.

Part 3. How To Annotate a Document In Google Docs

Annotating a document in Google Docs is quite easy, even if you are a new user. Do these steps:

1. Go toGoogle Docs.
2. Sign in with your Google account, then open an existing document or create a new one.
3. Click the text section and then drag the cursor for annotation.
4. With the text highlighted, click on the + button that appears on the right side of the document. Alternatively, go to the top menu, click Insert, and then click Comment.
5. Type your annotation or feedback in the comment box.
6. To make suggestions instead of direct edits, click on the pencil icon in the top-right corner of the document and select Suggesting.
7. Now, any changes you make will appear as suggestions, with the original text crossed out and your changes highlighted. The document owner or collaborators can accept or reject these suggestions.
8. Select the text.
9. Click the highlighter pen. Then, choose a color to highlight the selected text.

10. Once your annotations are complete, click Share (top-right corner).
11. Type in the email addresses of the members you want to send the document, set their permissions (View, Comment, or Edit), and send the invitation.

Part 4. Annotate Documents on iPad

You can use the Notes app on your iPad to annotate PDF documents with ease. Below are the steps:

1. Open the PDF you want to annotate. This can be done from the Files app, Mail, Safari, or any other app that supports PDF viewing.
2. Tap Share (square with an arrow pointing up).
3. In the Share menu, select Notes. Choose the note where you want to save the PDF or create a new note, then tap Save.
4. Open Notes on your iPad, then go to the note that contains your PDF and tap again to open it.
5. Tap the Markup icon (a pencil tip in a circle) at the top right corner to activate the annotation tools.

6. Draw or write directly on the PDF using your finger or Apple Pencil. Select different colors or line thicknesses by tapping the pen or pencil tool.
7. Use the highlighter tool to emphasize text using different colors.

8. Tap the + icon and select Text to add a text box. Type your notes or comments, and drag the text box to position it where needed.
9. Tap the + icon and choose Shapes to add rectangles, circles, arrows, or lines.

10. Lastly, tap Done in the top left corner to save your changes within the note.
11. To share your annotated PDF, tap the Share button and send it via Mail or messages, or save it to Files or other cloud services.