Comments and other PDF mark-up

Working with an annotated PDF

The PDF has been returned by the proofreader and the file is covered in comments and pop-up boxes. What is the next step?

Some of the comments are queries that need to be addressed before amending the originating document. Others are corrections that need to be implemented. Some of the points raised by the proofreader need to be looked at by more than one person before finalizing the document.

See Working with Adobe Reader – Tools, Marking up with Drawing Markups, and Marking up with Annotations to review the various tools the proofreader will have had access to when working with Acrobat or Adobe Reader.

Taming the view

Whether the PDF shows a welter of pop-up notes obscuring the text (and each other) or not will depend upon various default settings and behaviours. The behaviour of the pop-up notes and the Comments List is controlled by the options selected in the Preferences dialog box (Edit menu → Preferences → Commenting; Figure 1).

The Commenting options available in Acrobat's Preferences

Figure 1. The Commenting options available in Acrobat’s Preferences.

 

Accepting or deleting comments

There are several methods to do this. The one you chose will depend on what works for you and on how many other people may need to work on the same file after you.

The simplest method of accepting or deleting an annotation is probably to select the annotation or mark-up, and then right clicking. This will bring up a context menu with several options, one of which is ‘delete’. This method works when the Comments List is closed (Figure 2) and when the Comments List is open (Figure 3).

The context menu for a selected text annotation (Comments list off)

Figure 2. The context menu for a selected text annotation (Comments List off).

Note: 1=Comment button; 2=selected comment’s pop-up context menu.

The context menu for a selected text annotation (Comments list on)

Figure 3. The context menu for a selected text annotation (Comments List on).

Note: 1=Comment button; 2=selected annotation’s pop-up context menu; 3=content of the selected annotation’s pop-up note in the Comments List.

Alternatively, with the Comments List open, you can select a text annotation or mark-up and right-click to bring up another context menu: the options include reply, delete, and set status. If you chose set status, a sub-menu appears with a list of options including ‘Accepted’ and ‘Cancelled’ (Figure 4).

The Comments List and the context menu for a selected text annotation in a marked-up PDF.

Figure 4. The Comments List and the context menu for a selected text annotation in a marked-up PDF.

Note: 1=Comment button; 2=selected annotation is highlighted in the text; 3=selected annotation highlighted in the Comments List with context menu.

Please note: The images used in this post include Adobe product screenshot(s) reprinted with permission from Adobe Systems Incorporated.

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