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Using Acrobat Comment and Markup tools
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Text-editing tools
Provide specific markup on sections of text by using the text-editing tools. The tools allow you to highlight, insert,
underline, or cross out text digitally, much as you would edit on paper. Standard editing symbols correspond to the
use of each tool so anyone reading your edits can quickly determine your intent.
Pop-up notes associated with the tools show the date and time of the edit and provide room for your comments. They
can be minimized to avoid unnecessary clutter.
Replace Selected Text
Show places where text should be replaced and provide alternate text in a pop-up note.
Highlight Selected Text
Cause text to be highlighted yellow. Note: The Highlight Text tool is also available on
the main Comment & Markup toolbar.
Add Note To Selected Text
Include a specific comment that is linked to highlighted text by a pop-up note.
Insert Text At Cursor
Mark a spot where text needs to be inserted and provide that inserted text with the Insert
text At Cursor tool.
Underline Selected Text
Underline to denote emphasis on a specific piece of text.
Cross Out Text For Deletion
Cross out the selected text.
To replace selected text:
1. Click the Text Edits button in the Comment & Markup
toolbar (Figure 7). Choose the Text Edits tool from the
menu.
Note: The first time you work with the text-editing tools,
you will see a dialog box explaining each of the tools.
You can select the Don’t Show Again option if you wish
to avoid this message in the future.
2. Select the text you wish to replace in the document.
3. Click the Text Edits button in the Comment & Markup
toolbar (Figure 7). Choose the Replace Selected Text
tool.
The selected text is automatically crossed out and a pop-
up note is created that is linked to the crossed-out text
(Figure 8).
4. Type the replacement text into the pop-up note.
You can also use the Select tool to copy and paste text
from a PDF into the note.
Note: If you close the pop-up note, your text remains.
5. If you need to edit or delete the Replacement Text pop-up
note, you can easily adapt the instructions for editing or
deleting a sticky note.
Note: The steps for using the Add Note To Selected Text,
Insert Text At Cursor, Underline Selected Text, and Cross
Out Text For Deletion tools are the same as the steps for
the Replacing Selected Text tool.
Figure 7 Text Edits menu
Figure 8 Replacement Text pop-up note
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To highlight text:
1. Click the Highlight Text button in the Comment &
Markup toolbar (Figure 9).
2. Select the text you wish to highlight.
The selected text is highlighted in yellow.
3. Double-click the highlighted text to reveal the pop-up note
associated with the text (Figure 10).
4. Type your comment into the pop-up note.
You can also use the Select tool to copy and paste text
from a PDF into the note.
Note: If you close the pop-up note, your text remains.
If you need to edit or delete the Highlight Text pop-up
note, you can easily adapt the instructions for editing or
deleting a sticky note in the Sticky Note tool section.
Figure 9 Comment & Markup toolbar
Figure 10 Highlight Text pop-up note
Stamp tools
When you are exchanging documents repeatedly or using multiple reviewers, consider using the stamp tools.
Reviewers can use stamp tools to mark the document with a permanent graphic that denotes the document’s status.
Users may also use this tool to mark a document as a draft. You can stamp a document with a graphic that shows
when you received the document and when you completed your review. Multiple reviewers can stamp a document,
providing a clear history of the review process.
Preset stamps
Acrobat provides a set of Dynamic stamps that denote the document status, automatically generate the time and date
of review, and provide the option to show the reviewer’s name. The five preset Dynamic stamp options are Revised,
Reviewed, Received, Approved, and Confidential. Dynamic stamps are an excellent way to quickly mark a
document with important details about the receipt or review of a document.
Highlight Text button
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Using Acrobat Comment and Markup tools
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To add and edit a preset stamp:
1. Do one of the following:
•
In Acrobat, choose Comments > Comment & Markup
Tools > Stamps > Dynamic or Standard Business.
•
In Reader, choose Tools > Comment & Markup >
Stamps > Dynamic or Standard Business.
•
Select the Stamp tool (Figure 11) in the Comment &
Markup toolbar. Choose Dynamic or Standard
Business.
2. Choose the appropriate stamp.
Your chosen stamp appears in a faded-out color and
moves with your cursor.
3. Click on the page where you want the stamp to appear.
4. You can set up your identity with the Identity Setup dialog
box (Figure 12), which automatically appears if you have
not already set up your identity. Fill out the dialog box
with your pertinent details and click Complete.
The Dynamic stamp appears in full color and includes
your name and the time and date when the stamp was
added (Figure 13).
Note: On future use, your identity will default to what you
entered the first time you used a Dynamic or Standard
Business stamp. To edit your identity details in Acrobat or
Reader, choose Edit > Preferences and select the Identity
category on the left.
5. To edit or delete a stamp, click on it and transform tools
appear on the stamp (Figure 14). Use the handlers to
scale, rotate, or move the stamp. Right-click (Windows) or
Control-click (Mac OS), and choose Delete from the
context menu to remove the stamp.
6. To attach a pop-up note to a Dynamic or Standard
Business stamp, right-click (Windows) or Control-click
(Mac OS), and select Open Pop-Up Note or simply
double-click the stamp. Type the desired text into the pop-
up note.
Figure 11 Dynamic stamps menu
Figure 12 Identity Setup dialog box
Figure 13 Reviewed Dynamic stamp sample
Figure 14 Reviewed stamp with scale, rotate, and
move handles and stamp options menu
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Using Acrobat Comment and Markup tools
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Markup tools
Acrobat provides a number of graphical markup tools that may be helpful if you are evaluating portfolios or
documents that contain multimedia content. With the cloud tool, line and shape tools, and pencil tool, you can
include a text comment in a pop-up note associated with each use of the tool. Select the desired tool and drag to
draw on the document and create the graphical markup.
Callout tool
Create an arrow pointing to a specific location and a linking box into which you can type text.
Text Box tool
Places a box on top of the document into which you can insert text.
Cloud tool
Click around an object or text to draw a cloud around it.
Line and shape tools
Draw an arrow, line, rectangle, or oval to highlight specific elements in
a document.
Pencil tool
Draw freeform on a document.
Showing and hiding comments and viewing the Comments List
Acrobat enables users to show and hide all comments, view comments in a list form, and show sets of comments
grouped by type, reviewer, or status. These functions can be helpful when multiple people have reviewed the
document or when you have a lengthy document with numerous comments.
Within the comments view, you can also show and hide selected comments by using the Show button. You can show
by type, reviewer, or status.
To show and hide comments:
Do one of the following:
•
In Acrobat, choose Comments > Comment View >
Show All Comments.
•
In Reader, choose Document > Comments >
Comment View > Show All Comments.
•
Select the Show button in the Comment & Markup
toolbar (Figure 18). Choose Show All Comments.
Note: The Show All Comments option is only available if
all your comments are hidden. If your comments are
currently visible, the Hide All Comments option is
available.
Figure 18 Show/Hide Comments menu
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Using Acrobat Comment and Markup tools
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To show and hide the Comments List:
Do one of the following:
•
In Acrobat, choose Comments > Show Comments
List.
•
In Reader, choose Document > Comments > Show
Comments List.
•
Select the Show button in the Comment & Markup
toolbar (Figure 19). Choose Show Comments List.
•
At the bottom of the Navigation Pane, select the
Comments button.
Note: The Show Comments List option is only available if
the Comments List is hidden. If the Comments List is
visible, the Hide Comments List option is available.
Selecting the Comments button while the Comments List
is visible hides the Comments List.
Figure 19 Show/Hide Comments List menu
To show and hide selected comments:
1. In the Comments List toolbar, click the Show button and
select the category you wish to sort by (Figure 20).
You can sort by Type or Reviewer, among other options.
The comments are shown according to the setting you
select, and a shaded yellow bar states that “Comments are
hidden because a filter is active in the Show menu.”
Note: The first time you sort comments, you see a dialog
box explaining each of the tools. You can select the Don’t
Show Again option if you wish to avoid this message in
the future.
2. To display all the comments in the Comments List again,
click the Show button in the Comments List toolbar
(Figure 20) and select Show All Comments.
Figure 20 Comments List Show menu
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Using Acrobat Comment and Markup tools
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To sort, navigate, expand, reply to, and delete comments in the Comments List:
1. To sort through the comments, click the Sort By button in
the Comments List toolbar. From the menu, select the
category you wish to sort by (Figure 21).
You can sort by Type, Page, Author, or Date, among other
options. The comments are sorted according to the setting
you select.
Note: The first time you sort comments, you see a dialog
box explaining each of the tools. You can select the Don’t
Show Again option if you wish to avoid this message in
the future.
2. To navigate through the Comments List, select a comment
by clicking on it. Then use the Next and Previous buttons
in the Comments List toolbar to navigate through the
comments.
As you highlight each comment in the list, the document
pane adjusts to show the comment within the original
document.
Alternatively, you can simply click on comments in the
list to navigate through them.
3. To expand or collapse lengthy comments, select a
comment and click the plus or minus button next to it in
the list.
You can expand or collapse all comments by using the
Expand All and Collapse All buttons in the Comments
List toolbar.
4. To reply to a comment, first select the comment you wish
to reply to. In the Comments List panel, click the Reply
button.
This creates a sticky note addendum to the comment.
Type your reply in the space provided.
5. To delete a comment, select the comment in the list and
click the Delete button
Figure 21 Comments List Sort By menu
Using audio commenting
Acrobat includes an audio commenting feature with which you can record audio comments from within Acrobat.
Audio commenting adds a personal touch to commenting documents. Also, audio comments may be easier and more
effective when your comment is lengthy or you are explaining a difficult concept. The built-in microphones on most
computers should be sufficient for recording audio comments.
Note: Audio commenting can quickly increase the size of your document file. Be aware of your recipient’s
capabilities for sending and receiving large files and consider any restrictions when you plan your document
management strategy.
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Using Acrobat Comment and Markup tools
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To add an audio comment:
1. Do one of the following:
•
In Acrobat, choose Comments > Comment & Markup
Tools > Record Audio Comment.
•
In Reader, choose Tools > Comment & Markup >
Record Audio Comment.
The pointer changes to a speaker icon.
2. Click to place the audio comment in a specific location in
the document.
The Sound Recorder (Figure 22) appears.
3. If you have already recorded audio in a separate
application, you can click Browse to select the audio file.
Otherwise, click the red record button to begin recording.
Using your computer’s built-in microphone, record the
audio comment you wish to make.
4. Click the stop button when you finish.
5. You can review your audio comment by clicking the play
button. Move the slider left and right to review portions of
your audio comment. You can click the record button
again to record additional comments.
6. When you are satisfied with your audio comment, click
OK.
You may wish to make adjustments to the appearance of
the audio comment.
7. In the Sound Attachment Properties dialog box
(Figure 23), you can change the icon style, color, and
opacity of the comment marker. Click OK.
The audio comment icon appears on the page at the
desired location.
8. To listen to the audio comment, double-click on the
comment or right-click (Windows) or Control-click (Mac
OS) on the comment and select Play File from the audio
comment menu (Figure 24).
9. To delete the audio comment, right-click (Windows) pr
Control-click (Mac OS) on the comment and select Delete
from the audio comment menu (Figure 24).
Note: You cannot edit audio comments in Acrobat.
Figure 22 Sound Recorder
Figure 23 Sound Attachment Properties dialog box
Figure 24 Audio comment menu
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Using Acrobat Comment and Markup tools
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Reviewing and commenting on video
When you view a video embedded in a PDF, you can add comments to individual frames. Each comment is attached
to a specific frame so the comments appear in the context in which they were made. This feature is useful if you
frequently need to review rough cuts of videos. Frame-by-frame video commenting makes the review and revision
processes quicker and more efficient.
To comment on a frame of video:
1. Use the Flash Player navigation controls to navigate to the
frame in the embedded Flash Video you wish to comment
on.
2. Use the Sticky Note tool, Stamp tool, or any of the
graphical markup tools to comment on specific frames in
the video.
As you create a comment, Acrobat automatically attaches
a pop-up note (Figure 25) with the video time code
referencing the specific frame in the video to which the
comment applies.
3. Type your comment in the pop-up note.
4. You can view all the comments on the embedded video by
using the Comments List.
Comments on video assets contain a small blue cube in
the comment icon. The list shows the comments in the
order in which they appear in the video. As you navigate
through the Comments List, the video jumps to the point
in the timeline where the comment was made.
Note: For instructions on using the Comments List, see
the Showing and hiding comments and viewing the
Comments List section.
Figure 25 Sticky note comment on a frame of video
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