Annotating PDFs isn’t always as straightforward as other file formats, but that doesn’t have to slow your creative review process down. Today’s creative tools offer many solutions for PDF annotation that will help you quickly gather feedback and collaborate in one place.
In this guide, we’ll explore the top use cases for PDF annotations and the features you should look for in annotation software. We’ll also look at how to add annotations step-by-step to help you properly gather feedback and streamline your creative workflows.
What we'll cover
Table of contents
Top use cases for PDF annotations
PDF annotations help teams collaborate without compromising the original document. They allow collaborators to highlight issues, suggest changes, and provide detailed feedback that stays organized throughout the feedback process. To provide a little more clarity, let’s look at a few use cases for annotations:
Preventing changes directly on a PDF file
Annotations let you suggest edits and share feedback without altering the source content. You can use comment tools, sticky notes, and highlights to indicate improvements while keeping the original PDF document intact. This preserves document integrity and ensures the creator’s work remains untouched until all stakeholders approve changes and suggestions.
Making notes
Annotating PDFs isn’t just for team reviews. It’s also useful for personal note-taking. PDF creators can use the comment boxes and other feedback tools to jot down ideas on a document, keep track of changes, and mark areas that may need further attention.
Artwork and design feedback
Creative teams rely on annotations to provide precise and actionable feedback on design elements. Some of these action items may include refining color choices, suggesting layout tweaks, and revising copy. Collaborative tools like Ziflow help teams review and update designs in real time, reducing back-and-forth and miscommunication.
Ad proofing
Marketing teams and advertisers use PDF proofing to review their ads and ensure that every element — from copy to imagery — meets brand guidelines and campaign standards. In-context feedback can reduce ad revisions, speed up review cycles, and help ensure campaigns launch on time.
Wireframe markups
Web designers use wireframe annotation tools to explain how an on-screen feature should work by placing annotations on static images — for example, how an image carousel will display on a website. You can use wireframe annotations to guide stakeholder discussions on functionality and details with minimal confusion.
Compliance review
Marketers working in highly regulated industries like healthcare, pharmaceuticals, and wellness must ensure their creative content meets internal and external compliance guidelines to avoid potentially hefty fines.
PDF annotations allow compliance professionals to review and approve campaigns, helping preserve a clear audit trail and ensuring all feedback is available for future reference.
Catalog and magazine review
Reviewing multiple pages in catalogs and magazines is tricky, especially center spreads with images and words that span two pages. When you save all pages as a single PDF, you can switch back and forth quickly between spreads and compare design elements.
Online PDF review is particularly useful for high-volume print jobs that require you to check and compare details like colors, text registration, and image resolution.
How to annotate PDFs
Adding annotations to PDFs is simpler than you might think. Follow these step-by-step instructions to make sure your feedback is both precise and effective.
1. Select the right PDF annotation tool
Start by choosing a reliable annotation tool. Look for software that supports various annotation types—like text, shapes, and freeform drawing tools — and offers compatibility with different devices, both mobile and desktop. A robust tool should include features like real-time collaboration and version control, making the review process more efficient.
2. Upload your PDF
Once you have your chosen tool ready, upload your PDF file. Many platforms offer drag-and-drop functionality, cloud integration with your creative software, or direct file uploads to make uploads simple.
3. Choose your annotation type (comments, strikethroughs, etc.)
After uploading, decide which annotation type best suits your feedback. Options typically include strikethroughs, comments, highlights, shapes, and freehand drawings. You may also be able to insert text, add sticky notes, and make other text annotations. Selecting the appropriate annotation type helps keep your feedback organized and context-specific.
4. Save changes and review
Always save your changes after marking up your PDF file, and don’t forget to review the annotated document to ensure all feedback is clear and accurate. The final check is crucial before sharing with colleagues and clients, as it helps you avoid any miscommunication and streamlines further revisions.
Top features for quality PDF annotator
Quality PDF annotation tools come packed with features that simplify the review process. The right solution can mean the difference between a clunky review workflow and a seamless collaborative experience. Here are the top features to look for.
Color accuracy and comparison
When you convert a PDF file into an online proof, many PDF annotation tools can’t reproduce the true colors. Some tones can appear darker or lighter, or the color separation might be inaccurate, leading to a misrepresentation of the design’s intent.
A high-quality annotator ensures that color accuracy is preserved so your team sees the asset exactly as intended, streamlining the review and approval process.
Image transparency
The ability to adjust image transparency is key when working with layered designs. Fine-tuning transparency levels lets you see both the overlay and background clearly. This helps ensure no design element is obscured and allows for more precise feedback on complex images.
Measurement tools for formatting and printing
For print-ready documents, precise measurement tools are essential. These tools help you verify dimensions, margins, and alignment down to the pixel or millimeter. Accurate measurements help prevent costly print production errors and maintain design consistency.
Highlighting
Highlighting allows you to draw attention to specific text or design elements. For example, if you feel like a particular sentence is getting lost in the design or needs to stand out more, you can highlight that text and add a note suggesting that it should be larger or a different color. Highlighting provides a quick way to add precision to the review and feedback process.
Strikethrough functions
Strikethrough tools are useful for marking content for deletion without entirely removing the text. They provide a clear visual clue when something is slated for removal. But unlike simply removing the content, strikethrough leaves the original text intact so all stakeholders understand the proposed changes.
Comment placement
Flexible comment placement is crucial for clarity, so a tool that allows you to add comments next to the relevant content keeps everything in context. This minimizes confusion and makes it easier for designers and editors to understand exactly what needs to be addressed.
Conversation and version history
Robust annotation tools include conversation threads and version histories. These features help you track all feedback discussions and monitor document revisions over time. This provides a clear record of changes, helps improve transparency, and adds a detailed audit trail.
Fast upload and load speeds
Efficient upload and load times are vital for maintaining productivity, especially with large documents. Slow performance can delay reviews and frustrate team members. A high-performing tool loads files quickly, ensuring feedback cycles remain short and projects stay on schedule.
Automated approval workflows
Annotation software can include automated approval workflows with notifications, so stakeholders know when they need to review PDF files and your team knows when clients have left feedback and approved changes. Stage approvals are especially critical for PDFs that contain a lot of information or require several rounds of review, such as legal documents.
Workflow templates
Workflow templates help streamline repeatable PDF review processes. For example, a print shop doing several high-volume projects can apply a set PDF review workflow to automate the design and review steps across projects. The team won’t need to set up the review process from scratch every time, which helps ensure consistency.
Automatic PDF conversion
Some tools offer the ability to convert other file formats into PDF pages for easier review. This feature is invaluable if you need to consolidate several file types into a single, reviewable document. Automated conversion streamlines the process and ensures that all content is in a uniform format.
What tools are available for adding annotations to a PDF?
Different annotation markup tools cater to specific needs, so you’ll need to consider your workflows, typical use cases, and review processes to choose the right tool for your team. But we’ll get you started with the top solutions for a few different scenarios.
Ziflow: for team collaboration
Ziflow is engineered for team collaboration, with advanced features for real-time commenting, version control, and automated workflow approvals. It’s designed to handle high-volume creative projects and streamline communication between teams and stakeholders.
Check out Ziflow if you’re ready to elevate your PDF review process.
Adobe Acrobat Reader: for viewing and commenting
Adobe Acrobat Reader is a versatile tool favored by many for its robust PDF viewing and annotation capabilities. It allows users to highlight text, leave comments, and add markups directly on the document. While excellent for individual reviews, it may not offer the collaboration features needed for larger teams.
Microsoft Edge: for Windows users
For Windows users, Microsoft Edge comes equipped with a built-in PDF viewer and annotation tools. The browser’s online PDF editor lets you add highlights, notes, and drawings without installing extra software on your computer. The downside is that it doesn’t offer dedicated features to streamline review and approval processes.
Preview: for Mac users
MacOS users can rely on the built-in free PDF reader, Preview, which provides intuitive PDF annotation tools. Preview allows you to create text boxes, highlight text, create shapes, and apply signatures for a straightforward annotation process. However, it lacks the collaboration features of dedicated PDF proofing and annotation software, which can be a drawback for team projects.
Take PDF collaboration to the next level with Ziflow
PDF annotation allows you to do so much more than simply mark up a document. It helps you establish clear and efficient communication between team members and stakeholders, preserve document integrity, streamline design feedback, and track changes.
When your team needs to manage multiple projects and stakeholders, meet tight deadlines, and provide detailed annotations, a robust solution like Ziflow can make all the difference.
Ziflow’s advanced features ensure that feedback is clear, conversations are tracked, and approvals are automated. It’s available on nearly any platform, including Windows, macOS, Linux, Android, and iPhone, ensuring easy access for everyone, anytime and anywhere. This speeds up project timelines and helps ensure that every revision meets your quality standards.
