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Reviewing PDFs in Acrobat and Reader and marking them up with corrections is so commonly done that in Acrobat you'll see that they devoted an entire panel to it, a Comment panel, to the right of Tools. We're going to go through a lot of these annotations in this video, but a couple of things. Before we start, first of all, you want to check your Preferences because all of your annotations are going to be marked with your login name by default. So you can get to Preferences from the Edit menu, and go down to Preferences. Or on a Mac underneath the Adobe Acrobat menu, choose Preferences. Or over here in the Comment dropdown menu, in the Comments List, you can see that you can jump right in Commenting Preferences.
So normally Always use Log-in name for Author name is usually turned on by default, and that would mean that it's going to use your identity--this name up here--as the name whenever you add a comment. Now if you want to modify that, like I would rather that my name just be Anne-Marie in my comments, then make sure that you go to the Commenting Preferences and turn that off. Now to add a comment, let's just start out with a sticky note, just like a yellow Post-it sort of note, and that's this little bubble right here. Or it's so common to add that that you can just press Ctrl+6 or Command+6. Or also notice up here under Quick Tools, it is one of the first tools there by default, because it's so often used.
So just select that tool and go anywhere that you would like to on the document and click. So it's using the name Anne-Marie, because that's what I had last used when I made a comment. And I'm just going to add something like, "I love this new logo!" So this is called the annotation icon, and this is called a pop-up. Acrobat refers to pop-ups in a lot of its preferences and other settings. So in case you're wondering what it means by pop-up, it's this guy right here. You can close the pop-up by clicking the close box, and you can reveal it again by double-clicking the icon.
But also, even if it's closed, if you hover over the icon, you can see the contents of the pop-up. But if you want to see when this comment was made, then you need to actually double-click it to open it. Now if you want to change the default look of that pop-up, you can right-click on the icon and choose Properties. So you can even change the appearance. So instead of a comment talk bubble, you could have the icon be something else, and that would just be for this one instance. So it could be a check mark.
It could be a circle. It could be a right pointer, or a star, which is kind of fun. You can change the opacity. You can also change who the author is. So this is--the last time that I was making a comment with this, I used the name Anne-Marie, but if I want to change it to say Joe, I could do that. And if want to make that the default from now on for this kind of annotation, I would just choose Make Properties Default. I'm going to click OK, and then add another comment. So I'll do one right on this one saying, "I love this picture," so that you can see now that Joe is actually the author of this comment.
"I love this picture!" As you add annotations, you'll see them appear in this dropdown list down here called the Comments List. And I'll be talking about working with the Comments List in a different video. But you can always double-click one of these entries in the Comments List and that corresponding comment gets highlighted on the page. Let's go through these other types of annotations. We have the highlighted text. So you just drag over text, and it highlights it when you release the mouse button.
So it's sort of like selecting text, but it also highlights it. Let me zoom in with the Ctrl+Plus. Now all it did was highlight it, so that doesn't tell the person who receives this PDF much about, well, why did you highlight it? You can see that even in the Comments List, it just says Joe. So you can always double- click this and then add your own. So it's only for the sticky note and a couple of the other annotations that a pop-up automatically appears for you to enter a comment; otherwise, you need to double-click it to enter something. So I'll say, "Make this a subhead." This annotation lets you attach a file, so it looks like a little thumbtack, and then you can just attach your file as an annotation.
You can also record a sound annotation and add this here, or if you don't happen to have the microphone hooked up and you have another kind of--you've recorded a sound or got it from somewhere else-- you can click Browse and attach your sound annotation to this. There is also stamps, which is probably worthy of its own chapter in this title, though we're just going to go over each of these briefly. So I'm just going to talk about stamps in general. Stamps area very powerful part of commenting on a PDF, and there are a lot of built-in stamps in the Stamps palette.
So if you click to show the Stamps palette, then you can sort of drag it around and keep it handy. There is a dropdown list, and as you use the same kind of stamps over and over again, you can save it to Favorite Stamps. But there are also stamps for signing, and then there are stamps for what they call standard business. So like if I say that I'm doing a document, I want somebody to sign something--that's still on my. There we go. Let's grab this one. I need you to witness this, and then I need you to initial here and here.
Next to, say a signature line, you'd click Sign Here, and then you could send this to somebody, and they would know exactly where to sign. These are exactly the kind of like little sticky notes that you can buy from an office supply store and hang off of a piece of paper. So I think they're very cool. Dynamic stamps are ones that automatically include your username and time as you stamp with them. Very useful. And then Standard Business ones are kind of like Draft, Final, Completed--you can use those. You can also create your own stamps, if you wanted to do. That's what the Import button is for, but that's the topic for another video.
That's the Stamp tool, and then we have one for working with text markup. So this is to insert text. This is to delete text and replace it with something else. This is to cross out text, to underline text, and to add a comment to text or a note to text. So let's look at the Insert one. If you'd select this one and then click in between a couple of words, a pop-up automatically appears, and you can say, "and this too." So in other words sort of like you're marking up with proofreader's marks and you add little a upward pointing chevron to say add this text right at this point.
Notice that it says (Ins). So on your keyboard, if you have a keyboard that has an Ins key--and on this Windows keyboard, there is one next to zero on the keypad-- you could just use that key as a shortcut. So I can click like right here and then press the Ins key, and it automatically appears and I enter, because, "all the," like that. This is to delete and replace, so like, say that I don't like the word "thanks," and I'll select that and then automatically the pop-up appears, and I'll write in, "because of." So when the recipient gets it, they see this.
They see a cross out the little insertion mark. This is a plain delete, so I'll delete the word "point." Just select that. All I need to do is drag over it, and it automatically becomes crossed out. This is underscore, underline. I am not quite sure why you'd ever use the underline. But for all these, you can double-click to see the pop-up and edit it and type something. "Are you sure you don't mean 'Under'?" So some of these annotations, they can replace each other, like I could have used a sticky note right next to here, but then I would have to say, "For the word 'over', are you sure you don't mean 'under'?" That's why you want to use one of these actual text annotation ones so that the recipient knows exactly what it is that you're talking about, or where exactly to insert something.
Then we have the same kind of thing with a note to text, so a note that relates exactly to this text to the word Scott. I would say, "Use full name," maybe something like that. One last thing I want to bring up about using annotations: in Acrobat 10 you can you can use the Selection tool to annotate as well. Like even if the Comments pane is not showing, I can grab this tool and select, say the word "April." Now if release the mouse button, the word April just becomes selected. But if I press the Backspace key, bam! It becomes a cross-out, and I can double-click it and say, "change to May." You can also do the same thing with the Insertion key.
Using just the Selection tool--I'm not using any of the Commenting annotation tools-- I can go ahead and say, "Living in this 'Very Same' decade," or digital decade, and so on. So it's kind of neat that they added these kind of annotations that you can do directly with the Selection tool, making it a lot easier to add your comments to a PDF.
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