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How to Comment and Markup Pdf Files Using Adobe Acrobat Professional

If you are a student, such as myself – or you use pdf files and presentations for your job – Adobe Acrobat Professional can be a useful program to incorporate for viewing and editing your pdf files. The program allows you to create pdf files, add notes to the current document you are using, edit the text, or add markups as you please.  Today, we are going to learn how to use the comment and markup tool.

First, open up Adobe Acrobat Professional and open the file that you want to comment and/or markup.  On the upper hand of the page, there is a toolbar.  Next to the “Create PDF” icon, there is a “Comment & Markup” Icon with a drop down option.  When you click on “Comment & Markup,” a new little toolbar opens up with the heading “Commenting.”  You can keep this toolbar open as long as you would like to comment and markup the document you are currently working on, and whenever you want to close it, you can simply click on the “x” in the upper right hand corner of the toolbox to close it.

The first icon on the tool bar is the “Note Tool.”  This is to enter what appears as a “sticky” or “post-it” note anywhere you want in the document.  First, click on the icon, and then you can click on where you want to place it in the document.  Then, you can enter in a comment in the note.  If you click on the “x” on the note, it minimizes the note.  To re-open, simply double-click on the sticky note image in the document.  If you want to delete the note completely, you can click on “Options,” which is located on the upper right-hand corner of the yellow note.  When you click on the Options side arrow, the “Delete” option is available among other options.


The next icon on the Comment & Markup toolbar is Text Edits.  This allows you to directly select certain parts of the text to make a change to it–whether it be to highlight the selected text, replace selected text, add a note to the selected text, underline the selected text, or cross out the selected text.  For instance, if you want to cross out a certain text in the document, first click on the “Text Edit” icon.  An indicating texts button will initially pop up, which describes the three main functions of this tool.  If you do not wish to see this message every time, click on the “Do Not Show Again” box in the lower left hand corner of the box.  Once you hit “OK,” you are ready to use this tool.  Simply select the text you wish to edit, then use the drop down arrow of “Text Edits” to select the option you want.  In this case, Cross Out Text for Deletion.  A red line crossing through the selected text will then appear.

The next icon is the Stamp Tool.  This has several different stamp options you can insert anywhere into the document, and it is divided by category.  Dynamic stamps include stamps such as “Approved” and “Reviewed,”   Sign Here lets you insert a check mark or “X” or “Witness” stamp in the document, Standard Business provides different options that could be more pertinent to a business employee or manager, and Favorites allows you to add your favorite stamps to this category.   If you want to create your own stamp, you can select a file or image and convert it into a stamp to insert into the document as well.

The next icon is a letter “T” with a yellow highlighter.  This option allows you to highlight, underline or cross out selected text throughout the document or pdf file you are viewing and editing.  Marking up your document has never been easier!  Simply click on the option you want to you use, then select the text to which you want to apply that function.  The cross-out text tool is the same function as was described earlier above with the Text Edit tool, but this may be an even easier way to implement it.


Next, we have an icon displaying a picture of a paper clip.  This represents attachments.  You can either attach a file as a comment, or record a  audio comment to insert into the document.  The final tool on the Comment & Markup Toolbox says “Show” next to two text box images.  This allows you to tailor the viewing of your document to the way you desire.  For example, if you want to close all the sticky notes you have opened throughout the document,  you can click on “Hide All Comments” to achieve this.  To undo the action, simply click on “Show All Comments,” which will appear in place of “Hide All Comments” under the same drop down menu.  

Happy editing!