In the workplace, annotating a PDF is often necessary. This is because annotations facilitate revisions, optimise collaboration and ensure rigorous follow-up. In short, they improve the accuracy and fluidity of exchanges. With PDFSmart, a simple and effective online editor, you can annotate your PDF documents in just a few clicks. Follow our step-by-step guide to mastering all the PDFSmart annotation features!
Why is annotating a PDF crucial in the workplace?
Efficient collaboration
With telecommuting, subsidiaries in different countries and travel, work teams are increasingly dispersed. And working together is becoming a real challenge. Annotating a PDF document allows you to get round this problem by working remotely. Whether you want to share comments quickly, make suggestions or underline important points, annotation remains the best strategy.
Tracking revisions
Annotations also allow changes and suggestions to be grouped together in one place. As a result, tracking revisions is much simpler. This is particularly useful when revising contracts, where every change needs to be traceable. The annotation history also allows you to go back to previous versions of the document. This makes it easier to understand changes and ensures greater transparency.
Personal support
Annotating a PDF file is not only useful for the group, it's also useful on a personal level. Let's take an example: you're working on a long, complex document, such as a technical manual or project presentation. It can be complicated to follow and remember all the important information. Annotations - such as highlighting key passages, adding notes or marking sections - help you to better understand and organise the content. They also serve as a quick reference for future reference.
How can PDFSmart help you?
PDFSmart is a comprehensive online tool for converting, editing, protecting and managing your PDF files. It offers a wide range of functions such as merging, compressing and converting scanned documents. But above all, it lets you edit documents in PDF format and add notes.
The advantages of this tool :
- Accessibility: PDFSmart is compatible with all operating systems (iOS, Windows, etc.) and web browsers (Chrome, Firefox, etc.). So you can use it at any time and on any device.
- Simplicity: PDFSmart's intuitive interface makes it easy to upload and annotate multiple files in PDF format. Once you've finished editing, download the updated version in just a few clicks.
- Security: Thanks to an advanced encryption system, your documents are totally secure. Perfect for keeping your contracts confidential!
Steps to annotate a PDF with PDFSmart
Step 1: Go to the PDF editor
To get started, access the PDFSmart tool. You can find the editor from the home page or by clicking on ‘Edit’ and then ‘Modify’ in the main menu bar.
Step 2: Import the document in PDF format
Once in the editor, import the PDF document to be annotated. You can download it from your device or retrieve it from an online storage service (Google Drive, Dropbox, etc.). You can also drag and drop it directly. Once the PDF file has been loaded, it appears on the screen, ready to be edited.
Step 3: Select annotation tools
Once you are in the PDFSmart viewer, click on ‘Comment’ in the main menu bar. You will then be presented with a host of annotation functions:
Note: Add a written note or representative emojis (cross, question mark, etc.) at the desired point in the document.
- Highlight: Highlight, underline, cross out or replace text directly on the PDF document.
- Text: To add text, either via a note, a caption or directly on the document. In the latter case, the text will be displayed in a different colour to the main text in the document.
- Drawing: To draw on the document, PDFSmart offers predefined shapes, but you can also create your own shapes using the ‘pencil’.
- Stamp: To apply a stamp. Here again, there are pre-created stamps, such as Approved, Checked, Corrected, Revised, Received, Rejected, Completed and many others. But you can also create your own stamp.
All annotations are then displayed on the left, in the ‘Document comments’ tab.
Step 4: Sharing and exporting annotated files
Once you have completed your changes, you can send the document via a secure link. You can also download the final version with all the annotations visible. Finally, you can also export the file to another format (Word, Excel, PowerPoint, etc.).
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In conclusion
Annotating a PDF is an essential step in the professional world. The PDFSmart editor, with its ease of use, compatibility and security guarantees, allows you to carry out this step without a hitch.
Are you hesitating before making a commitment? Take advantage of our 7-day trial period! You'll then have unlimited access to all the platform's features.