Annotating a PDF

Use the FYI PDF Editor annotation tools to markup a PDF for review without changing the original text. Users can add signatures, highlight or underline text, add notes, text, images and stamps, draw freehand annotations and shapes, and format annotations.

Annotating a PDF

Select Annotate in the PDF Editor to display the annotation tools. Hover over an icon to display its action.

When using an annotation tool, use the Style settings to format the colour and opacity where available.

Once an annotation has been used, deselect the tool before selecting another tool.

Annotation Tools

Adding a signature

You can use the Signature tool to add your approval signature from My Settings directly to a PDF. Alternatively, you can upload a new signature and add it to the PDF.

1. Click the Signature icon.
   
2. If you have already added a default signature in My Settings, your signature is displayed in the Signature List panel.
3. Select the signature to add it to the PDF. Alternatively, select New Signature to upload a new signature.
   
4. Move the signature to the location on the PDF where you want to add the signature.
5. Click the signature to resize or reposition the signature as required.
6. Click Save to save your changes. 

Adding an image

Images can be added to a PDF. For example, you can insert a company logo to finalise a client collation.

To add an image:

1. Click the Stamp icon.
   
2. Choose an image from one of your Windows Explorer folders.
3. Select the location in the PDF where you want to insert the image.
4. Use the available tools to move the image, change its size, or adjust its opacity, where required.
5. Click Save to save your changes. 

Adding a stamp

Predefined stamps can be added to a PDF, to add visual indicators such as Approved, Sign Here, or Initial Here.

To add a stamp:

1. Click the Rubber Stamp icon.
   
2. Select an option from the stamps list. Use the scrollbar to find more options.
   
3. Select the location in the PDF where you want to place the stamp.
4. Use the available tools to change the size or opacity of the stamp, where required.
5. Click Save to save your changes.

Adding a note

Additional notes can be added to a particular location in the PDF. For example, you can add a note beside an account balance asking the client to confirm that the amount is correct or to provide further information. Notes can also be added internally for review processes.

When a PDF is sent to a client, they will be able to view the notes, but won't be able to reply.

To add a note:

1. Click the Note icon.
   
2. Select the relevant location in the PDF. To move the comment, click and drag the comment icon to your desired location.
3. Enter the note in the Comments panel on the right.
4. Save the note.

From the Comments panel, you can:

• Set a status for the note by clicking the status icon on the right-hand side. This can be used internally when reviewing and approving notes.
• Reply to an existing comment when editing a PDF. When sent to a client, they will be able to view the notes but won't be able to reply.
• Edit or delete a comment.

An exclamation mark displays when a comment has been entered but not saved. FYI users can't be tagged in a note within the PDF.

Marking up text

Use the additional annotation tools to markup text, add text, or draw directly on the PDF.

1. Open the Style tool panel to select the colour and use other available formatting before selecting the markup tool.
2. Click the markup tool you want to use. Hover over each of the icons to display their action.
   
3. Click and drag across the text you want to apply the annotation.

Adding Shapes

Add shapes to draw attention to information within the PDF or provide visual guidance. For example, use rectangles, circles, lines or arrows to highlight figures, identify information for review, or point to a specific part of the document.

To add a shape:

1. Click the Shapes menu at the top of the PDF Editor Toolbar.
   
2. Open the Style panel on the left-hand side and format the style of the shape.
3. Select the shape you want to add.
4. Select and drag to draw the shape on the PDF.

Formatting Annotations and Shapes

Use the Style Tool with annotations and shapes to change how they are displayed. The available formatting options vary depending on the selected annotation or shape.

1. Click the Colour Palette icon. The style panel opens on the left-hand side.
   
2. Configure the settings available to the selected annotation or shape tool:
    
   • Colour: choose the fill or stroke colour for the selected annotation or shape, where available.
   • Opacity: adjust the transparency of the selected annotation or shape.
   • Style: configure the available line or shape style options.
   • Text Style: displayed only when using Free Text. Format the font, size, colour, and position.

To update the formatting after adding an annotation or shape, select the marked content and then select the Style Tool icon from the displayed toolbar.

Undoing, redoing or removing changes

When adding annotations and shapes, you can use the Undo, Redo or Eraser tools to quickly reverse or restore your changes before the PDF has been saved.

• Undoing a change: Click the back arrow icon to reverse your most recent change. Continue clicking Undo to reverse additional changes.
• Restoring a change: Click the forward arrow icon to restore a change you previously undid. Continue clicking Redo to restore additional changes.
• Erasing an annotation: Select or drag across the annotation you want to remove.