We use these tools because it makes it easy for our clients who need to know how to markup a PDF clearly, and once the tools are used correctly, we can implement corrections with a single click, virtually avoiding the need to copy/paste over text. What’s even better is that the corrections can be marked off as completed and then cross-checked against a new proof in a few clicks.
Cloud-Based Workflow vs Email.
When a PDF is emailed, a copy is made both in the sender’s outbox and in the recipient’s inbox. This is in addition to the original copy that started as a file on the creator’s computer. By the time its been sent back via email with corrections, that one document now has 6 versions! If the email with the attached PDF has been CCd to multiple people, that one document may soon exist in 10, 20 or even more separate versions on multiple computers. So who has the most up-to-date version? Does that version have everyone’s corrections?
Email is not a file-sharing solution, and trying to use it as one is a recipe for disaster. There is a better way…
Adobe Acrobat online
When we create proofs, we now share them as Adobe Acrobat online links. This means there is only one single version of the document that everyone can access in the cloud. Acrobat Online has excellent tools for clearly indicating corrections. It really helps us if these tools are used correctly.
NB: When making corrections, please bear in mind that we are only the designers, so we may not have the subject matter knowledge to answer questions. These online PDFs are not the place to query “should this be x instead of y?” etc. The PDF annotations we get back need to be clear instructions for changes.
How to markup a PDF online
Making General Corrections or Comments
For non-typographic corrections (eg. replacing a photo, changing a colour, moving a graphic), please use the comments tool
Replacing Text
Use the replace text tool to note text that you’d like us to remove and replace (for example, a misspelt word). With the tool selected, click and drag to select the text to be replaced. In the comment box on the right, add the new text.
Inserting New Text
Use the insert text tool to indicate where you would like us to insert new text.
Delete Text
Use the strikethrough tool to indicate where you’d like us to delete text.
Got any more questions?
We thrive on problem solving for our clients. If you have any more questions on how to markup a PDF, or any aspect of print and design, we’re always delighted to have a conversation. Simply drop us a line and start the conversation!
Updated 11/12/24 by Dave