Communicating on the Job Site: Annotated PDFs

Joanna Gillette, Account Manager, Allen Press

Tracy Candelaria, Managing Editor, Allen Press

Essential Equipment

• Adobe Professional Version 7 or 8• You can’t annotate PDFs using the

free Adobe Reader software.• Not a free program: It costs about

$450 retail (or about $150 new/used online).

• Works on Macs as well as PCs.

PDF: Portable Document Format

PDFs preserve the visual appearance of a document, including layout, fonts, and graphics

Annotating a PDF allows you to make comments directly on the electronic file

Advantages

• Clean and clear notations• Easy to access files• Easy to search text• Reduce courier costs and time lag• Quickly view corrections and check

them off

Hard copy proofs marked by hand

Annotated PDFs

Storing hard copy proofs

Storing PDFs

Searching hard copy proofs

Searching a PDF

Mailing hard copy proofs (6 pounds, Denver to Lawrence)

• USPS Priority Mail (2−3 days): $9.80• FedEx 2 Day: $22.93• FedEx Standard Overnight: $59.72

Sending files by FTP (or other electronic methods)

Cost: FreeTime: Instantaneous

Reviewing corrections in a PDF

The Five Main Tools

• Note Tool

• Replace Selected Text Tool

• Insert Text Tool

• Delete Text Tool

• Highlight Selected Text Tool

Note Tool

• Digital “sticky note”• Use for general comments• Good for author/editor queries

Replace Selected Text Tool

Use to replace text• Correct a misspelled word• An efficient tool: Delete and insert

with one step

Insert Text Tool

Use to insert new text • Single word, a line of text, or an

entire paragraph

Delete Text Tool

Use to delete text • Pop-up Box can be generated to

add notes.

Highlight Text Tool

• Use to make changes that can’t be handled by simply replacing the text

• Examples include: Font change Loose line Bad line break

Safety Hazards: What NOT to do

• Change the actual text • Edit comments from authors or

other editorial staff• Edit query files from Allen Press• Use third-party PDF programs

The Appraisal: Viewing Options

Viewing on screen:

• Annotated text • Reveal changes one at a time• Reveal all changes at once• List of changes

Annotated text after completion:

Hold the cursor over annotated text to display the comment from the Pop-up Box.

Click on the annotation to open the Pop-up Box.

“Show Comments List”:

Displays in a docked window below the main document window

Try Your Hand

• Questions• Comments• Tips & Tricks• Give it a Try

FAQs• What if I need to add a page?• Can I attach new figures or files?• What’s the best way to assign errors

(aa, ed, pe)?• How do I account for standing pages?• Is there an easier way to add an

author’s comments to my master set?• How does my Account Manager want

me to send in my comments?

Links & Resources

• Following the seminar, this presentation will be posted to edseminar.allenpress.com

• Ask your Account Manager or Managing Editor for a copy of “Annotating PDFs for Editors and Authors: Best Practices and Instructions for Use”