How to Annotate A PDF on Mac

Mac / By / August 8, 2023

Annotating PDFs is an essential task for many professionals and students alike. Whether you need to highlight important information, add comments, or insert notes, having the ability to annotate a PDF can greatly improve your workflow and make studying or collaborating on documents more efficient. In this blog post, we will explore different methods and tools that you can use to annotate PDFs on Mac. We will also discuss their pros and cons, and provide some bonus tips to enhance your PDF annotation experience.

Video Tutorial:

What is PDF Annotation?

PDF annotation refers to the process of adding notes, comments, highlights, and other types of markups to a PDF document. It allows users to interact with the content of the PDF, making it easier to communicate ideas, provide feedback, or simply organize information. PDF annotation is particularly useful for academic purposes, such as studying, research, and collaboration, as well as for professional tasks like reviewing documents and providing feedback to colleagues or clients.

The Challenge of PDF Annotation

While PDF annotation may seem straightforward, there are several challenges that users often face when trying to annotate PDFs on Mac. Here are a few of the common challenges:

  • Compatibility: Not all PDF annotation tools are compatible with Mac operating systems, making it difficult to find software that meets your specific needs.
  • Functionality: Some PDF annotation tools may lack essential features or have limited functionalities, which can hinder your ability to annotate effectively.
  • Usability: It is important to find a PDF annotation tool that is easy to use and intuitive, as complex interfaces or unintuitive workflows can slow down your work.
  • Cost: Many PDF annotation tools come with a price tag, and finding a balance between affordability and functionality can be a challenge.

Now that we understand the challenges, let’s explore different methods and tools that you can use to annotate PDFs on Mac.

Method 1: How to Annotate PDF on Mac using Preview

Preview is a default application on Mac that allows you to view and edit PDFs. Here is how you can annotate a PDF using Preview:

**Step 1**: Open the PDF file in Preview by double-clicking on it or right-clicking and selecting "Open With" > "Preview".

**Step 2**: Click on the "Markup Toolbar" icon on the top right corner of the Preview window. This will open a toolbar with annotation tools.

**Step 3**: Choose your desired annotation tool from options like text, shapes, lines, arrows, highlight, underline, and more.

**Step 4**: Use the selected annotation tool to annotate on the PDF by clicking and dragging the cursor over the area you want to annotate.

**Step 5**: To add a text annotation, click on the "Aa" icon on the Markup Toolbar and click on the document to add your text.

**Step 6**: Once you have finished annotating, save the changes by clicking on "File" > "Save" or pressing Command + S.

Pros:

  1. Wide availability, as Preview comes pre-installed on Mac.
  2. Intuitive and easy-to-use interface.
  3. Basic annotation features are available, such as text, shapes, lines, and highlights.

Cons:

  1. Limited advanced annotation features compared to dedicated PDF annotation software.
  2. May not support complex annotation workflows or collaboration features.
  3. Annotations made in Preview may not be compatible with other PDF annotation tools.

Using Preview is a simple and convenient method to annotate PDFs on Mac. However, if you require more advanced annotation features or collaboration capabilities, you may need to consider using dedicated PDF annotation software.

Method 2: How to Annotate A PDF on Mac Using PDFelement

PDFelement is a powerful PDF annotation software for Mac that offers a wide range of features and capabilities. Here is how you can annotate a PDF using PDFelement:

**Step 1**: Download and install PDFelement on your Mac.

**Step 2**: Open the PDF file in PDFelement by either dragging and dropping the file into the application or clicking on "File" > "Open" from the menu bar.

**Step 3**: Click on the "Comment" tab in the top toolbar to access a variety of annotation tools.

**Step 4**: Select the annotation tool you want to use from options like sticky notes, text boxes, highlighting, underlining, and more.

**Step 5**: Use the selected annotation tool to annotate on the PDF by clicking and dragging the cursor over the area you want to annotate.

**Step 6**: Customize the appearance and properties of the annotations, such as color, font size, and opacity, by right-clicking on the annotation and selecting "Properties".

**Step 7**: Save the annotated PDF by clicking on "File" > "Save" or pressing Command + S.

Pros:

  1. Extensive range of annotation tools and features.
  2. Advanced customization options for annotations.
  3. Supports collaboration features like comments and review.

Cons:

  1. Pricing plans may be costly for individual users with limited annotation needs.
  2. Interface may be overwhelming for beginners or users who only require basic annotation functionalities.
  3. May require additional time to learn and explore the full potential of the software.

PDFelement is a robust option for those looking for a comprehensive PDF annotation software with advanced features and capabilities.

Method 3: How to Annotate A PDF on Mac Using Adobe Acrobat Reader

Adobe Acrobat Reader is a widely-used PDF software that provides basic PDF annotation features. Here is how you can annotate a PDF using Adobe Acrobat Reader:

**Step 1**: Download and install Adobe Acrobat Reader on your Mac.

**Step 2**: Open the PDF file in Adobe Acrobat Reader by either dragging and dropping the file into the application or clicking on "File" > "Open" from the menu bar.

**Step 3**: Click on the "Comment" tab in the top toolbar to access a variety of annotation tools.

**Step 4**: Select the annotation tool you want to use from options like sticky notes, text boxes, highlighting, underlining, and more.

**Step 5**: Use the selected annotation tool to annotate on the PDF by clicking and dragging the cursor over the area you want to annotate.

**Step 6**: Customize the appearance and properties of the annotations, such as color, font size, and opacity, by right-clicking on the annotation and selecting "Properties".

**Step 7**: Save the annotated PDF by clicking on "File" > "Save" or pressing Command + S.

Pros:

  1. Free to use, making it a budget-friendly option for basic PDF annotation needs.
  2. Provides essential annotation tools like sticky notes, text boxes, highlighting, and more.
  3. Integrates well with other Adobe software and services.

Cons:

  1. Lacks advanced annotation features and functionalities compared to paid PDF annotation software.
  2. May include advertisements or prompts to upgrade to Adobe’s paid offerings.
  3. Limited collaboration features and capabilities.

Adobe Acrobat Reader is a suitable option for those looking for a free and straightforward PDF annotation solution with essential features.

Method 4: How to Annotate A PDF on Mac Using Preview on iPad

If you have an iPad with Apple Pencil support, you can utilize the built-in Preview app to annotate PDFs. Here is how you can annotate a PDF on iPad using Preview:

**Step 1**: Open the PDF file in the Files app on your iPad.

**Step 2**: Tap on the PDF file to open it, and then tap on the Share button located at the top right corner of the screen.

**Step 3**: Scroll down and tap on "Markup" from the available options.

**Step 4**: Use the Apple Pencil or your finger to write, draw, highlight, or add text on the PDF.

**Step 5**: Customize the appearance and properties of the annotations by selecting the annotation and tapping on the Format button.

**Step 6**: Save the annotated PDF by tapping on "Done" and then selecting "Save File to" or "Save to Files".

Pros:

  1. Convenient and portable method for annotating PDFs on the go.
  2. Seamlessly integrates with the native Files app on iPad.
  3. Supports Apple Pencil for precise and natural annotation experience.

Cons:

  1. Limited annotation tools and functionalities compared to dedicated PDF annotation software.
  2. May require an iPad with Apple Pencil support, which can be an additional cost.
  3. Annotations made in Preview on iPad may not be compatible with other PDF annotation tools.

Using Preview on iPad is a great option for those who prefer the convenience and portability of annotating PDFs on their iPad.

Alternatives: What to Do If You Can’t Find the Perfect PDF Annotation Solution

If you are having trouble finding the perfect PDF annotation solution for your needs, here are a few alternative options to consider:

1. Mirosoft OneNote: While primarily known as a note-taking application, OneNote can also handle PDFs and provides basic annotation tools.

2. Google Drive: Uploading PDFs to Google Drive allows you to open them with Google Docs, where you can add comments and highlights.

3. Evernote: Similar to OneNote, Evernote is a note-taking application that supports adding PDFs and annotating them with basic tools.

While these alternatives may not offer the same level of sophistication as dedicated PDF annotation software, they can still serve as viable options depending on your specific requirements and preferences.

Bonus Tips

Here are a few bonus tips to enhance your PDF annotation experience on Mac:

1. Use keyboard shortcuts: Learn and utilize keyboard shortcuts to speed up your annotation workflow. For example, in Preview, you can press Command + T to create a text annotation.

2. Utilize cloud storage: Save your annotated PDFs to cloud storage services like Dropbox or Google Drive to access and collaborate on them from different devices.

3. Explore OCR capabilities: Some PDF annotation software, like PDFelement, offer Optical Character Recognition (OCR) features that can convert scanned PDFs into searchable and editable text.

5 FAQs about PDF Annotation

Q1: Can I annotate PDFs on Mac without downloading additional software?

A: Yes, Mac provides a default PDF viewer called Preview that allows basic annotation functionalities. However, more advanced annotation features may require dedicated PDF annotation software.

Q2: Can I annotate PDFs on Mac using a touchscreen monitor?

A: Yes, if your Mac is equipped with a touchscreen monitor or if you are using an iPad with Apple Pencil support, you can use touchscreen gestures or stylus inputs to annotate PDFs.

Q3: How can I share my annotated PDFs with others who don’t have PDF annotation software?

A: You can save your annotated PDF as a flattened file, which means all the annotations will become part of the document and can be viewed by anyone without requiring PDF annotation software.

Q4: Can I undo or delete annotations I made on a PDF?

A: Yes, most PDF annotation tools allow you to undo or delete annotations. You can typically find these options in the toolbar or by right-clicking on the annotation.

Q5: Can I convert my annotated PDF into other formats?

A: Yes, many PDF annotation software offer conversion capabilities, allowing you to convert your annotated PDF into various formats like Word, Excel, or image files.

In Conclusion

Annotating PDFs on Mac can significantly improve your workflow and enhance collaboration and communication. Whether you choose to use the default Preview app, dedicated PDF annotation software like PDFelement, or alternative methods, the ability to add notes, comments, and highlights to PDFs can make studying, reviewing, and collaborating on documents much more efficient. Explore different methods, try out different tools, and find the one that best fits your needs and preferences. Happy annotating!

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