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Annotating a PDF document

You can add comments, electronically sign documents, draw free style, and strike out, underline or highlight text when you open a PDF document in your Syncplicity app. The ability to annotate a PDF document is supported in each Syncplicity edition.

When you complete your annotations, you can save the file with your changes or save as a new PDF file.

When you open a PDF document, the top of the screen has a toolbar. The toolbar contains (left-to-right):

  • Close/Save arrow icon
  • File name
  • Edit (highlighted below in white)
  • Search
  • Annotations menu
  • Bookmark (bookmarks the currently open page)
  • Menu

Tap the edit icon to open the edit toolbar.

To view all the annotations, tap  in the top toolbar then tap Annotations. In the Annotations screen, you can review, edit or delete the annotations.

TIP: If the toolbar hides any text, tap then drag  the toolbar to the other side of the page.

NOTE: You can use the Open in feature of other apps to open PDF documents in the Syncplicity app, and then annotate and save them.

NOTE: You cannot annotate PDF files in read-only folders. Also, you cannot use the Syncplicity app to annotate any old versions of PDF files that cannot be annotated by Acrobat Pro.

Signing a document

A common reason to annotate a PDF is to sign a document, such as a contract. After reading the document, you may want to strike-out specific text, add notes then sign. Here’s an example of how to do that:

  1. Open the document.
  2. Tap the edit icon () to edit it.
  3. To annotate text, tap and hold the text markup icon to open the menu. 

    You can choose to highlight, underline or strike-through text.
  4. Highlight the text you wish to annotate.
  5. To add a comment, tap the highlighted text then tap Comment in the menu. Enter your note.
  6. To sign, tap the free-hand tool () and sign.

The following sections have the details on how to do each of those steps.

Adding comments

There are two methods you can use to enter a comment:

  • Tap the comment box icon () so that it is highlighted then tap in the document where you want to add your comment. The Comment screen opens and you can enter your text. Tap Edit in the Comment box to select the graphic that will mark the location of the comment, and the background color of the comment box. Tap anywhere outside the comment box to save your comments. If you wish to delete your comment later, tap and hold on the icon momentarily. A menu pops up. From there, tap the delete icon.
  • Tap and hold the annotated text icon to open the menu as shown below. The first icon in the menu (on the left) allows you to tap anywhere in the document and enter text at that location. The other icon inserts a pointer and balloon text at whatever location you tap.

Underlining and striking out text

To underline or strike out text, perform the following.

  1. Tap the text markup icon () so that it turns white.
  2. Use your finger to highlight the text.
  3. Tap the highlighted text. This brings up another menu:
  4. Tap Type. This brings up a menu with two icons, one for underline and one for strike-through.
  5. Choose the desired icon. The highlighted text is now underlined or has a strike-through line.

Alternately, you can highlight the text, tap Style, tap Type, then tap the underline or strike-through icon.

NOTE: The Color option allows you to change the color of the highlight. The Opacity option allows you to change the opaqueness of the text.

Marking up the document free-hand

Tap the free-hand tool () and mark up the document as you please. You can underline, strike-out, and even add your signature. To change the color of the tool, tap the color dot () in the toolbar when the free-hand tool is highlighted.

Saving your changes

When done with your annotations, you can save and close the file by tapping the Close/Save icon on the main menu.

Alternatively, you can save your changes as a new PDF file by tapping the menu as shown below and selecting Save As.

Tapping Save As opens the upload screen where you can select the destination folder for the PDF file. For detailed information about the upload screen, see Uploading files.

NOTE: If you are annotating a PDF file in a network share or SharePoint account, you can use the Save As feature to save the file as a new file to a folder in your Syncplicity account. However, you cannot use Save As to save a file in a Syncplicity folder to a network share or SharePoint site. Also, you cannot save files from network shares to SharePoint sites, or SharePoint sites to network shares.

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