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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”