From Redlining to Commenting: Best Practices for PDF Collaboration

Collaboration is at the heart of many projects, and PDFs are the go-to format for sharing documents. Whether you’re giving feedback, reviewing a report, or marking up edits, being able to highlight and comment on PDFs makes the process smooth. And with the right tools, it’s easy to do.

How to Highlight and Comment on PDFs

1. Import your PDF into our PDF Annotator.
2. Select the tool you want to use.
3. Highlight text, underline mistakes, or add comments.
4. Click on “Finish” once you’re done.
5. Download your annotated PDF—that’s it!

Pro tip: Don’t go overboard. Too many highlights or vague comments can be confusing. Aim for balance and clarity to make your feedback impactful and stick to one color when highlighting or marking text.

Redlining a PDF

Redlining is a fancy way of saying you’re marking changes or suggested edits directly on the file. It’s a more visual way to show what needs to be changed or corrected.

Using Smallpdf, you can redline a PDF by importing it to the PDF Annotator and striking through text, underlining key points, or adding notes for changes. What makes Smallpdf great is its simplicity, browser-based interface, and that you can use it without registering or paying a cent. Unlike some software, there’s no need for lengthy installs or endless updates—just hop online and get to work.

Redlining is ideal for anything from reviewing contracts to refining presentations. It’s a simple but powerful way to collaborate and keep everyone on the same page. Despite the name, you can use any color when redlining a PDF, as long as it stands out and isn’t the same color as the text.

Deleting Comments and Edits

Sometimes, a PDF gets too crowded with comments and marks. Cleaning it up is as easy as clicking on individual comments to select them, then clicking on the trashcan icon. If the document needs a complete refresh, click on the “Start over” button. Because Smallpdf creates a copy of your original file when you upload it, you never have to worry about losing it or starting with a clean document.

Add Comments to a PDF on Mac Using Preview

Mac users can annotate PDFs easily with Preview, a built-in app. Open your file, activate the markup toolbar, and start adding highlights and comments. While Preview is great for quick tasks, it can feel a bit limited when dealing with larger projects or more complex collaborations. Plus, you have to remember to save an unaltered copy of your document before you get started.

Annotate PDFs Using Microsoft Edge

Windows users can use the Edge browser or Chrome to add annotations. The built-in PDF reader includes tools for highlights and comments that are perfect for quick edits. Just open your PDF in Edge or Chrome, select the annotation options, and you’re set. Like using Preview on macOS, you must save a copy of your document before you get started.

Best Practices for PDF Collaboration

When adding comments, use consistent labels or themes, like “design,” “content,” or “questions.” This keeps feedback organized and easy to follow. Clarity and precision are key—no one likes deciphering cryptic notes.

While redlining is incredibly useful, it can sometimes get overwhelming. Keep the process simple by focusing on key changes and avoiding unnecessary markups. Common mistakes include vague comments or conflicting feedback. Always double-check your annotations for consistency.

Common Questions About PDF Collaboration

How do you track comments on a PDF?

If you are going to be sharing your PDF with colleagues to also comment on, you must have a system for tracking comments. You could have each person comment in a different color, but this can become messy. Instead, you might have them end each comment with their initials.

How to view comments on a PDF in Chrome?

Open the file using your favorite PDF reader. For editing or adding new ones, use our own PDF Reader, which allows for quick annotations without switching apps. The Chrome viewer works best for reviewing feedback quickly, especially when you’re in a pinch or don’t have an internet connection.

How to track changes in PDF?

Redlining is the best way to mark changes visually, with strikethroughs, highlights, and comments. But unlike Microsoft Word, there is no easy way to track actual changes on a PDF document. Rather have everyone add comments and redline necessary changes, with only one person responsible for actually making the changes.

What is redlining a PDF?

It’s a method of marking edits or changes directly on the document, commonly used in reviews. Redlining highlights exactly what’s been changed or needs to change, saving time and reducing the chance of miscommunication. It’s especially useful for contracts, proposals, or any document where precise edits are crucial.

Why is it painful to redline a PDF?

Without the right tools, it can feel clunky or disorganized. Some editors lack user-friendly interfaces, which can make redlining a time-consuming task. Smallpdf streamlines the process with intuitive features that take the frustration out of redlining and commenting on a PDF. Having the right platform makes all the difference, transforming a tedious chore into a smooth workflow.