How to annotate a PDF for team reviews

PDFs are still one of the most common file formats used for reviews, approvals, and collaboration. Whether you’re reviewing a design, correcting copy, or approving packaging artwork, knowing how to annotate a PDF efficiently can save time and prevent costly mistakes.

In this guide, we’ll cover:

• How to annotate a PDF using common tools

• How to markup a PDF and add comments

• Best practices for collaborative PDF reviews

• Why packaging teams need more than basic PDF annotation tools

What Does It Mean to Annotate a PDF?

To annotate a PDF means adding information on top of the document without changing the original content. Annotations typically include:

• Comments or sticky notes

• Highlights and underlines

• Drawing or markup tools

• Text corrections or suggestions

Teams use PDF annotation to give feedback, request changes, and document decisions.

How to Annotate a PDF Using Common Tools

1. Adobe Acrobat Reader

Adobe Acrobat Reader is one of the most widely used tools to comment on a PDF.

You can:

• Highlight text

• Add comments and sticky notes

• Draw shapes or arrows

• Save and share the annotated file

This works well for individual reviews, but managing feedback from multiple reviewers can become difficult.

2. Web Browsers (Chrome, Edge)

Modern browsers let you quickly markup a PDF without installing extra software.

You can:

• Highlight text

• Add simple drawings

• Save a new version of the PDF

This option is fast and convenient, but annotations are often limited and easy to lose across versions.

3. Mobile Devices (iOS & Android)

Phones and tablets allow basic PDF annotation through built-in markup tools or apps like Adobe Acrobat or Xodo.

These are useful for quick reviews, but not ideal for structured team collaboration or approvals.

How to Comment on a PDF as a Team (Best Practices)

When multiple people are involved, PDF annotation can quickly become messy. To avoid confusion:

• Always identify who left each comment

• Avoid sending multiple annotated versions by email

• Keep feedback consolidated in one place

• Track changes and decisions over time

Without a centralized system, teams often lose comments, overwrite changes, or approve the wrong version.

Why Packaging Teams Have Unique PDF Annotation Needs

For packaging teams, annotating PDFs is not just about comments — it’s about control, traceability, and compliance.

Packaging teams often need to:

• Mark up artwork PDFs for regulatory, legal, and brand checks

• Keep a full history of changes and approvals

• Know exactly who approved what — and when

• Avoid using outdated or incorrect artwork

Relying on basic tools or email-based feedback creates risks, especially when packaging errors can lead to recalls or reprints.

Beyond PDF Annotation: Approval Software for Packaging Teams

This is where approval software like Cway software makes a real difference.

Instead of manually trying to manage annotated PDFs, packaging teams can:

• Annotate and comment directly on artwork files

• Keep all feedback, versions, and approvals in one place

• Maintain a clear audit trail of changes

• Collaborate across teams without long email threads

Cway software is designed specifically for artwork workflows, helping packaging teams move faster while staying compliant and in control.

Final Thoughts

Learning how to annotate a PDF is essential for any team working with documents. But as collaboration becomes more complex — especially in packaging and artwork management — basic tools are no longer enough.

If your team needs to markup PDFs, comment on artwork, and keep a full history of changes and approvals, a dedicated approval solution like Cway software can help you work smarter and reduce risk.