Words for marking up a PDF proof
Annotating a PDF here means pinning numbered comments onto the pages of a proof, a proposal or a brochure, so “page 5, pin 2: use the new phone number” tells the designer exactly where to look without printing anything.
PDF review has its own small vocabulary. These are the words this tool uses.
- Proof
- A PDF of the work sent for checking before it is printed or published. Proofs are where most late changes are caught.
- Page pin
- A numbered blue marker on one spot of one page. Numbers restart on every page, so “page 3, pin 1” always points to one place.
- Comment
- The note tied to a pin: what is wrong and what it should be. Keep one change per comment so each can be ticked off on its own.
- Pager
- The previous and next buttons plus the page thumbnails. Pins stay on their own page when you move around the document.
- Page export
- A PNG of the page you are looking at, with its pins drawn in. Useful when the person fixing it does not have the PDF open.
- Notes list
- Every comment from every page as plain text, grouped by page, ready to paste into an email or a task list.
Sample documents and their notes
Made-up documents, not real projects. Each row shows how many pins a review left, how many pages they sit on, and the grouped text you would copy into a reply.
| Example document | Pins | Pages with pins | Copied notes |
|---|---|---|---|
| Brochure proof, 8 pages | 3 | 2 of 8 | Page 2 · 1. Logo needs more space · Page 5 · 1. Price list is out of date · 2. Use the new phone number |
| Proposal draft, 14 pages | 2 | 2 of 14 | Page 1 · 1. Client name is misspelled · Page 9 · 1. Add the second phase dates |
| Menu, 2 pages | 3 | 1 of 2 | Page 1 · 1. Move desserts to the back · 2. Bigger section titles · 3. Fix the euro sign |
| Annual report, 40 pages | 3 | 3 of 40 | Page 12 · 1. Chart colours do not match the key · Page 31 · 1. Caption is cut off · Page 38 · 1. Missing page number |
| Signed contract scan, 3 pages | 0 | 0 of 3 | Nothing to send: no pins |
What this PDF markup does not do
The PDF itself is not changed
Pins live on top of the page in your browser. The original file stays exactly as it was, so other PDF readers will not show these comments.
Comments disappear when you close the tab
Nothing is saved to an account or a server. Copy the notes and download the pages you need before you reload or leave the page, and keep both in the same email so the page numbers still make sense to whoever reads it later.
Some files will not open
Password-protected PDFs, broken exports and files over 100 MB are refused with a message. Save an unlocked or lighter copy and try again.
Rare fonts may look different
If a PDF uses a font it did not include, your device draws a close match instead. The layout stays the same, but letters can look slightly off.
One PNG per page
The download covers the page on screen only. For a long document, export the pages that have pins and send the notes list with them.
Questions about commenting on PDFs
Is my PDF uploaded?
No. Your browser opens the file and draws each page on your own device. The document never leaves your computer or phone, which matters for contracts and unreleased work.
How large a PDF can I open?
Up to 100 MB. Very long or image-heavy files take longer to open, especially on phones, so a lighter export of just the pages under review is often faster.
Can I add pins on more than one page?
Yes. Move between pages with the thumbnails or the arrows. Each page keeps its own pins, numbered from 1, and the thumbnail shows how many it has.
How do I send my comments to the designer?
Copy all notes and paste them into your message, then attach the PNG of each page that has pins. The page and pin numbers in the text match the pictures.
Can I highlight text or draw boxes?
Not here. This tool does one thing well: numbered pins with comments. A pin on the word plus a clear note is usually faster to act on than a highlight with no explanation.
Does it work with scanned documents?
Yes. A scanned page is just an image inside the PDF, so you can pin comments on it like any other page.
Can I review a PDF on my phone or tablet?
Yes. Pick the file from your downloads or files app and tap the page to pin a comment. Large documents open more slowly on phones, so send yourself just the pages that need review when you can.