Using the Commenting Toolbar

All the property changes you make to the note pop-up windows are applicable for any comment tool that uses a note pop-up window. But a few comment tools don't have associated note pop-up windows such as the Callout tool, the Dimensioning tool, the Text Box tool, the Record Audio Comment tool, and the Attach a File as a Comment tool.

You have two groups of comment tools contained in separate toolbars at your disposal in Adobe Reader. A number of miscellaneous tools appear in the Commenting toolbar, and another set of tools designed for drawing objects on a page as comments is contained in the Drawing Markups tools.

The Commenting toolbar contains a number of tools designed for making comments on text; it also includes a few tools designed for other purposes such as adding highlights, strikeouts, underlines, and file attachments, and recording audio comments.

Using Text Editing and Highlight Tools

The tools used for marking up text all have associated note pop-up windows. Much like you mark up analog documents with highlights, strikethroughs, and underlines, you use these tools to mark up a document and add comment notes to those markings on text. Text marking tools are contained in two toolbars: the Text Edits toolbar and the Highlighting toolbar.

Text Edit tools are similar to tools used in word processing programs for making comments on documents. When you first look at the tools, you may wonder why tools for highlighting, strikethroughs, and underlining exist among the Text Edit tools when you have the same tools available among the highlighting tools. The distinction lies in what can be done with the markups in Adobe Acrobat Professional. You as an Adobe Reader user can mark up documents with the Text Edit tools and see no more than the comments and markups you make. Acrobat Professional users can take the comments a step further and export those comments back to a Microsoft Word document if the PDF was originally created in a Word document.

Using Text Edit tools

If you know the PDF author of the file you're marking up is an Acrobat Professional user who created the PDF in Microsoft Word, you might want to use the Text Edit tools for all your text commenting.

To use the Text Edit tools:

1.	Open a document with usage rights enabled for Adobe Reader.
2.	Click the Select tool in the Toolbar Well. NOTE Alternatively, you can click the Text Edits tool in the Commenting toolbar. The first time you click the tool, the Indicating Text Edits dialog opens. The dialog tells you how to mark text for insertion, deletion, and replacement. You can choose not to show the dialog the next time you click the Text Edits tool by checking the box for Don't show again. The next time you click the Text Edits tool, you can select text like you do with the Select tool.
3.	Open the pull-down menu beside the Text Edits tool. Notice that aside from the first and last menu commands, the menu items are grayed-out. You must first select text to make the remaining commands active.
4.	Select Indicate Text Edits Tool from the menu. The Indicating Text Edits dialog opens (Figure 11.22). Figure 11.22. Select Indicate Text Edits Tool to open the dialog.
5.	The Indicating Text Edits dialog offers you a quick help reference for working with text edits. Read the information shown for Insert Text, Delete Text, and Replace Text. Click OK after browsing the information.
6.	Drag across a word or line of text on the document page with the Select tool or the Text Edit tool.
7.	Open the Text Edits pull-down menu and select a command. In the example shown in Figure 11.23, Replace Selected Text is selected in the menu. Figure 11.23. Type text in the note pop-up pertaining to the type of edit you want to make.
8.	A note pop-up window appears. Type text in the note pop-up to replace text, highlight text, add a note, insert text at cursor, underline text, or cross out text. NOTE If you want to replace text or delete text you can avoid using the Text Edit menu commands. Highlight text to be replaced and start typing. Adobe Reader assumes you want to replace the highlighted text and opens a pop-up note window where the replacement text is added. Press the Delete/Backspace key, and Adobe Reader adds a strikethrough to the highlighted text indicating a text deletion.
9.	Practice adding Text Edits comments by using all the Text Edits menu options.
10.	Click the Save tool to update your edits.

NOTE

If you need more help with Text Edits than is provided in the Indicating Text Edits dialog box, select How To…Text Edits at the bottom of the Text Edits pull-down menu. The How To pane opens with help information about working with Text Edits.

Using the Highlight tools

The Highlighting toolbar contains three tools: the Highlighter tool, the Underline Text tool, and the Cross-Out Text tool. The Text Edits tools have equal counterparts in these tools. If you know your comments are not going back to a Microsoft Word document, you can use these tools to make comments similar to the way you would in a word processor. The advantage to using Highlighting tools instead of Text Edits tools is that you can open the Highlighting toolbar as a floating toolbar and drag it around the Document pane to access the tools much more easily than if you use menu commands. When you need to quickly highlight, underline, and strikeout text, use the floating toolbar. The downside to using the Highlighting tools is that any markups you make on a document can't be exported to Microsoft Word by a PDF author.

To use the Highlighting tools:

1.	Use the same document you were working with in the previous section.
2.	Open the Highlighting toolbar pull-down menu, and select Show Highlighting Toolbar. The toolbar opens as a floating toolbar in the Document pane.
3.	Select a tool in the Highlighting toolbar and drag across text on a page. When you release the mouse button, the text is highlighted, but the associated tool pop-up note is collapsed.
4.	Select the Hand tool and click the highlight. A pop-up note opens.
5.	Type text in the note window. Create two other comments using one or two of the other tools and type text in the note windows similar to those in Figure 11.24. Figure 11.24. Select text, and click a tool in the Highlighting toolbar. Add text to the note pop-up windows to explain the markup.
6.	Click the Save tool to save your edits.

Additional tools in the Commenting toolbar include the Stamp tool, the Attach a File as a Comment tool, and the Record Audio Comment tool. The Stamp tool is covered in Chapter 12, and the remaining tools are covered in Chapter 13.