Easily Create & Annotate PDF Documents

The Prevalence and Characteristics of PDF Documents

In today’s digital landscape, the Portable Document Format, or PDF, stands as one of the most frequently utilized document types. Its widespread adoption stems from its ability to maintain document consistency across various platforms. Essentially, publishing a document as a PDF mirrors the process of printing it on paper.

Consequently, the document’s visual presentation remains unchanged regardless of the viewing device or software. This characteristic makes PDF a favored format for electronic publications, such as e-books, where preserving the intended layout is crucial.

However, this inherent “uneditable” quality also presents a drawback when contrasted with more flexible formats like txt, rtf, and doc. While creating PDFs with fillable forms is achievable – examples can be found on Adobe’s website – the process typically necessitates specialized, and often costly, PDF software, limiting accessibility for many users.

Leveraging Native Mac Tools for PDF Creation and Annotation

Is acquiring expensive PDF tools truly necessary simply to generate interactive documents? For Mac users, more accessible solutions exist. Mac operating systems incorporate native functionalities that facilitate both the creation and annotation of PDF documents with ease.

Creating PDF Documents on a Mac

The process of creating a PDF is straightforward. Upon transitioning to the Mac environment, many users search for dedicated applications, unaware that this capability is already integrated into the system.

To generate a PDF, simply utilize the "File > Print" menu option or the "Command + P" keyboard shortcut.

Instead of selecting the "Print" button, choose the "PDF" button and then the "Save as PDF" option.

The subsequent save window is intuitive, allowing you to specify the file name and desired save location.

An additional security feature is also available. Clicking the "Security Options" button reveals a new window where you can establish passwords for opening the document, copying its content, and printing it. Simply check the corresponding boxes and enter your preferred passwords.

Once all settings are configured, click "OK" and then "Save" to finalize the process.

Annotating PDF Documents with Preview

The default document viewer and PDF reader in macOS, Preview, features a frequently overlooked capability known as Annotate. This function empowers users to make minor modifications, including adding notes, to standard PDF documents. While comprehensive editing remains beyond its scope, the annotation feature allows for the completion of PDF forms.

Opening a PDF with Preview reveals the "Annotate" icon in the toolbar, also accessible via the "Tools > Annotate" menu.

Selecting this icon displays the Annotate bar at the window’s bottom.

A variety of annotation tools are at your disposal, including the ability to add:

• Arrow (Command + Control + A)
• Oval (Command + Control + O)
• Rectangle (Command + Control + R)
• Text (Command + Control + T)
• Note (Command + Control + N)
• and Link (Command + Control + L)

Furthermore, you can modify text using:

• Highlight (Command + Control + H)
• Strike through (Command + Control + S)
• and Underline (Command + Control + U)

After annotating, you can quickly view all annotations by opening the sidebar and selecting the annotation view.

Remember to save the document to preserve your annotations.

While these features may not be groundbreaking for frequent PDF creators, they offer a valuable resource for users discovering these tools for the first time.

Alternative PDF readers and editors to consider include FormulatePro and Skim.

Are PDFs a constant presence in your daily workflow? Do you routinely annotate documents? Share your experiences and perspectives in the comments below.