1. Communicating on the Job Site : Annotated PDFs Joanna Gillette, Account Manager, Allen Press Tracy Candelaria, Managing Editor, Allen Press

2. Essential Equipment Adobe Professional Version 7 or 8 You can’t annotate PDFs using the free Adobe Reader software. Not a free program: It costs about $450 retail (or about $150 new/used online). Works on Macs as well as PCs.

3. PDF: Portable Document Format PDFs preserve the visual appearance of a document, including layout, fonts, and graphics Annotating a PDF allows you to make comments directly on the electronic file

4. Advantages Clean and clear notations Easy to access files Easy to search text Reduce courier costs and time lag Quickly view corrections and check them off

5. Hard copy proofs marked by hand

6. Annotated PDFs

7. Storing hard copy proofs

8. Storing PDFs

9. Searching hard copy proofs

10. Searching a PDF

11. Mailing hard copy proofs (6 pounds, Denver to Lawrence) USPS Priority Mail (2−3 days): $9.80 FedEx 2 Day: $22.93 FedEx Standard Overnight: $59.72

12. Sending files by FTP (or other electronic methods) Cost: Free Time: Instantaneous

13. Reviewing corrections in a PDF

14. The Five Main Tools

15. Note Tool Replace Selected Text Tool Insert Text Tool Delete Text Tool Highlight Selected Text Tool

16. Note Tool Digital “sticky note” Use for general comments Good for author/editor queries

17. Replace Selected Text Tool Use to replace text Correct a misspelled word An efficient tool: Delete and insert with one step

18. Insert Text Tool Use to insert new text Single word, a line of text, or an entire paragraph

19. Delete Text Tool Use to delete text Pop-up Box can be generated to add notes.

20. Highlight Text Tool Use to make changes that can’t be handled by simply replacing the text Examples include:  Font change  Loose line  Bad line break

21. Safety Hazards: What NOT to do Change the actual text Edit comments from authors or other editorial staff Edit query files from Allen Press Use third-party PDF programs

22. The Appraisal: Viewing Options

23. Viewing on screen: Annotated text Reveal changes one at a time Reveal all changes at once List of changes

24. Annotated text after completion:

25. Hold the cursor over annotated text to display the comment from the Pop-up Box.

26. Click on the annotation to open the Pop-up Box.

27. “Show Comments List”: Displays in a docked window below the main document window

28. Try Your Hand Questions Comments Tips & Tricks Give it a Try

29. FAQs What if I need to add a page? Can I attach new figures or files? What’s the best way to assign errors (aa, ed, pe)? How do I account for standing pages? Is there an easier way to add an author’s comments to my master set? How does my Account Manager want me to send in my comments?

30. Links & Resources Following the seminar, this presentation will be posted to edseminar.allenpress.comedseminar.allenpress.com Ask your Account Manager or Managing Editor for a copy of “Annotating PDFs for Editors and Authors: Best Practices and Instructions for Use”“Annotating PDFs for Editors and Authors: Best Practices and Instructions for Use”