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Files extension

The red circle on the drawing, without printing it

The contract draft to review, the drawing with the error to mark, the quote to stamp “Approved”: open the PDF in Files and draw on it — pen, highlighter, text, arrows, shapes, stamps, notes. Then save: on the original, as a new version, or on a copy.

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On top of the text, not inside it

Annotation draws a layer on top of the page: the PDF’s text does not change. That is the difference from “Edit PDF”, which rewrites the text with OnlyOffice — and indeed an already annotated PDF does not open in the text editor, because rewriting its lines would shift signatures and stamps. Annotations are saved into the PDF itself, so anyone opening it sees them, with Files or another reader. Saving on the original creates a version and lets several people annotate in turn; saving on a copy leaves the original intact.

How it works

  1. Open for annotation

    “Annotate PDF” from the file menu. The tools are in the bar: pen, highlighter, text, shapes, arrows, stamps, notes.

  2. Mark what is needed

    Circle the wrong spot, highlight the clause, write “review” in the margin, add the “Draft” stamp.

  3. Save: original or copy

    On the original, as a new version — so your colleague annotates after you — or on a copy, if the original must stay clean.

The PDF is marked on screen, and stays marked for everyone.

What you can do

  • Complete tools

    Free-hand pen, highlighter, text boxes, rectangles and circles, arrows, stamps, pop-up notes.

  • Saved in the PDF

    Annotations are PDF standard: even those opening the file outside Files see them.

  • Version or copy

    Two ways to save, declared beforehand: “Save on the original file — allows collaborative editing” or “Create a copy”.

  • Lock while working

    While you annotate, the file is yours: nobody overwrites it. On closing the lock falls.

Frequently asked questions

How is it different from Edit PDF?

Annotation draws on top: the text does not change. Edit PDF rewrites the text, adds and removes pages. For a review you need the first; to fix a sentence, the second.

Can I remove an annotation later?

Yes, by reopening for annotation and deleting it; saving creates another version. And the version without annotations stays in the history.

Is a permission needed?

“Can annotate PDFs” in the access level. Whoever lacks it sees the PDF in preview, annotations included.

The other Files features

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