Annotate PDFs in Zoho Notebook

Annotate PDFs in Zoho Notebook

Overview

Zoho Notebook allows you to annotate PDF documents without leaving the app. You can highlight text, add comments, insert text, draw on PDFs, add shapes, images, and watermarks, making it easier to review, edit, and organize documents directly within your notes.

PDF annotation is available for PDFs stored as File Cards as well as PDFs embedded inside Text Notes.

How to Annotate a PDF

  1. Open the File Card or Text Note containing the PDF. 
  2. Click the PDF to open it. 
  3. Select Edit(Pencil Icon) from the toolbar. 
  4. Use the available annotation tools to make your changes. 
  5. Click Done, or simply close the viewer. Your changes are saved automatically.



PDF Annotation Tools

Zoho Notebook provides a comprehensive set of PDF annotation and editing tools to help you review, modify, and organize PDF documents. The available tools may vary slightly depending on the platform you're using.

Markup Tools

Use these tools to review and annotate document content.

  • Highlight – Highlight important text for quick reference. 
  • Draw – Freehand draw, underline, circle, or sketch directly on the PDF. 
  • Erase – Remove drawings or contents in the PDF. 
  • Cross & Check Symbols – Quickly mark content with check marks or crosses for reviews, approvals, or evaluations.

Text & Editing Tools

Modify or add information to your PDF.

  • Text Box – Insert text anywhere in the document. 
  • Date Field – Insert the current date wherever required. 
  • Fillable Fields – Add editable fields such as: 
  • Date 
  • Phone Number 
  • Email Address 
  • Currency 
  • Custom Text Fields 

Review & Navigation Tools

Improve document readability and navigation.

  • Shapes – Add rectangles, circles, arrows, lines, and other shapes to emphasize content. 
  • Links – Insert hyperlinks to websites or other resources. 
  • Scale Tool – Measure distances or dimensions within supported PDF documents.

Forms & Signature Tools

Prepare documents for signing or completing forms.

  • Signature Field – Add a placeholder where a signature is required. 
  • Initial Field – Insert fields for initials. 
  • Signer Information Fields – Add fields such as signer name, company, title, and date. 
  • Checkboxes – Add checkboxes for forms and questionnaires.

Media & Identification Tools

Enhance documents with additional visual information.

  • Images – Insert logos, photos, or signatures. 
  • Barcode – Add barcodes to documents where needed. 
  • QR Code – Generate and insert QR codes for quick access to websites or information. 
  • Watermark – Apply text or image watermarks such as Draft, Approved, or Confidential.

Note

The PDF annotation tools available may vary depending on your device and operating system. Some advanced editing features are currently supported only on specific platforms. For the best experience and access to the latest annotation capabilities, make sure you're using the latest version of the Zoho Notebook app on your device.

Supported PDFs

You can annotate PDFs that are stored as:

  • File Cards 
  • PDFs embedded within Text Notes 

Things to Know

  • PDF annotations are saved automatically. 
  • You can edit PDFs without downloading them to another application. 
  • Annotation tools may vary slightly depending on your platform and app version. 
  • Both File Cards and embedded PDFs support annotation.

Availability

PDF Annotation is currently supported on the following platforms:

  • Android 
  • iPhone & iPad (iOS/iPadOS) 
  • Web App 
  • Windows 
  • macOS 
  • Linux 

This feature is available with the following Zoho Notebook plans:

  • Notebook Pro 
  • Notebook Pro Plus
  • Notebook Business 

NotesNote: To access the latest PDF annotation features and improvements, ensure that you're using the latest version of the Zoho Notebook app on your device. Keeping your app updated provides the best compatibility and performance across all supported platforms.

Frequently Asked Questions (FAQ)

1. Can I annotate PDFs directly in Zoho Notebook?
Yes. You can open and annotate PDFs directly within Zoho Notebook without using another application.

2. Are my PDF annotations saved automatically?
Yes. Your annotations are saved automatically when you make changes to the PDF.

3. Why are some PDF annotation tools not available on my device?
Some annotation tools are platform-specific and may not be available on every device. Make sure you're using the latest version of Zoho Notebook to access the latest supported features.

4. On which platforms is PDF annotation available?
PDF annotation is available on Android, iPhone and iPad, Web, Windows, macOS, and Linux.

5. Which Notebook plans support PDF annotation?
PDF annotation is available with Notebook Pro, Notebook Pro Plus, and Notebook Business plans.

Need Further Assistance?

If you're experiencing issues while annotating PDFs, contact our support team at support@zohonotebook.com, and we'll be happy to help.