Mark up PDFs
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Use the markup toolbar in Preview to add text and comments, sign documents, highlight text, and more. To show the markup toolbar, click the Show Markup Toolbar button at the top of the window, or choose View > Show Markup Toolbar.
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Add text
In most PDFs, you can simply click a text field, then type to enter text in the field.
If you can't add text to a field, use a text box instead:
- Click the Text button in the markup toolbar, or choose Tools > Annotate > Text.
- To show font, size, and color options for text in a text box, click the Text Style button in the markup toolbar.
- To move the text box, just drag it.
Highlight text
To turn highlight mode on or off, click the Highlight button in the toolbar. When highlight mode is on, highlights appear when you select text.
- To change the highlight color or switch to strikethrough or underline, click next to the Hightlight button , then choose an option.
- To remove a highlight, Control-click the text, then choose Remove Highlight.
Add notes
To add a note, click the Note button in the markup toolbar, or choose Tools > Annotate > Note.
- To close the note, click outside the note box. You can move notes anywhere on the document.
- To open a note, click the note box.
- To see all notes and highlights, choose View > Highlights and Notes.
Add your signature
- Click the Sign button in the markup toolbar, or choose Tools > Annotate > Signature.
- Click Create Signature, then choose whether to use your trackpad, built-in camera, or iOS device to create a signature:
- Click Trackpad, then use your trackpad to sign your name with your finger. If you have a Force Touch trackpad, you can press harder on the trackpad to sign with a darker line. After you sign your name, press any key on the keyboard.
- Click Camera, then sign your name on white paper and hold it up to the camera. Your Mac will automatically scan the signature and show it in the Camera window.
- Click iPhone (or iPad or iPod touch), then sign your name on your device's screen when prompted. Learn more about using iPad, iPhone, or iPod touch to sketch in or mark up documents.
- Click Done.
- Choose your signature to add it to the document. You can move and resize it anywhere on the document.
Edit images
- Crop: Drag to select the crop area, then choose Tools > Crop.
- Rotate: Choose Tools > Rotate Left or Rotate Right.
- Adjust color: Choose Tools > Adjust Color, then drag a slider to make an adjustment.
- Adjust size: Choose Tools > Adjust Size, enter the desired dimensions, then click OK.
- Get quick access to edit controls: Click the Show Markup Toolbar button at the top of the window.
Share and export
- To share your file, click the Share button , or choose File > Share. Then choose an option.
- To save your document or image in a different format, choose File > Export, choose a format, then click Save.
Learn more
Finding the file you're looking for can often be a drag. (Pun intended). Have you ever had a bunch of picture/audio/video/Word/Pages/etc files and you're not sure which is the one you're looking for? Wouldn't it be convenient if you could peek inside a file without opening it in the respective application? Mac OS X makes it simple to quickly preview files direct from the Desktop or any Finder window using Quick Look.
This works with a surprising number of different file types. I often use Quick Look to peek inside Word, Powerpoint and Excel documents even though I don't own Microsoft Office. The same goes for PDF's and audio and video files. Once you've found the file you're looking for then it's easy to open it if you wish, or perhaps there's no need.
Either way, these Quick Look quick tips are essential to help you get the most out of this wonderful feature in Mac OS X.
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01 - Sneak Peek
Activating Quick Look couldn't be easier than this. Simply select a file in the Finder and hit the Space Bar.
A window containing a preview of the file (a graphic in my example below) pops up. To close the Quick Look window either hit Space Bar again or click on the cross 'X' in the top left corner.
You can also select the file and choose File > Quick Look *name of file* or right-click on the file in the Finder and choose Quick Look *name of file*.
Additionally, if you want to preview a file within a Finder window you can choose the Quick Look icon (the eye) in the Finder window's Tool bar.
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02 - Navigating with Quick Look
I often use Quick Look by opening a Finder window containing the files I wish to preview and then hit Space Bar. With the Quick Look window open, I use the arrow keys on my keyboard to select a different file. The Quick Look window updates automatically to show a preview of the currently selected file.
Two further options are available in the Quick Look display. The Full-screen mode (two diagonal arrows) will make enter Full-screen mode which is perfect for displays or presentations. You can exit Full-screen mode by either pressing the Escape key or clicking on the Exit Full Screen Mode icon.
The Camera icon will appear if you're using Quick Look on image files. It will add the selected file to your iPhoto Library.
When previewing an audio or video file you'll notice that the Quick Look window looks very much like a QuickTime X window. You can play, pause, mute and scrub along the time line all within Quick Look!
Some multi-page document files, like Keynote presentations, PDF's, Word files, etc will also allow you to scroll through the entire document, or select a page/slide... and all from within Quick Look!
03 - Zooming
This is a little-known tip and one of my favourites. This is useful when previewing image files. Select the file, hit Space Bar and then hold down the Option key and scroll with your mouse to zoom in to the image within the window.
Notice how the mouse cursor turns into a magnifying glass when zooming.
Once you're zoomed in and have released the Option key, the cursor turns into a scroll icon. You can drag within the image to scroll or use the scroll wheel/trackpad to scroll too.
Additionally, your Track Pad's pinch to zoom gestures will work with Quick Look to enter and exit full screen mode respectively.
04 - Multiple Files
Previewing file by file can still take a lot of mouse clicks or key presses to find what you want. An easier way is to select multiple files and then hit Space Bar. There are some extra options at the bottom of the preview window.
The left and right arrows will preview the previous and next selected file respectively. You can also use the arrow keys on your keyboard.
There is a play button to allow you to sit back and watch a slide show of your selected items.
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Finally, the icon with four panes will create a contact sheet view of all the selected files, which enables you to visually preview all the selected images, documents, video or audio files and choose one if you wish to.
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05 - Immediate Slide Show
After selecting multiple files to Quick Look, it's easy to view them in a slide show as we have seen above. No need to open iPhoto or even Preview to do this. But it gets even easier if you are a keyboard shortcut lover.
After you've selected the files, let's say image files, hold down the Option key and hit Space Bar or use one of the aforementioned methods for activating Quick Look. A slide show will begin playing in full screen mode immediately. A great way to effortlessly present photos at a family gathering or even quickly generate a slide show of important info during a business or college presentation!
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Want to learn more? Check out these tutorials to become a power Mac OS X user.