In daily work and study, PDF documents have become one of the most commonly used electronic file formats. Whether it’s contracts, papers, reports, design drafts, or product manuals, PDF files are widely used due to their fixed format, cross-platform compatibility, and ease of sharing . However, simply reading PDF content is often not enough: we often need to annotate, comment, markup, or provide revisions .

To address this need, WPS PDF provides a powerful Add Text Comment feature. With this feature, users can directly enter text annotations on PDFs to record opinions, suggest revisions, and highlight key points. Comments can even be shared among multiple people for efficient communication and management.

Why do you need to add text annotations to PDF?

Adding text annotations is not just for « writing comments », it has many practical uses in work, study and collaboration:

1. Review and proofread documents
   During the review process of contracts, papers, or reports, text annotations can be used to mark errors and provide revision suggestions, making document revisions more efficient.
2. Facilitate team collaboration
   When multiple people are working on the same PDF file at the same time, they can communicate their ideas directly in the document through text annotations, reducing email back and forth and duplication of work.
3. Emphasizing key points and
   adding annotations to important paragraphs or data can help readers quickly grasp the core information and improve learning and reading efficiency.
4. Take personal notes
   When reading e-books, scientific papers, or textbooks, text annotations can be used as personal study notes for subsequent review.
5. Improve work efficiency
   . Compared with traditional printing and handwritten annotations, electronic text annotations are not only clear and neat, but can also be quickly modified, deleted or shared, greatly improving document management efficiency.

Steps to add text annotations to WPS PDF

The following uses a sample PDF file as an example to explain in detail how to add text annotations in WPS电脑版 PDF.

Method 1: Add text annotations through the toolbar

1. Open PDF File
   Open the document that needs annotation in WPS PDF, such as a meeting report or research paper.
2. Enter the editing mode.
   Click Tools at the top of the interface and select Edit to enter the editing state.
3. Use Add Text Comment.
   In the editing interface, find the Add Text Comment function button. After clicking it, you can click anywhere in the document and a text box will appear. Enter the required comment content.
4. Adjust text annotation properties
   • Font size : Adjust the size of the annotation text as needed to make it clear and visible.
   • Font color : You can use different colors to distinguish different types of comments, such as red for modification suggestions and blue for personal notes.
5. After you finish entering the annotation
   , click a blank space in the document or the Save button to save the annotation.

Method 2: Add text annotations through the Notes window

In addition to toolbar operations, WPS PDF also provides a comment window , allowing users to quickly manage and add annotations.

1. To open the annotation window, find the Annotation or Comments
   panel in the toolbar .
2. To add a text comment ,
   click Add Text Comment and enter the content in the text box that pops up.
3. Centralized management of annotations:
   All text annotations will be displayed in the annotation window, and users can view, edit or delete annotations in a unified manner, which facilitates the management of large documents.

Modify and manage text comments

Adding annotations is just the first step. WPS PDF also allows users to perform various operations on text annotations, making annotations more flexible and professional:

1. Modify the annotation content
   Double-click the text annotation to enter the editing mode, modify the content or add explanations.
2. Adjust color and size
   Click on the comment box and select the color and font size to distinguish different types of comments or emphasize important content.
3. Move the comment position
   Drag the comment box to change the comment position to avoid blocking document content or adapt to typesetting requirements.
4. Delete comments
   Comments that are no longer needed can be deleted directly to keep the document tidy.
5. For documents with a large number of annotations
   , the annotation window supports one-time deletion or batch modification, making management more efficient.

Sharing and exporting annotations

WPS PDF also provides annotation sharing, allowing you to easily convey your opinions and marks to others:

1. The Share As function
   allows users to export annotations in various formats, such as:
   • Long Image : Export the page with annotations as a long image for easy sharing on social platforms such as WeChat and QQ.
   • Text : Export the annotation content as a text file for easy archiving or emailing.
2. Multi-channel sharing
   Exported comments can be shared via email, social platforms, or team collaboration software to ensure that opinions are quickly conveyed to relevant personnel.
3. Team collaboration advantage:
   When multiple people edit a PDF at the same time, exporting annotations can be used as a reference for discussion, avoiding repeated viewing and missing annotations.

Practical application scenarios

1. Corporate Office

• Add comments and propose amendments when reviewing contract terms.
• Mark key data in meeting reports to remind colleagues.
• Annotate training materials or manuals for easy distribution and review.

2. Academic research

• Annotate papers or research reports, and record data interpretations or lab notes.
• Add comments to shared team documents to facilitate academic discussions.
• Mark references or citation information to facilitate later organization.

3. Education and training

• Teachers annotate electronic teaching materials and mark key knowledge points for students.
• Students add personal notes as they read the material, making it easier to review and summarize.
• The annotation content can be exported as text, which is convenient for printing or sharing with classmates.

4. Daily use

• Add reading notes to eBooks or guides.
• Mark important information in travel guides or shopping guides.
• Share annotations with family or friends for easy communication and reminders.

Advanced usage tips

1. Multi-color annotation differentiation
   Use different colors to distinguish different types of annotations, such as red for problem reminders, blue for personal notes, and green for modification suggestions.
2. By combining the highlight function
   with text highlighting and annotation, you can clearly mark key paragraphs and improve reading efficiency.
3. 
   
   WPS PDF supports shortcut keys to quickly add annotations, saving operation time .
4. Use the annotation
   window to manage a large number of annotations and filter them by page number, color or type to improve document management efficiency.

Advantages of WPS PDF

Compared with traditional handwritten annotations or printed paper documents, WPS PDF text annotations have significant advantages:

• No need to print, environmentally friendly and efficient
• Can be modified or deleted at any time to keep the document tidy
• Supports multi-platform operation , can be used on PC, Mac, and mobile terminals
• Support batch management and export to facilitate team collaboration
• High-quality display , clear and neat text without affecting the document content

Precautions

1. Make sure the version supports
   text annotation. The function can be used in the latest version of WPS PDF. It is recommended to keep the software updated.
2. Save backup
   Before adding or modifying a large number of annotations, it is recommended to save a backup of the original file to prevent information loss due to incorrect operation.
3. 
   
   When collaborating with multiple people , it is recommended to unify the annotation colors and marking rules to ensure smooth communication.

Help users manage documents efficiently and improve work efficiency

WPS办公 PDF’s Add Text Comment feature is a powerful tool for improving PDF reading, reviewing, and collaboration efficiency. With text annotations, users can record opinions, make suggestions, and highlight key points directly within the PDF. Text annotations can be adjusted for color and font size, and can be exported as long images or text via the Share function for multi-channel sharing.

Whether in corporate office work, academic research, education and training, or everyday reading, this feature can help users efficiently manage documents and improve work efficiency. Mastering the WPS PDF text annotation function will make you more relaxed, efficient, and professional when working with PDF files.

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