Adobe PDF Commenting Instructions (Adobe Acrobat 7.0 Reader or

Primary Translator Language Validation Procedure and Requirements
KJI requires all translators to provide comments in an easy-to-read and organized format per the
instructions outlined below. All changes MUST be marked following the PDF Commenting Instructions or
using the MS Office Track Changes function. The document(s) you are reviewing have been translated,
checked, and submitted to KJI as “final files”. Comments and/or changes at this time should only pertain to
textual errors introduced by DTP and/or TM program conversions. There should not be changes to the
translation, (i.e. terminology/spelling/grammar) unless absolutely necessary at this time. This is
Language Validation Only, not Layout Validation. Please do not waste your time making comments
on layout. KJI has a separate process for this.
Adobe PDF Commenting Instructions (Adobe Acrobat 7.0 Reader or up)
Link to Download Adobe Reader 9.3
What if I only have Adobe Reader? Even if you only have Adobe Reader, your Sr. Project Manager/PM
will enable the commenting feature and you will see a new Comment & Review button in the toolbar and
have the full complement of markup tools. If you receive a PDF from your Sr. Project Manager/PM with
comments disabled, please notify him/her right away.
Please use the following commenting tools when reviewing a .pdf:
Text Edits Tools
Insert Text at Cursor
– used for inserting text and punctuation
Replace Selected Text
– used for replacing text (making changes to existing text) and inserting spaces
Cross Out Text for Deletion
– used when text needs to be removed from a document
– used for indicating format changes to existing text (i.e. make
Add Note to Highlighted Text
bold/italic/change font size, etc…) and any other text-specific changes that are not covered by the insert,
cross-out and replace text tools
Sticky Notes
Used for Global changes.
Drawn Objects
The rectangle/square tool should ONLY be used for scanned documents where text is not live (when you
cannot directly select the text).
Instructions for Using the Commenting Toolbar
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To turn on the Commenting Toolbar in Acrobat Reader:
1. Go to the “Comment” drop-down menu in the toolbar and select “Show Comment & Markup Toolbar”.
To turn on the Commenting Toolbar in Acrobat:
1. Go to the “Review & Comment” drop-down menu and select “Show Comment & Markup Toolbar”.
2. Select “Text Edits” on the Commenting toolbar. As long as this button is selected, you are able to insert
text directly into the document wherever the cursor is located.
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3. Make your comments.
A. Simply select the words/section to be changed and begin typing.
 To select text, move the cursor to the beginning of the text you want to mark up and drag:
o Left/right mouse actions mark up text horizontally.
o Up/down mouse actions mark up text vertically.
o Release the mouse button to complete the action. The selected text area changes color
when the action is complete.
B. Specific examples and instructions follow:
To INSERT text, place your cursor at the location you wish to insert the item and start typing. As long
as the Text Edits Tool button is selected in the commenting toolbar, the text will appear in a new
Inserted Text comment.
*When inserting punctuation, type ONLY the symbol, please do not add any additional comments in the
Pop-Up Note. Adobe FrameMaker 9 has the ability to directly import the Insert, Replace & Cross Out
text comments, similar to the Track Changes feature in the Microsoft Office programs. If you add any
comments in the Pop-Up Note, you may end up with unwanted text inserted in your subsequent round.
**To avoid confusion when inserting a space, highlight the text on either side of where the space needs to
go, copy and paste (ctrl+c, then ctrl+v **MacOS: use for ctrl**) to pull up a Replacement Text
comment. Place the space where you want it inserted.
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To REPLACE text, simply select the words in the document you wish to replace and start typing (or
paste in) the new text. A Replacement Text box will appear.
To CROSS OUT text, place your cursor next to what you wish to delete and use the backspace or
delete keys on the keyboard. You may also select entire words/sections and then hit the backspace or
delete keys. The text you wish to delete will appear crossed out.
To ADD A NOTE TO HIGHLIGHTED text, highlight the text you wish changed, right click within
the highlighted section and select “Add Note to Text”. (As with all other Text Edits tools, this may
also be done by highlighting the text and then selecting “Add Note to Selected Text” from the Text
Edits Tool drop-down menu in the Commenting toolbar.) Type your comments in the “Comment on
Text” box that appears.
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* This commenting tool is useful for indicating changes needed to the formatting of text or any other
TEXT-SPECIFIC comment that may not be covered by the insert, cross-out or replace text tools.
STICKY NOTES are to be used ONLY for Global changes (when a particular change needs to be
made throughout the document). Please try to locate all Global change Sticky Notes at the beginning
of the document.
The RECTANGLE/SQUARE drawn objects is the only drawn object that should be used for
commenting. This tool should ONLY be used in documents where text is embedded or otherwise not
directly editable.
Commenting Tips
 Select a minimum of an entire word. Adding one character in a word is difficult for DTP
and runs the risk of it going in the wrong place. It is better to simply re-write the word as
a comment with the correction made.
 If a paragraph is full of changes (say, more than 3 comments), please copy and paste the
entire paragraph (as a Replace Selected Text comment) and make all changes to the
paragraph in the Pop-Up Note. This is easier for DTP to implement without missing one
of the changes. If only a portion of the paragraph has multiple changes, please replace
only the affected portion.
 All comments must be as explicit and concise as possible.
Helpful Adobe Acrobat Links
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Commenting Instructions - Microsoft Word
1. From the tool bar above, please select the "Tools" option and then "Track Changes" option. Make
changes as usual.
Commenting Instructions - Microsoft Excel
1. From the tool bar, please select the “Tools” option, “Track Changes” and then “Highlight
Changes” option. Please make sure all boxes are checked.
Commenting Instructions - Microsoft PowerPoint
1. On the slide that you want to add a comment to:
Select the text or object to add a comment about text or an object
Click anywhere on the slide to add a general comment
2. On the Review tab, in the Comments group, click New Comment.
3. Type your comments, then click outside the comment box. You can add more than one
comment to text, an object, or a slide in a presentation.
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Revision: 03
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