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How to use the Markup tools in Preview.

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How to Use the Markup Tools in Preview

In this tutorial, we will explore how to utilize the markup tools available in Preview, the default image and PDF viewer on macOS. Markup tools allow you to annotate, highlight, and edit documents, making it easier to collaborate or add additional information to your files. We will cover the essential markup tools and their functionalities, so let's get started!

Table of Contents

  • Enabling Markup Tools in Preview
  • Annotating with Text
  • Highlighting and Underlining Text
  • Drawing and Sketching
  • Adding Shapes and Arrows
  • Adding Signatures and Stamps
  • Removing or Modifying Annotations
  • Exporting Documents with Annotations

Enabling Markup Tools in Preview

  1. Open Preview by locating it in your Applications folder or by searching for it in Spotlight (press Command + Space, type "Preview," and press Enter).
  2. Go to "Preferences" in the menu bar or press Command + Comma (,).
  3. In the "General" tab, ensure the "Show Markup Toolbar" option is checked. If not, click on the checkbox next to it to enable the markup tools.

Great! Now that you have enabled the markup tools, let's explore how to use them effectively.

Annotating with Text

  1. Open the desired document in Preview.
  2. Click the "Show Markup Toolbar" button in the toolbar (looks like a toolbox).
  3. Click the "Text" button in the markup toolbar.
  4. Click on the document where you want to insert the text.
  5. Start typing to add your desired text. You can resize, reposition, and format the text using the handles and toolbar that appear.

Highlighting and Underlining Text

  1. Open the document in Preview.
  2. Click the "Show Markup Toolbar" button.
  3. Click the "Highlight" button or "Underline" button in the markup toolbar.
  4. Select the desired text by clicking and dragging the cursor over it.
  5. The selected text will be highlighted or underlined accordingly. You can adjust the color and opacity of the highlight by clicking the color swatch in the markup toolbar.

Drawing and Sketching

  1. Open the document in Preview.
  2. Click the "Show Markup Toolbar" button.
  3. Click the "Sketch" button in the markup toolbar (pencil icon).
  4. Use your mouse or trackpad to draw or sketch directly onto the document.
  5. Adjust the color, thickness, and opacity of the drawn lines using the options in the markup toolbar.

Adding Shapes and Arrows

  1. Open the document in Preview.
  2. Click the "Show Markup Toolbar" button.
  3. Click the "Shape" button in the markup toolbar (square/circle/arrow icon).
  4. Choose the desired shape or arrow from the dropdown menu.
  5. Click and drag on the document to create the selected shape or arrow. You can resize and reposition it as needed.
  6. Use the options in the markup toolbar to modify the fill color, border color, thickness, and opacity of the shape or arrow.

Adding Signatures and Stamps

  1. Open the document in Preview.
  2. Click the "Show Markup Toolbar" button.
  3. If you have previously saved signatures or stamps, click the "Signature" button or "Stamp" button in the markup toolbar, respectively. If not, click "Create Signature" or "Create Stamp" to create a new one.
  4. Place the signature or stamp in the desired location by clicking on the document.
  5. Resize and reposition the signature or stamp using the handles that appear. You can also rotate the signature or stamp by clicking and dragging the green dot above it.

Removing or Modifying Annotations

  1. Open the document in Preview.
  2. Click the "Show Markup Toolbar" button.
  3. Click the "Selection" button in the markup toolbar (looks like a dotted square).
  4. Click on an existing annotation to select it.
  5. Press the Delete key to remove the annotation. Alternatively, use the handles to resize, reposition, or modify the annotation.

Exporting Documents with Annotations

  1. Open the document in Preview.
  2. Click "File" in the menu bar, then select "Export."
  3. Choose the desired file format (e.g., PDF) and select a location to save the annotated document.
  4. Optionally, click "Encrypt" to protect the document with a password or enable the "Quartz filter" option to further customize the export settings.
  5. Click "Save" to export the document with all your annotations.

Congratulations! You have learned how to use the markup tools in Preview to annotate and edit your documents effectively. Experiment with different tools and options to enhance your workflow and collaboration efforts.