Printing a PDF file is usually straightforward but when that file includes comments or annotations things can become a bit more complicated. Whether you are reviewing a document with feedback or saving digital notes for future reference you may want to include those comments when printing. Many users find that comments do not appear by default when they print their PDFs which can be frustrating when they are essential for collaboration or proofreading.
In this article we will explore how to print comments in a PDF using Adobe Acrobat as well as other popular PDF viewers. We will explain the different ways comments can be displayed and how to ensure they appear correctly on the printed page.
Understanding PDF Comments and Annotations
Comments in a PDF can include text boxes highlights sticky notes and drawing mark-ups. These are often added during the review process using tools in Adobe Acrobat or similar PDF editing software. While these annotations are visible on-screen they do not always print unless specific settings are selected.
Depending on the type of comment and how you want them to appear you can choose to print comments as pop-up notes side summaries or inline text. Each method serves a different purpose so understanding the options is key.
Printing Comments in Adobe Acrobat
Adobe Acrobat is the most commonly used tool for working with PDF files. To print comments using Acrobat open the document and follow these steps:
Go to File then Print. In the print dialogue box click on the ‘Summarise Comments’ checkbox if available. This will generate a comment summary on a separate page listing each comment with its page reference and content.
If you prefer comments to appear on the actual page as they do on screen select ‘Document and Markups’ under the ‘Comments & Forms’ drop-down menu. This will ensure visible annotations such as text boxes or highlights are printed along with the main content.
Be aware that not all pop-up notes will be fully visible unless they are opened before printing or summarised separately. Acrobat may also offer an option under the Comment panel to flatten comments which embeds them permanently into the page.
Printing Comments Using Free PDF Readers
If you are using free software like Adobe Acrobat Reader the options are slightly more limited. You can still print visible markups by selecting ‘Document and Markups’ under the print settings but summarising comments into a list is usually restricted to the full version of Acrobat.
Other free PDF editors such as Foxit Reader and PDF-XChange Editor allow similar functions. In Foxit for example you can enable comment visibility through the ‘Print What’ setting and choose to include annotations or notes summaries.
Printing Comments from Web-Based Tools
Many people now use browser-based tools like Google Chrome to open and print PDF files. While convenient these tools generally do not support the printing of comments or annotations. If your document contains comments and you open it in Chrome those comments may not appear at all during printing. In this case it is best to download the file and open it in a dedicated PDF reader.
Some online PDF services offer annotation tools and allow you to save a flattened version of the file which can then be printed with comments included. Be sure to preview the file before printing to ensure your comments are visible.
Choosing How Comments Appear
Depending on your needs you can decide how you want comments to appear. If you want them listed clearly on a separate page use the summary option. If you prefer to keep everything inline or in context then make sure the comments are set to display as markups. This is especially helpful when reviewing changes directly on the page.
Some documents may have too many comments for all of them to appear neatly on the page. In such cases printing a comment summary may be the more practical choice.
What to Do if Comments Still Do Not Print
If comments are still not appearing on your printout check that you have selected the right option under the print settings. ‘Document Only’ will ignore all annotations whereas ‘Document and Markups’ will include them. You should also ensure your software is up to date and that the comments are not hidden or minimised.
Some files may be protected or flattened already which can prevent editing or changing print settings. In such cases try saving a copy of the file under a new name and adjusting the visibility of annotations manually.
Final Thoughts
Printing comments in a PDF requires a few extra steps but once you know where to find the settings it becomes much easier. Whether you are using Adobe Acrobat or a free alternative the key is to enable the correct print options and understand how each type of comment will appear on paper. For thorough document reviews or professional proofreading printed comments are a valuable addition and can help streamline collaboration between teams or individuals.