Viewing and annotating PDF and Office documents (docx, pptx, xlsx) in Filestage works exactly like the typical PDF software you are used to working with on your computer.


Annotate your documents precisely

Besides the usual commenting and annotating options available for all file types by clicking into the file, you can now create a comment in document files by selecting text, which opens the additional annotation tools.

How to select text to leave a comment and an annotation

  1. Place your cursor at the end (or beginning) of the text you want to select.
  2. Drag the mouse over the text you want to select.

3. When the selected text is highlighted yellow, you can add a new comment (on the left) and the new toolbar opens (directly over the selected text).

The now opened Annotation Toolbar contains tools to highlight text, strikethrough text, and copy it to the clipboard.

With the highlight text tool, you can highlight the selected text in yellow.

With the strikethrough text tool, you can strike through selected text passages with a red line.

With the copy to clipboard tool, you can copy the selected text to your clipboard to temporarily store the text.

After selecting text, the commenting window opens on the left side, where you now can write and add your comment by clicking on the save button.


View & Layout Options

PDF and office files have additional view and layout options to adapt to your preferences. You can zoom, rotate, change the page layout and even toggle between thumbnail and outline view.

Zoom

Under the file display, you will have different options for zooming.

Zoom in/out

By clicking on the zoom in and zoom out buttons the document magnification changes by preset levels.

Zoom level

By clicking on the down arrow next to the zoom level percentage, a drop-down menu opens where you can select a fixed zoom level without having to click the magnifying glass several times. You can also click on the percentage to type in an individual zoom percentage.

Marquee Zoom

By selecting the marquee zoom function in the drop-down selection, you can drag a rectangle around a portion of the page that you want to fill the viewing area.

Fit to wide/ Fit to page

You can also adjust the size of your document to the width of the document or the page size by selecting those options from the drop-down menu.

Rotate

You now have the option to rotate your document 90 degrees to the left or right. To do so:

  1. Click on the gear symbol in the lower-left corner of your file view. This opens the layout options.
  2. Click on either the left or right arrow behind the rotate option to rotate the file in the desired direction.

*Please note: The rotation of the document pages will not be persisted. This means that if you or another reviewer reopens the file, the pages will return to their original appearance.

Layout

You have the option to customize your document layout according to your wishes. To do so:

  1. Click on the gear symbol in the lower-left corner of your file view. This opens the layout options.
  2. Choose behind the layout option if you want to activate the pages in single, side-by-side or cover mode.

Page transition

You also have the possibility to customize your page transition according to your wishes. To do so:

  1. Click on the gear symbol in the lower-left corner of your file view. This opens the layout options.
  2. Behind the page transition option, choose whether you want to display the individual pages of the document alone or all pages of the file.

Toggle between thumbnail and outline view

As you might be used to with PDF tools, you can now switch the page overview on the right side of your file view between the regular thumbnail view and the document outline view.

Here you can switch between the two options by clicking on the selection above the overview.


Search within documents

You can now search and display text within your document to find desired text segments faster.

  1. Click on the magnifying glass icon in the lower-left corner of your file view to open the search bar.

2. Enter your search term and see all matching words in the document with their related page number.

Export review report

As usual, you can export review report that shows you the general document information, the submitted reviews of your reviewers and their comments. The difference to the export of other uploaded file types (video-, image-, audio files) is that embedded PDF comments are displayed and you can only download the review report of the version you are currently viewing.

*Please note: Documents uploaded before 11/13/2020 are displayed in our legacy document viewer with limited annotation options. Upload a new file version to access the latest document viewer.

If you have any questions or comments, please feel free to reach us through the chat or email at [email protected].

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