---
title: "Annotation Tools"
slug: "annotation-tools"
updated: 2026-01-16T13:29:34Z
published: 2026-02-16T11:00:05Z
canonical: "documentation.encodify.com/annotation-tools"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Annotation Tools

## Understanding the Annotation Tools

---

When using online proofing, you can seamlessly add comments and use annotation tools to highlight amendments during the review process. This streamlines collaboration by clearly marking areas that need attention, making it easier for team members to track changes. With a variety of options such as text highlights, shapes, and notes, you can ensure your feedback is clear and actionable. Selecting the correct note access-right colour ensures the comment or annotation is visible to the intended audience.

The table below outlines each of the available annotation tools:

| **Type** | Description | **Visual** |
| --- | --- | --- |
| Note | A standard note with no attached annotations | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/note.png) |
| Extract Text `E` | This annotation type allows users to select and extract text from a proofing file so that they can copy specific content directly into a comment: - Draw a bounding box around the text you want to extract - Click the ‘Extract Text’ button to create a new comment with the extracted content - The access right colour is applied as the background colour of the bounding box Note: - The 'Extract Text' button is only visible if extractable text is included within the bounding box. - Text extraction may capture content beyond the selected area. - Partially overlapping a word will include the entire word in the extraction. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image(227).png) Before extracting text ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image(226).png) After extracting text |
| Text Selection `T` | This annotation type allows users to mark up words or sentences on a proof so that they can more precisely indicate their review points. The following options are available: - Copy `V` - Highlight Text****`H` - Underline Text `U` - Strikeout Text `K` - Squiggly Text `G` | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/text-selection-options.png) |
| Pencil `F` | The pencil tool allows you to add freehand annotations, with the following formatting options: - Change the colour of the pencil - Add a custom colour - Adjust the opacity of the stroke - Modify the stroke thickness | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/pencil.png) |
| Arrow `A` | You can add an arrow to the canvas, with the following formatting options: - Change the colour of the arrow - Add a custom colour - Adjust the opacity of the arrow - Modify the stroke thickness - Change the style of the arrow | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/arrow.png) |
| Oval `O` | You can add an oval to the canvas, with the following formatting options: - Select the stroke colour - Add a custom stroke colour - Adjust the stroke opacity - Adjust the stroke thickness - Modify the stroke style - Select a fill colour - Add a custom fill colour - Adjust the fill opacity | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/oval.png) |
| Line `L` | You can add a line to the canvas with the following formatting options: - Change the colour of the arrow - Add a custom colour - Adjust the opacity of the arrow - Modify the stroke thickness - Change the style of the arrow | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/line.png) |
| Rectangle `R` | You can add a rectangle to the canvas with the following formatting options: - Select the stroke colour - Add a custom stroke colour - Adjust the stroke opacity - Adjust the stroke thickness - Modify the stroke style - Select a fill colour - Add a custom fill colour - Adjust the fill opacity | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/rectangle.png) |