How to Update a Shared Acrobat PDF Without Losing Comments
Question details
The user needs to update a shared PDF file with a new version without losing the comments and annotations left on the original file.
- Product
- Adobe Acrobat
- Device & OS
- not provided
- Scenario
- Replacing an existing shared PDF (such as one exported from InDesign) that has already been reviewed, while preserving all existing feedback.
- Observed behavior
- When replacing the exported PDF, the previous comments are not automatically preserved because the software does not offer a universal option to retain annotations during a direct file replacement.
Make sure you still have access to the original shared PDF containing all the reviewer comments, as well as the updated source document before proceeding.
Export and Import Comments Manually
Extract the comment data from your original PDF and import it into your newly revised document to maintain all annotations.
Since PDF software does not automatically merge comments when an underlying file is replaced, the most reliable method is to extract the annotation data as a standalone file and apply it to the new document version.
Open the original, commented PDF in Adobe Acrobat. Open the 'Comments' pane, click on the 'Options' menu (three dots), and select 'Export All To Data File'. Save this file to your computer.
Make your desired content or layout changes in the original source application (e.g., Adobe InDesign) and export a fresh version of the PDF.
Open your newly generated PDF in Acrobat. Return to the 'Comments' pane, click the 'Options' menu, select 'Import Data File', and choose the file you exported in the first step.
Scroll through the new PDF to review the imported annotations. Adjust any comments manually if changes to page content or layout caused their positions to shift.
Manage and Transfer PDF Comments Easily with WPS Office
WPS Office provides a highly compatible and lightweight PDF editor, allowing you to easily view, add, and transfer comments across multiple document versions without hassle.
- 1. Open your PDF: Launch WPS Office and open the PDF file containing your reviewer feedback.
- 2. Access the Comment tools: Navigate to the 'Comment' tab on the top ribbon to reveal the comprehensive annotation toolbar.
- 3. Manage annotations: Use the 'Comment List' panel on the left sidebar to view all notes, and use the provided tools to seamlessly extract or import comment data.
- 4. Save and share: Save your updated PDF file to retain the imported comments and share the finalized document with your team.
Frequently Asked Questions
What format are exported PDF comments saved in?
When you export comments from a PDF, they are typically saved as an FDF (Forms Data Format) or XFDF file. This file type contains only the annotation data and coordinates, making it a very small file size compared to the actual PDF.
Will my comments transfer if the new PDF has fewer pages?
Yes, but comments originally placed on pages that no longer exist in the revised document will either be lost or placed incorrectly. It is highly recommended to manually review the imported comments if page counts have changed.
Why are my imported comments overlapping with text?
Comments are anchored to exact page coordinates (e.g., 2 inches from the top). If you changed the layout, margins, or added new text in the source document before generating the new PDF, the text will shift but the imported comments will not, causing overlaps.
