This article is for:
- Document Owners and Editors
Use Markup to note requests and approvals directly onto a Workiva document during review and to complete the tie-out process on your report. You can add markup when documents are unlocked.
Show markup
When you enable markup, it is only shown for you, and doesn't affect the current view of other collaborators.
To view all markup added to a document and enable markup tools:
- With the document open, go to the Markup toolbar.
- Toggle on Show Markup.
Any markup added to the document shows. You can now view, edit, and add markup to the document using the Markup toolbar.
Use the Markup toolbar
Use the Markup toolbar to:
- Add lines, shapes, symbols, stamps, and text to your document
- Change the fill, outline, and font color of markup
- Move markup object anchors
- Select more than one markup object at once
- Remove markup from the document
Only document Owners and Editors can add and edit document markup.
Add markup
To add shapes, lines, or arrows to a document:
- In the Markup toolbar, toggle on Show Markup.
- Select an icon from the toolbar and click or draw on the document where you want to add the shape, line, or arrow.
- Select the icon again on the toolbar to turn off multi-insert mode.
- Click and drag the adjusters on the bounding box of the object to resize it.
- To change the fill or outline color, select the object and use the icons in the toolbar to select a color.
To add text markup to a document:
- In the Markup toolbar, toggle on Show Markup.
- Select the Text tool from the toolbar and click or draw on the document where you want to add the text box.
- Click inside the text box to add your text.
- Change the text size and color using the icons in the toolbar.
- To change the fill and border color of the text box, use the icons in the toolbar.
You can use different symbols, like tie-out symbols and tickmarks, to markup your document.
To insert a symbol once:
- In the Markup toolbar, toggle on Show Markup.
- Select a symbol from the toolbar and click or draw on the document where you want to place it.
- Select this symbol again in the toolbar or press Esc on your keyboard.
- Click and drag the adjusters on the bounding box to resize the symbol.
- To change the fill or outline color, select the symbol and use the options in the toolbar to select a color.
To insert a symbol multiple times throughout the document, use multi-insert:
- Click a symbol on the Markup toolbar.
- Click or draw on the document in each spot where you want to place the symbol.
- When you no longer want to insert the symbol, click the symbol in the toolbar or press Esc on your keyboard to exit multi-insert mode.
Use stamps to show you prepared, reviewed, or approved the document. Your username and the date are automatically added to the stamp.
To add a stamp:
- In the Markup toolbar, toggle on Show Markup.
- Click Stamps in the toolbar and select the stamp you want to add.
- Click or draw on the document where you want to add the stamp.
- Click and drag the adjusters on the bounding box to resize the stamp.
- To change the placement, click and drag the stamp to a new spot on the document.
- To adjust the fill, outline, or font color, select the stamp and use the icons in the toolbar.
To easily duplicate markup content, click on a markup object that you added to the document, press the Ctrl (Windows) or Command ⌘ (Mac) key on your keyboard, and drag the object to duplicate.
Anchor markup
Anchors associate your markup to specific content in your document. When edits are made to the document, markup moves with the content it is anchored to. Markup is anchored to the nearest character in your text and to the nearest cell in tables.
- To view an anchor, click on an object to see its anchor location.
- To adjust anchor placement, click on the markup object and drag its blue anchor to the desired character or cell in the document.
The markup object will now move with the new text character or table cell it is anchored to.
Select markup
You can use the Select tool to:
- Only work with markup on the document
- Select multiple markup objects at once to move, change, or delete
When using this tool, you can’t make any changes to text or other content in the document.
To use the Select tool:
- With the document open, go to the Markup toolbar.
- Click Select in the toolbar.
- To select multiple markup objects, click and drag over the area of objects you want to select.
You can also hold down SHIFT on your keyboard and click all markup objects you want to select.
Now you can move, resize, remove, and change colors of all selected markup objects at the same time.
To exit the Select tool and return to editing text and other content, click Select in the toolbar again or press Esc on your keyboard.
Remove markup
To remove markup from your document,
- Select the markup object.
- Click Remove in the Markup toolbar or press DELETE on your keyboard.
Hide markup
When you are done adding or viewing objects, you can hide markup. Hiding markup doesn’t delete it. Markup is only shown or hidden for you, and doesn’t affect the view of other collaborators.
To hide markup:
- With the document open, go to the Markup toolbar.
- Toggle off Show Markup.
All markup on the document is hidden.
Export a document with markup
When exporting a document to PDF, you have the option to include markup.
To include markup on your exported PDF:
- In the File toolbar, click Save As .
- Under Export, select PDF (.pdf).
- Expand the Advanced options menu and select Include Markup.
- Click Export.
Your document is exported as a PDF that shows all markup on the document.
Print a document with markup
When printing a document, you have the option to include markup.
To include markup on your printed document:
- In the File toolbar, click Print .
- Expand the Advanced options menu and select Include Markup.
- Click Print.
Your document prints with all markup.
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