How Do I Annotate Files in Canopy?
You can annotate files directly within Canopy using internal-only tools designed for firm collaboration.
Annotations stay internal until you choose to share them — see Share Annotated Documents with Clients below.
You can annotate files saved in Canopy Files, including:
PDFs
DOC files
CSV files
Table of Contents
Open the File Previewer
To begin annotating:
Upload a file to Canopy Files (if not already saved).
Open the file.
This launches the File Previewer.
Inside the previewer:
The center panel displays the document.
The left panel shows page thumbnails and bookmarks.
The right panel includes comments, annotation sorting, and file actions (print, download, share).
At the top of the previewer, you can toggle between:
View
Annotate
Shapes
Each mode provides different editing tools.
Use Annotation Tools
In Annotate mode, you can use:
Highlight
Underline
Strikethrough
Add a URL link
Comment boxes
Free text
Free-hand pen
Free-hand highlighter
Stamps (checkmarks and Xs)
Callout tool
You can also:
Click the Image icon.
Select where to place the image.
Upload an image from your computer.
In Shapes mode, you can add:
Rectangle boxes to emphasize sections of a document
All annotation tools work across supported file types.
Customize Annotation Settings
To adjust formatting:
Select the annotation tool.
Click the dropdown next to the tool.
You can:
Choose from 10+ preset colors
Add custom colors
Adjust opacity
Modify stroke thickness (for freehand tools)
Customize text formatting options
These customization settings apply across supported file types.
PDF-Specific Options
When annotating a PDF, you have additional page management tools.
From the left-hand thumbnail panel, you can:
Move pages to the top or bottom of the document
Insert blank pages above or below existing pages
Replace pages
Extract multiple pages
These features allow you to reorganize documents without leaving Canopy.
Sort and Filter Annotations
In the right-hand panel of the previewer, you can manage annotations.
Sort Annotations By
Created Date
Modified Date
Color
Filter Annotations By
Default colors
Status
You can also:
Select multiple annotations
Apply styling updates in bulk
Add comments to selected annotations
Bulk options appear at the bottom of the panel when multiple annotations are selected.
Print or Download Annotated Documents
Annotations aren't visible to clients by default. To share a marked-up document, you'll first print or download a copy that includes your annotations.
Navigate to the document in Canopy Files.
Click the three-dot icon on the right side of the document for more options.
Select View > Preview to open the File Previewer.
Add annotations as needed.
Download or print the document with annotations included.
To save a copy to your computer, click the download icon and select Download with Annotations.
To save a PDF copy to your computer, click the print icon and select Print with Annotations.
Share Annotated Documents with Clients
Once you have a downloaded or printed copy with annotations, you can make it visible to your client through the client portal, or send it by email instead.
In the client's Files tab, click Add > Upload File.
Locate the downloaded annotated file on your computer.
Click the toggle for Make Visible in the Client Portal.
Optional: add a recipient to notify the client by email when the file is uploaded.
Click Done.
Summary
File annotations in Canopy allow your firm to:
Collaborate internally without client visibility
Mark up documents using highlights, comments, shapes, and stamps
Reorganize PDF pages
Sort and filter annotations for efficient review
Using annotations effectively keeps document feedback centralized and tied directly to the file.
Need Help?
Contact Support or ask Penny, our AI Support Bot, for assistance.