Mark up documents with annotation tools, leave internal notes, tag teammates, bookmark pages, and share annotated copies with clients.
Annotating files lets your team flag issues, request changes, or leave review notes directly on a client document — no emailing files back and forth, no losing track of who said what during a busy tax season review.
Table of Contents
Annotate a File
Only files saved to Canopy Files can be annotated. Annotations are visible to firm members only — clients won't see them unless you share a marked-up copy separately (see Share Annotated Documents with Clients below).
Navigate to a File:
Click the Files tab in the Global navigation bar or navigate to the Files tab in a client record.
Click the 3-dot icon on the right side of the file.
Select View > Preview.
Select an annotation tool from the toolbar at the top of the Preview page.
After selecting a tool, you can choose a color setting on the right side of the toolbar.
Click on the file to apply the annotation to the page.
Manage Existing Annotations
Undo/Redo or Delete
Undo or Redo an annotation by clicking the arrows in the toolbar.
Select the eraser button and click on an annotation to delete.
Filter Annotation Comments.
Click the Annotation icon, then select Filter:
Sort annotations by User, Color, and Type.
You can see the team member who added the annotation, the date added, and a preview of highlighted text.
Click into the comments field to add a comment to an annotation.
Click Save once the comment is added.
Edit Annotations
Click on an annotation for more options:
Resize and Rotate
Add a comment
Change color or style
Add a URL link
Delete
Annotation Tool Glossary
Tool | Hotkey | Use |
Underline | U | Underline text |
Highlight | H | Highlight text |
Free Hand Highlight | — | Highlight free-hand |
Rectangle | R | Add a rectangle |
Free Text | T | Add a text box |
Insert Text  | — | Add a text box |
Replace Text  | — | Replace text in an existing text box |
Stamps | — | Place a stamp |
Check | — | Place a colored check mark |
Free Hand | F | Draw free-hand |
Note | N | Add a note or comment (see next section) |
Strikeout | K | Strike out text |
Callout | C | Add a callout |
New Image | — | Insert an image |
Eraser | E | Delete an annotation |
Add or Edit Bookmarks
Click the Panel icon, then the Bookmarks icon.
Click Add Bookmark.
Type a bookmark title and click Add.
To edit a bookmark:
6. Hover over the bookmark and click its 3-dot icon.
Rename updates the bookmark title.
Set Destination re-pins the bookmark to your current scroll position.
Delete removes the bookmark.
To bulk delete bookmarks:
7. Click Edit, then check the bookmarks you want to remove.
8. Click the Trash icon, then Delete, then Done.
Print or Download Annotated Documents
Annotations aren't visible to clients by default — print or download a copy first if you need to share one.
Navigate to the document in Canopy Files.
Click the 3-dot icon on the right side of the document.
Select View > Preview.
Add any remaining annotations.
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, click the print icon and select Print with Annotations.
Share Annotated Documents with Clients
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 uploads.
Click Done.
Summary
Canopy's File Previewer lets your team annotate, comment, and bookmark files for internal review, all without client visibility until you choose to share. Once a document is marked up, you can download or print a copy and upload it to the client portal when you're ready to share it.
Need Help?
Contact Canopy Support or ask Penny, our AI Support Bot, for assistance.