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This article will focus on using the iPad to manage, review and annotate PDF files using your iPad and Apple Pencil.
PDF mark-up in Mail
One of the most common ways to get a PDF file is by email. Apple has built PDF reviewing tools into the default Mail application. Open the PDF and look for the little icon that looks like a felt-tip pen. If you tap that icon, you are presented with tools you can use to highlight and/or mark up the PDF document. You can choose a highlighter, pen, pencil or lasso select tool. You can change the color of the tool or erase the markings made on the document.
This is a handy way to quickly mark up or sign and return a document from your office that needs just a few changes. When you are done making the changes, click “Done” and the app will give you the option to reply all, send a new message or discharge changes. Tap the option you want to use, and your marked-up PDF is on its way to the recipient. This also works on an iPhone.
Turning an email into a PDF on your iPad or iPhone
Sometimes, you might want to save an email as a PDF document from your phone. While Apple is usually known for its intuitive software, this feature is not. You are looking for the print option. On an iPad, it’s under the reply arrow icon. Then choose “Print.”
When the printer options box appears, you will see a preview of the email below the printer, copy and range options. Place two fingers (I use thumb and index) on the image of the email and spread those fingers apart like you are zooming in (making the document bigger). The email is now in full view mode, and you can use the share icon to save it as a PDF.
Saving and working with PDFs on your iPad
Most of us now have access to a cloud storage provider of some sort that can be added to your iPad. Apple comes with iCloud storage, accessible through the Files application. Or, connect to one of many cloud storage options. You can move the PDF into another app on your iPad and save a copy in that application.
My preference is to use a secure cloud storage provider. I use that service as a files and folder system. Instead of using a mouse (at least until the next version of iPadOS), you tap through the folders to save the document where you want it saved.
The point is to have a system for how you are saving the files you manipulate on the iPad for access and processing at your computer (if needed to get into a case/document management system).
Beyond the basics
While the built-in tools are OK, app developers have taken things to another level when working with PDF files. You can add comments, highlights, notes, stamps and the like. I like the app PDF Expert for working with PDFs on the iPad. PDF Expert has a good combination of file management and PDF tools.
Set up a synced folder
How do you get relevant files into your iPad for use? As I mentioned, a system is important. It doesn’t work to arrive at a deposition to find that you forgot to load in the files you wanted. This is less of an issue now that we often have access to the entire file electronically. But it’s simpler to set up a single point of entry. I put everything into one electronic inbox/folder until it’s processed. I sync this folder with PDF Expert and use PDF Expert to review files.
For example, I have my bills printed as PDF files. I usually combine them into one long PDF instead of individual files, but it works either way. I have created custom stamps that provide the instructions for the bills (e.g., bill, delete, write off, hold, etc.). If there are changes, the annotation tools in PDF Expert allow me to write directly on the bill, just like using a pen and paper. Then I apply my custom stamp with a couple of taps, and the bills are ready to be sent for editing.
Scratching the surface
This is just one of many use cases for the iPad in practice. If you set up a workflow to use your iPad to review documents or haul case files to a deposition, you will find that an app like PDF Expert is essential to your workflow. The iPad, especially with the promised new iPadOS, has become an increasingly capable and important tool for lawyers. With a little configuration, the iPad can replace legal pads, Bankers Boxes, wheeled briefcases and sore backs.•
• Seth R. Wilson is an attorney with Adler Attorneys in Noblesville. In addition to practicing law, he helps manage the day-to-day technology operations of the firm. He writes about legal technology at sethrwilson.com and is a frequent speaker on the subject. Opinions expressed are those of the author.
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