Help & Documentation

Adding Comments and Markup to your Documents

Add Comments and Markup to Shared Documents

Begin as usual by creating a New Meeting.

From Create a New Meeting, select the type of setup for your meeting. For this example we will be using Create a new Meeting from a copy of a previous Meeting - see the link to this option as shown below - but you can choose from any of the three meeting types as you require.

New Meeting

Once you have organised your information on the Meeting Details and Agenda tabs (see page on Creating a New Meeting for instructions), click on Next Step to open Files and Resources.

From here, you can Upload Files from your PC or Get Files from the Cloud.

Files and Resources

NB: As an alternative to the primary options discussed below, you can select Upload Files from your PC to open the window (shown in the below image example) and find local files on your computer. When the files you want are selected, click Open to upload them to your meeting.

Upload from PC

Upload Files from Dropbox

To upload files from Dropbox, select Get files from the Cloud which will open the box (shown above) displaying the Cloud sites options available. Next, click on Dropbox.

Upload from Cloud 1

Note that should you be opening Dropbox for the first time on this account, you will be shown the following new browser window requesting you Sign in to Dropbox to link to Kutamo. Simply log in with your details and follow the prompts to allow it to automatically access your files everytime.

Upload from Cloud 2

When having linked your account, single click your mouse on the folders in Dropbox until you find your required file(s). Then, click on one file or if there are multiple files, press Ctrl + Mouse over each one to select them. With the file(s) selected, click the button stating Get 3 files (or the number of selected files- see below image example).

Upload from Cloud 3

When it's finished uploading, you will see the following message stating File transfer complete and informing you of the number of files transferred successfully that will appear in your meeting. When ready, click Ok to close.

Upload from Cloud 4

NB: to link your account the other cloud sites (Google Drive,, One Drive etc), simply select the correct one and follow the instructions like you did for Dropbox. Note that you can do this for each of them and have access to each one every time you create a meeting on this account.

Once again, when you're finished click the Next Step button.

On Settings and Save, tick any of the required boxes you need then click on +Save New Meeting to save your meeting.

If ready to begin the meeting, click Start Meeting.

In the meeting (below), choose under which agenda item you wish to view the item and select the folder icon as shown to Open File.

Open File 1

Next, simply click the file to open.

Open File 2

NB: Note that should you also want to add a file when already in a meeting, select an agenda item, click the Files tab (shown below) and browse your computer to upload the file.

Open File Alternative

With the file open, you can add text by clicking on the A button as shown below. When finished typing your text, click Save.

Add Comments

You can also add shapes like Arrows as shown in the image below.

Add Markup

Also, as shown below, you can click the megaphone icon to Present your file to other participants, live and in real time. To stop presenting, click the icon again.

Add Comments and Markup 3

After the meeting is done you can return to your Meeting Dashboard and generate the minutes (via the button shown below) as either a PDF or Word document to view the file changes. (You can also do this when you Close and Finalize if you prefer).

Generate Minutes

Note that on your meeting dashboard, files only appear as they were when they were uploaded, so any edits will only show either during the meeting or on the generated minutes PDF or Word file.

Below is an example of the edited file as it is shown on the PDF document. Multiple edited files from a meeting will show in the same or a similar way.

Generate Minutes PDF Example