How To Write On And Edit Text On PDF Files

Did you know it’s now possible to edit PDF documents? We are used to thinking of PDF as a read-only format, but that is no longer the case. Although PDF is still predominantly used for viewing documents, it has become a versatile format, used in many different ways.

PDF makes your content look neat and professional, which is why it’s the go-to format for sending documents in the business world. But what happens if you receive a PDF document and need to add text or make some changes? There’s no need to panic, as there are several ways to edit a PDF.

On this page, you will discover just how easy it is to edit or add text to a PDF. Read on to find out what tools and programs you can use both online and offline to get the job done.

What Is PDF?

First of all, PDF is a file format designed to present and share documents. It was developed by Adobe in 1992, and it stands for Portable Document Format. One of the features that have made it so popular is that it’s compatible with all operating systems. In other words, a Windows user can share a document in this format with a Mac user without any issues, and the same goes for other systems.

Although we tend to consider PDF documents to be predominantly text-based, they can contain other elements, including images, interactive features, and even video content. In other words, they’re a versatile format suitable for a wide range of purposes.

What’s more, PDFs have become the standard format for contracts and business documents, partly because they allow encryption and digital signatures. The vast majority of contracts are signed electronically these days, with PDF being one of the leading format options.

Why Is PDF So Popular?

When you download a document from a website or receive a document from someone, there’s a good chance it will be in PDF format. So, what makes this format so special?

As we mentioned above, one of the primary reasons for choosing PDF is that it’s compatible with all operating systems. This means that anyone can open a PDF file regardless of whether they use Mac, Windows, etc. What’s more, the documents maintain the same format and layout, even if they are created and opened on different devices or operating systems.

Secondly, PDF is predominantly for viewing, which makes it harder for someone to change the format unintentionally, whereas this could easily happen if you are sending a Microsoft Word or Apple Pages file, for instance. This makes PDFs a safer option for contracts and important documents, and any document that shouldn’t be edited.

Why Would You Need To Edit A PDF?

Although PDF files were born primarily as ‘view-only’, it’s not uncommon to need to make changes to a PDF document today. Whether you need to correct a typo or add an image, it’s now possible to easily edit any PDF file.

Here are some examples of ways in which you can edit a PDF:

  • Editing text
  • Deleting text
  • Adding new text
  • Changing the font of the text
  • Changing the color of the text
  • Adding an image
  • Adding a drawing or symbol

If you find yourself in need of editing a PDF, there are several ways you can do this. In the next section, we will look into great tools that will allow you to make changes to your PDFs, both online and offline.

How To Edit A PDF: Online Vs Offline Tools

Many users opt for editing a PDF by converting it to Word or Pages. Once converted, they make the changes and then save the file again as a PDF.  This is certainly a viable option, but it’s not necessarily the best one out there. You should know that converting the file in this way can produce unwanted changes in the format or layout of the document, so you need to be very careful when using this route.

To ensure the layout and content aren’t affected, we recommend using a program specially designed for editing PDF files. There are several cloud-based platforms that you can use, as well as software you can download, that allow you to keep the file intact while you make the necessary adjustments. Read on to find out about the best online and offline PDF editing options.

Online Tools For Editing PDFs

Online tools are websites you can access from your browser. To use these tools, you simply upload your document to the platform and edit it online. The great thing about these platforms is that you can access them from any device; all you need is an internet connection.

Another reason to opt for an online tool is the cost. Most PDF editing websites are free to use, at least for one-off projects. If you intend to edit PDFs regularly, you might need to upgrade to a paid subscription, so you can work on as many files as you like without limitations.

A Top Online Tool: FormatPDF

It couldn’t be easier to edit your PDF files with a cloud-based tool like FormatPDFl. The basic version is free to use and allows you to work on several pages a day. For unlimited use, you can upgrade to the premium plan or inquire about the personalized plans for businesses.

FormatPDF is an intuitive platform with a wide range of tools at your disposal. With the editing tool, you will be able to add an image file from your device, add new text to the document, add a sticker, or draw with a digital pen. Read on to find out how to use this tool.

A Step-By-Step Guide To Editing A PDF With FormatPDF

  1. Head to
  2. Click on ‘Select PDF file’.
  3. Select the file from your device.
  4. The PDF document will open automatically on the screen.
  5. Use the toolbar at the top of the page to make the changes you need.
  6. Once you have finished, simply download the edited file to your device.

Although you can’t edit the original text with FormatPDF, you can use other features of the platform to do this. Simply use the converter tool to change the format of your document to Word. Once you have a Word document, you will be able to edit the original text, and then you can convert it back to PDF.

Other Features Available On FormatPDF

Once you have finished with the editing tool, you can take advantage of other features, including:

  • Splitting a document
  • Ordering the pages
  • Rotating it
  • Protect it with a password
  • Sign it with a digital signature
  • Compress it to save space

Offline Tool For Editing PDFs

Offline tools are essential programs you download onto your device. The main advantage of using an offline tool is that once they are installed, you won’t need to be connected to the internet to edit your files. This means you can edit your documents on the go, wherever you may be.

On the flip side, this kind of software is generally installed on a single device, so you can only use that device to work on your documents. What’s more, they tend to be more expensive and don’t have free versions. However, they often offer a free trial period, so you can see if you like the software before purchasing a subscription.

Top Offline Tool: Adobe Acrobat Pro

Since PDF was invented by Adobe, it’s not surprising that it also provides one of the best tools available for editing these files. While Adobe Acrobat Reader can be downloaded for free, Adobe Acrobat Pro can only be used with a paid subscription.

To edit files, you will need to sign up for the paid version and download the software onto your device. They also offer a free trial you can use to see what you think, before committing to the subscription. The great thing about using Acrobat is that it comes with a ton of useful tools.

A Step-By-Step Guide To Editing A PDF With Adobe Acrobat

  1. Head to Adobe Acrobat Pro free download & trial | Adobe Acrobat.
  2. Sign up to Adobe Acrobat Pro.
  3. Download and install the program.
  4. Open a PDF file in Acrobat Pro.
  5. Find the ‘Edit’ tool on the toolbar on the right.
  6. You can start editing the text immediately or use the menu on the right to make other adjustments (change the font, color, alignment, and size).
  7. On the toolbar at the top, you will find other features including the option to add a text box, image, or hyperlink.
  8. Finally, save the document with the new changes.

Adobe Acrobat Pro is the best option if you need to edit large parts of the original text, as it’s one of the only tools available that allows you to edit the text directly.

Other Features Available On Adobe Acrobat Pro

Along with the editing tool, there are other useful features you can use, including:

  • Combine files
  • Add comments
  • Add media content
  • Protect it with a password
  • Sign it with a digital signature
  • Request a signature

Start Editing Your PDF Files Today!

Now that you’re an expert on how to edit a PDF, it’s time to try these tools for yourself. Which option to choose will depend on how you intend to use the tool.

Ask yourself the following questions to help you choose the best options for you:

  • Will you need to edit offline, or would prefer a tool you can access from any device?
  • Do you need an advanced tool with numerous features, or are you looking for the cheapest way to make some quick changes?
  • What is the primary feature you will be using?

These simple questions should help you decide whether you should opt for an online or offline tool. Ultimately, the best thing to do is to try both kinds and see which one answers all your PDF editing needs.