If you’ve ever tried to modify a PDF (Portable Document Format) file, you’ve likely realized it’s far more challenging than tweaking a Microsoft Word document or a Google Doc. This is because PDFs were initially designed to be a digital equivalent of a printed page, not something to be edited. When Adobe introduced the PDF standard back in 1993, the concept was to create a virtual print-out—an electronic version of a hard copy. Just like a physical printout, it wasn’t meant to be altered.
However, it didn’t take long before people wanted to update typos, switch out old logos for new ones, and even adjust the layout or fonts in their PDFs. As a result, software developers began offering tools to enable PDF editing. Even with these tools, editing a PDF still isn’t as straightforward as working with a Word document—and it likely never will be. But don’t worry; it’s possible to edit PDFs, and I’m here to walk you through how to do it.
The Challenge of Editing PDFs
The PDF format was designed long before the widespread use of web browsers, rooted in the idea of a fixed printed page. This means that unlike a Word document, you can’t just add text in the middle of a page and expect the rest to flow seamlessly onto the next. To insert new text into a PDF, you often have to resize the font or adjust the text box dimensions on the page—tricks that don’t always yield perfect results.
Many tools labeled as “PDF editors” don’t actually let you modify the text and graphics within the file. Instead, they allow you to add comments—think of it as scribbling notes on a piece of paper beneath a sheet of glass. These comments are layered over the original content and can be removed or changed by anyone using a basic PDF viewer like Adobe Acrobat Reader or Preview on macOS. However, I’ll share a method later in this article on how to make those comments permanent.
True PDF Editing Tools
To truly edit a PDF—altering text, moving elements, deleting sections, or adding content—you need a robust PDF editor. Options like Adobe Acrobat (starting at $12.99 per month) and Adobe Acrobat Pro (at $19.99 per month) offer advanced features, such as font matching for scanned documents, though they do have their limitations. Alternatively, ABBYY FineReader PDF ($99 per year) or Nitro Pro ($11.99 per month) are also reliable choices.
If you’re looking for more budget-friendly solutions, consider these options:
- EaseUS PDF Editor (Windows, $79.95 for a perpetual license, or $19.47 per month)
- PDF-XChange Editor (Windows, $56)
- SwifDoo PDF (Windows, $129 for a perpetual license or $14 per month)
- Wondershare PDFelement (macOS and Windows, $159 for a perpetual license, or $129 per year)
The fundamental editing techniques are generally the same across these tools.
Editing PDFs with Top-Tier Tools
No matter which editor you choose, you’ll encounter inherent limitations. For instance, PDF text is usually confined within blocks containing one or more paragraphs. Adding text to a block won’t cause the rest of the content to shift downwards as it would in a word processor. Instead, you might end up with overlapping text, which requires manually adjusting the position of subsequent blocks.
Adobe Acrobat provides a comprehensive interface with precise controls for editing both text and images. To make changes, open the PDF, select “Edit” from the Tools menu (or from the top menu in the classic interface), and blue boxes will appear around each element on the page. You can then click into these boxes to edit the text.
Similarly, ABBYY FineReader PDF and Nitro Pro offer comparable editing experiences, allowing you to click into text boxes and make changes directly.
Budget-Friendly PDF Editing Solutions
The principles of editing PDFs remain consistent across more affordable tools like PDF-XChange Editor. When working in PDF-XChange, open your document and select “Edit” from the Home toolbar. From there, choose the type of content you want to modify, be it text, images, or shapes.
One challenge with less expensive PDF editors is font compatibility. If the original PDF uses a font that isn’t installed on your system, the editor may substitute it with a different one, potentially revealing your changes. High-end editors like Adobe Acrobat and Nitro Pro do a better job of matching fonts, though they aren’t always flawless.
PDF Formatting Quirks
Editing PDFs, even with advanced tools, doesn’t offer the smooth experience you’d get with a word processor. For significant edits, converting the PDF to a word processing format like DOCX might be the best approach. This way, you can make extensive changes and then export the file back to PDF. However, be aware that the formatting might not match the original document exactly.
When using any PDF editor, be prepared to encounter formatting challenges. For instance, if you add text to a fully justified paragraph, it may shift to the left, leaving a gap on the right margin. Also, inserting quotation marks can be tricky, as most PDF editors don’t handle smart quotes well, often inserting straight typewriter-style quotes instead.
Advanced PDF Editing with Adobe Acrobat DC
Adobe Acrobat DC stands out for its advanced editing capabilities, particularly when working with scanned images. It can recognize text in scanned documents and match it with a constructed font, allowing for seamless edits that blend perfectly with the original text. While this feature isn’t flawless, it’s unmatched by other PDF editors.
Free PDF Editing Solutions
If you’re looking for free ways to make permanent changes to a PDF, tools like Microsoft Edge on Windows or Preview on macOS can be handy. These tools don’t allow for direct text or graphic replacement, but they let you add annotations that can be saved permanently. Once you’ve marked up your PDF, simply print it using the built-in “Print to PDF” feature to create a new, searchable document with your changes baked in.
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