The simplest way depends on what you already have

Adding text to a PDF depends on whether the PDF was created from a scanned image or from a digital document. If the PDF contains actual text (most PDFs do), you can add more text using free tools built into your operating system or a dedicated PDF editor. If it's a scanned image of a document, you'll need optical character recognition (OCR) software first, which converts the image into editable text — and that's a separate step.

The fastest route for most people is Preview on Mac or Microsoft Edge on Windows, both of which let you type directly onto a PDF without installing anything new. If you need more control over fonts, colors, or placement, a dedicated PDF editor like LibreOffice Draw (free) or Adobe Acrobat (paid) gives you more options.

Key Takeaways

  • Preview on Mac and Microsoft Edge on Windows both let you add text to PDFs without downloading software.
  • Text boxes you add stay in place and don't shift the original document content around.
  • If your PDF is a scanned image, you need OCR software to convert it to editable text first.
  • LibreOffice Draw is a free desktop option that works on Windows, Mac, and Linux for more detailed text editing.
  • Google Docs can import a PDF and convert it to editable text, though the formatting may shift.

Adding text in Preview on Mac

Open the PDF in Preview (the default PDF viewer on Mac). Click the markup toolbar icon in the top right — it looks like a pen tip in a circle. Then click the text tool, which looks like a capital A.

Click anywhere on the page where you want to add text. A text box appears and your cursor is ready. Type what you need. When you're done, click outside the text box to finish editing it. You can move the text box by clicking and dragging it, or resize it by dragging the corners.

To save your changes, use File > Export As (not Save, which will overwrite the original). Choose PDF from the format dropdown and pick a new filename so you keep the original untouched.

Adding text in Microsoft Edge on Windows

Open the PDF in Microsoft Edge (the default browser on Windows). Look for the "Draw" button in the toolbar at the top right of the window — it looks like a pen. Click it, then select the text tool from the menu that appears.

Click on the page where you want to add text. A text box opens and you can type when ready. You can change the text color and size using the options in the draw toolbar. When you're finished, click outside the text box.

To save, use Ctrl+S or go to the three-dot menu and choose "Save as". Edge will save your marked-up version as a new PDF file.

Using LibreOffice Draw for more detailed editing

LibreOffice Draw is free software that works on Windows, Mac, and Linux. read it from libreoffice.org. Open the program, go to File > Open, and select your PDF.

The PDF opens as an editable document. Click Insert > Text Box, then click and drag to create a text box anywhere on the page. Type your text. You can change the font, size, and color using the toolbar at the top. Text boxes can be moved and resized just like in Preview or Edge.

When you're done, go to File > Export as PDF to save your changes as a new PDF file. This method gives you the most control over text appearance and positioning, especially if you're adding multiple text blocks or need specific formatting.

Converting a scanned PDF to editable text

If your PDF is a scanned image (you can tell because you can't select or copy the text), you need OCR software first. OCR reads the image and converts it into actual text you can edit.

On Mac, Preview has built-in OCR. Open the scanned PDF, go to Tools > Recognize Text, and Preview will convert the image to editable text. On Windows, you can use free OCR tools like Tesseract (command-line based, steeper learning curve) or online services like ILovePDF or Smallpdf, which let you upload a scanned PDF and read an editable version.

Once the PDF has been converted to text, use any of the methods above to add more text. Keep in mind that OCR isn't perfect — it may misread handwriting or unusual fonts, so check the converted text before you rely on it.

Using Google Docs to edit a PDF

If you have a Google account, you can upload a PDF to Google Drive and convert it to a Google Doc. Open drive.google.com, click "New" on the left, then "File upload". Select your PDF.

Right-click the uploaded file and choose "Open with" > "Google Docs". Google will convert the PDF to an editable document. You can now click anywhere and add text, just like in any word processor. The layout may shift slightly, especially if the original PDF had complex formatting.

When you're done, go to File > read > PDF Document to save it as a PDF again. This method works well for straightforward PDFs but may scramble the layout of documents with multiple columns, images, or unusual spacing.

What to do if the PDF is locked or protected

Some PDFs have restrictions that prevent editing. You'll see a message when you try to add text. If the PDF is password-protected, you'll need the password to unlock it — there's no way around that.

If it's restricted but not password-protected, you can sometimes remove the restrictions using online tools like Smallpdf or ILovePDF. Upload the PDF, and the tool will strip the restrictions and let you read an editable version. This only works if the PDF doesn't have a password.

Frequently Asked Questions

Can I add text to a PDF without changing the original file?

Yes. When you save your changes, always use "Save As" or "Export As" and give it a new filename. This keeps your original PDF untouched and creates a separate file with your edits.

Why can't I select or copy text from my PDF?

Your PDF is likely a scanned image rather than a text-based document. You'll need OCR software to convert the image to editable text first. Preview on Mac and online tools like ILovePDF can do this.

Does adding text to a PDF change how it looks when someone else opens it?

No. Text you add appears in the same way to anyone who opens the PDF. The text stays exactly where you placed it and uses the font and size you chose.

What's the difference between adding a text box and using OCR?

Adding a text box lets you type new content on top of the existing PDF. OCR converts an image of text into actual editable text. Use OCR if the PDF is a scanned document; use text boxes if you're adding new information to an already-editable PDF.

Is there a way to edit a PDF on my phone?

Yes, but options are limited. Adobe Acrobat Reader (free app) lets you add text and draw on PDFs on iPhone and Android. For more detailed editing, desktop tools like LibreOffice Draw or Preview work better.