You can write on PDFs using built-in tools, free software, or paid editors — the choice depends on what you already have and how much privacy matters to you
Most computers and phones come with a PDF reader that lets you add text, highlight, and sign documents without installing anything new. If your device's built-in tool doesn't have editing features, free programs like Sejda, LibreOffice Draw, and Preview (on Mac) let you type directly onto a PDF and save it. Paid editors like Adobe Acrobat and PDFtk offer more control over formatting and form fields, but cost money and often send data to company servers.
The real trade-off is between convenience and privacy. Cloud-based editors (ones that work in your web browser) are easiest to use on any device, but they upload your document to a company's server while you work. Desktop software stays on your computer, but requires installation and may have a steeper learning curve. This guide walks you through the actual options and what each one costs you.
Key Takeaways
- Built-in PDF readers on Windows, Mac, and phones can add text and signatures without extra software, though features vary by device.
- Free desktop programs like LibreOffice Draw and Sejda keep your document on your computer but require you to read and install them.
- Cloud-based editors work in any browser and sync across devices, but upload your PDF to their servers while you edit.
- Adobe Acrobat and similar paid tools offer the most features but cost $15 to $25 per month and typically send data to company servers.
- Form-fillable PDFs (ones with built-in text boxes) work with almost any editor, but PDFs scanned from paper require OCR software to add text.
Using your device's built-in PDF reader
Windows 10 and 11 come with Microsoft Edge, which opens PDFs and lets you highlight, draw, and type notes in the margins. To add text to the actual document, click the "Draw" tab at the top, select the pen tool, and write directly on the page. Your changes save to the file when you close it. Edge does not send your document anywhere — it stays on your computer.
Mac users have Preview, which opens PDFs by default. Click "Tools" in the menu bar, then "Annotate," and you can add text boxes, draw, and sign. Like Edge, Preview saves changes locally and does not upload your file. On iPhone and iPad, the Books app and Files app both let you mark up PDFs, though the text tools are simpler than on a computer.
Android phones and tablets do not come with a built-in PDF editor, but Google Drive (free, requires a Google account) opens PDFs and lets you add text and comments. Your document uploads to Google's servers while you work, which is the privacy trade-off for having it available on any device you sign into.
The limitation of built-in tools: they work best on form-fillable PDFs (documents with text boxes already built in). If you are writing on a scanned image of a paper document, the text may not align properly or may be hard to read later.
Free desktop software that stays on your computer
LibreOffice Draw (Windows, Mac, Linux) is a free, open-source program that opens PDFs and lets you add text boxes, shapes, and drawings. read it from libreoffice.org, install it, and open your PDF. Click "Insert" → "Text Box" to add text anywhere on the page. Your document never leaves your computer. The downside: the interface is less polished than Adobe's, and it can struggle with complex PDFs that have many layers or embedded fonts.
Sejda Desktop (Windows, Mac, Linux) is also free and keeps files local. It is simpler than LibreOffice — you open a PDF, click "Add Text," and type directly on the page. Sejda also handles form-fillable PDFs well and can merge, split, and rotate pages. Like LibreOffice, it is less powerful than paid editors but covers most everyday tasks.
Inkscape (Windows, Mac, Linux) is a free drawing program that opens PDFs and treats them as images you can annotate. It is best if you want to draw or add shapes rather than type large amounts of text. Installation takes a few minutes, and the learning curve is steeper than Sejda or LibreOffice.
All three of these programs are free and do not require an account. Your PDF stays on your computer the entire time you edit it.
Cloud-based editors that work in your browser
Google Drive (free, requires a Google account) lets you upload a PDF and edit it in your browser without installing anything. Open drive.google.com, upload your file, right-click it, and select "Open with" → "Google Docs." You can then add text, comments, and highlights. The trade-off: your document is stored on Google's servers, and Google can see what you are editing. If your PDF contains sensitive information, this matters.
Sejda Online (free, no account required for basic use) works in any browser. Go to sejda.com, upload your PDF, click "Add Text," and type on the page. Your file is deleted from Sejda's servers after two hours, though Sejda still processes it while you work. This is faster than installing software but less private than desktop tools.
iLovePDF (free with limits, paid plans available) is a browser-based editor that lets you add text, draw, and sign PDFs. Like Sejda Online, your file uploads temporarily, but iLovePDF keeps it longer and uses it to improve their service. Free users can edit up to five PDFs per day.
The advantage of cloud editors: you can work on your PDF from any device — phone, tablet, or computer — without installing anything. The disadvantage: your document is on someone else's server while you edit, and you need an internet connection.
Paid editors with the most features
Adobe Acrobat (subscription: $15 to $25 per month) is the industry standard. It opens PDFs and lets you add text, signatures, form fields, and comments with full control over fonts, size, and placement. Acrobat also includes OCR, which converts scanned images into searchable text you can edit. Adobe offers both a desktop version (stays on your computer) and a web version (uploads to Adobe's servers). Most people use the web version, which syncs across devices but sends your document to Adobe.
PDFtk (one-time purchase: $50 to $100, depending on version) is a desktop tool that handles complex PDF tasks — filling forms, merging files, and adding watermarks. It is less intuitive than Adobe but more powerful for batch work. Your files stay on your computer.
Nitro PDF (subscription: $12 to $20 per month) is similar to Adobe — cloud-based, syncs across devices, uploads your files to Nitro's servers. It is slightly cheaper than Adobe but has fewer features.
Paid editors make sense if you edit PDFs regularly and need advanced features like OCR or form creation. If you edit a few documents a month, free tools usually do the job.
How to handle scanned documents and images
If your PDF is a scanned image of a paper document, you cannot straightforward type text onto it — the text will float on top of the image rather than replace it. You need OCR (optical character recognition) software, which reads the image and converts it into editable text.
Adobe Acrobat includes OCR. Open a scanned PDF, click "Tools" → "Recognize Text," and Acrobat converts the image to editable text. LibreOffice Draw does not have built-in OCR, but you can use a free online tool like OnlineOCR.net (no account required) to convert your scanned PDF first, then edit it in LibreOffice.
OCR is not perfect — it makes mistakes on handwriting, faint text, and unusual fonts. Always proofread the result before relying on it.
Comparing privacy, cost, and ease of use
| Tool | Cost | Privacy | Ease of Use | Best For |
|---|---|---|---|---|
| Microsoft Edge / Preview | Free (built-in) | High (local only) | straightforward | Quick edits, form-fillable PDFs |
| LibreOffice Draw | Free | High (local only) | Medium | Complex PDFs, offline work |
| Sejda Desktop | Free | High (local only) | straightforward | straightforward text and form editing |
| Google Drive | Free (requires account) | Low (cloud-based) | straightforward | Multi-device access, collaboration |
| Sejda Online | Free | Medium (temporary upload) | straightforward | One-off edits, no installation |
| Adobe Acrobat | $15–25/month | Low (cloud-based) | straightforward | Advanced features, OCR, frequent use |
Frequently Asked Questions
Can I edit a PDF without installing software?
Yes. Cloud-based editors like Sejda Online, Google Drive, and iLovePDF work in your web browser without installation. Your document uploads to their servers while you edit, so privacy is lower than desktop tools. If you only edit PDFs occasionally and do not mind that trade-off, browser-based editors are the fastest option.
What is the difference between annotating and editing a PDF?
Annotating means adding notes, highlights, and comments on top of the PDF without changing the original content — like marking up a paper document with a pen. Editing means changing the actual text, adding new text boxes, or removing content. Most free tools do both, but some (like Preview on Mac) are better at annotation than true editing.
Why does my text look blurry or misaligned when I add it to a PDF?
This usually happens when you are editing a scanned image rather than a form-fillable PDF. The software does not know where the text should go, so it places it on top of the image. Use OCR software (like Adobe Acrobat or OnlineOCR.net) to convert the scanned image to editable text first, then add your own text.
Is it safe to upload my PDF to a cloud editor?
It depends on what is in the document. If it contains sensitive information — financial details, medical records, passwords — a desktop tool that stays on your computer is safer. If it is a form letter or public document, cloud editors are fine. Check the editor's privacy policy to see how long they keep your file and whether they use it to train AI models.
Do I need Adobe Acrobat, or can I use something free?
Free tools handle most everyday tasks — filling forms, adding text, signing documents. Adobe Acrobat is worth the cost only if you need OCR regularly, create complex forms, or edit PDFs every day. For occasional use, Sejda Desktop or LibreOffice Draw do the job without paying.