The fastest way depends on what program you already have

You can add a text box to a PDF in Adobe Acrobat Reader (the free version), Preview on Mac, or any PDF editor you have installed. The steps differ slightly between programs, but the basic idea is the same: open the PDF, find the text tool, click where you want the box, and type. Most people can do this in under a minute once they know where the button is.

If you only need to do this once or twice, use whatever program is already on your computer. If you do this regularly, a dedicated PDF editor like Adobe Acrobat Pro, PDFtk, or Nitro might be worth the cost because they have the text tool more visible and let you save changes directly to the PDF file.

Key Takeaways

  • Adobe Acrobat Reader (free) has a text box tool under the "Fill & Sign" tab that works on any PDF.
  • Mac users can open a PDF in Preview, click the text tool in the toolbar, and type directly into the document.
  • Windows users without Acrobat can use free online tools like Smallpdf or ILovePDF to add text boxes without installing software.
  • Changes made in the free version of Acrobat Reader are saved to a new copy of the PDF, not the original file.
  • If you need to edit PDFs regularly, a paid editor like Adobe Acrobat Pro or PDFtk saves time because the text tool is always visible.

Adding a text box in Adobe Acrobat Reader (Windows and Mac)

Open your PDF in Adobe Acrobat Reader. At the top of the window, look for the toolbar. Click the Fill & Sign tab (it looks like a pen writing on a form). This opens a small menu on the right side of the screen.

In that menu, click the Text button. Your cursor will change to a crosshair. Click and drag on the PDF where you want the text box to appear — you are drawing a rectangle. Release the mouse, and a text box will appear with a blinking cursor inside. Type your text. When you are done, click outside the box or press Escape to finish editing that box.

To save your changes, go to File > Save As. Acrobat Reader will save your changes to a new PDF file rather than overwriting the original. The new file will have the same name with a number added (for example, "document (1).pdf").

Adding a text box in Preview (Mac only)

Open your PDF in Preview (the default PDF viewer on Mac). At the top of the window, click the Markup Toolbar button — it looks like a pen tip in a circle. A row of tools will appear below the toolbar.

Click the Text tool (it looks like the letter "A"). Your cursor will change to a crosshair. Click on the PDF where you want to add text, and a text box will appear. Type your text directly. You can resize the box by dragging the corners, or move it by dragging the edge.

When you are finished, go to File > Save to save your changes. Preview will save the changes directly to the original PDF file, so you do not get a separate copy.

Adding a text box without installing anything (online tools)

If you do not want to install software, you can use a free online PDF editor. Go to Smallpdf.com, ILovePDF.com, or PDFEscape.com. Each one works slightly differently, but the basic steps are the same: upload your PDF, find the text tool, click where you want the box, and type.

On Smallpdf, click Edit PDF, upload your file, then click the Text button in the toolbar on the left. On ILovePDF, click Edit PDF, upload your file, then click the Add Text button. On PDFEscape, click Use Online Editor, upload your file, then click the Text tool in the left menu.

After you add your text box, read the edited PDF to your computer. These tools are free for files under a certain size (usually 50 MB to 100 MB). If your file is larger, you may need to pay or use a desktop program instead.

Adding a text box in Adobe Acrobat Pro (paid version)

If you have Adobe Acrobat Pro (the paid version, not the free Reader), open your PDF and click the Edit PDF tool on the right side. The text tool will appear in the toolbar at the top. Click it, then click and drag on the PDF to create a text box. Type your text and click outside the box when you are done.

Acrobat Pro saves changes directly to the original PDF file, so you do not have to use "Save As" every time. This is the main advantage over the free Reader if you edit PDFs regularly. Acrobat Pro also lets you format text (change font, size, color) and position boxes more precisely.

Positioning and formatting your text box

Most PDF programs let you move a text box after you create it. Click the box to select it, then drag it to a new location. You can usually resize it by dragging the corners or edges.

In Acrobat Reader and Acrobat Pro, you can change the font, size, and color of the text. Select the text box, then look for formatting options in the toolbar or right-click menu. In Preview, formatting options are more limited — you can change the font and size, but fewer color options are available.

Online tools vary in what formatting they offer. Smallpdf and ILovePDF let you change font size and color. PDFEscape has fewer options. If formatting matters for your work, use Acrobat Reader or Preview instead.

Saving and sharing your edited PDF

After you add text boxes, save the file before closing it. In Acrobat Reader, use File > Save As to create a new copy with your changes. In Preview, use File > Save to save directly to the original file. In online tools, click the read button and choose where to save the file on your computer.

If you are sharing the PDF with someone else, keep in mind that they may be able to edit or delete your text boxes if they open it in an editor. If you want to prevent editing, use Acrobat Pro to add password protection or restrict permissions. Most free tools and Preview do not have this option.

Frequently Asked Questions

Can I add a text box to a PDF on my phone?

Yes, but it is more difficult than on a computer. Adobe Acrobat Reader has a mobile app for iPhone and Android with a text tool, but it is harder to use on a small screen. If you need to add text boxes regularly on your phone, consider using an online tool like Smallpdf or ILovePDF instead, since they work in any web browser.

Why can't I edit text that's already in the PDF?

Text that was printed or scanned into a PDF is actually an image, not editable text. You can add new text boxes on top of it, but you cannot change the original text. If you need to edit the original text, you may need to go back to the source document (Word, Excel, or whatever created the PDF) and make changes there.

Will my text box stay in the same place if someone else opens the PDF?

Yes. Text boxes you add are part of the PDF file itself. When someone else opens the file, they will see your text box in the same location. They can edit or delete it if they have an editor, but it will not move or disappear on its own.

What if the text box I created is too small for all my text?

Resize the box by dragging the corners or edges outward. In most programs, text will wrap to a new line automatically as you type if the box is too narrow. If you need more space, make the box taller or wider. You can also reduce the font size to fit more text in the same space.

Is there a difference between adding a text box and using the "Fill & Sign" feature?

In Acrobat Reader, "Fill & Sign" is the tool you use to add text boxes. It is designed for filling out forms and signing documents, but it works for adding text anywhere on a PDF. The text boxes you create this way are the same as any other text box — there is no functional difference.