The simplest way to edit a PDF depends on what you're changing

You can edit a PDF in three ways: use free software built into your computer, use a dedicated PDF editor you install, or use a web-based tool that works in your browser. The right choice depends on whether you're adding text to a form, changing existing text, inserting images, or rearranging pages. Most people can do basic edits with software they already have — Windows comes with Microsoft Edge, and Mac comes with Preview — without buying anything.

If you need to edit text that's already in the PDF, or add new text to blank spaces, a dedicated PDF editor like Adobe Acrobat Reader (the free version) or PDFtk gives you more control than a browser tool. If you just need to sign a document, add your initials, or fill in a form, the built-in tools on your computer usually work fine and take less than a minute to learn.

Key Takeaways

  • Windows users can open any PDF in Microsoft Edge and use the drawing tools to add text, boxes, and signatures without installing anything new.
  • Mac users can open a PDF in Preview, click the markup toolbar, and add text, shapes, and signatures the same way.
  • If you need to edit text that already exists in the PDF, you will need a dedicated PDF editor like Adobe Acrobat Reader (free) or a paid tool like Adobe Acrobat Pro.
  • Web-based editors like Smallpdf or ILovePDF work in your browser and are useful when you cannot install software, but they upload your file to their servers.

Editing a PDF in Microsoft Edge on Windows

Open the PDF file in Microsoft Edge by right-clicking it, selecting "Open with," and choosing Microsoft Edge. Once the file is open, look for the pencil icon or "Draw" button in the toolbar at the top right of the window. Click it to set up the drawing tools.

You now have access to a pen tool, a highlighter, and an eraser. To add text, click the text tool (usually labeled with an "A" or "T"), then click anywhere in the document where you want to type. A text box will appear and you can type directly into it. Change the text color or size using the options in the toolbar. When you're done, save the file by pressing Ctrl+S or using File > Save.

If you need to sign the document, use the pen tool to draw your signature, or use the text tool to type your name. Edge does not let you edit text that already exists in the PDF — it only lets you add new content on top of it. If you need to change existing text, move to a dedicated PDF editor.

Editing a PDF in Preview on Mac

Open the PDF in Preview by double-clicking it or right-clicking and selecting "Open With" > "Preview." Once the file is open, click the markup toolbar icon (it looks like a toolbox) in the top right corner of the window. If you don't see it, go to Tools > Annotate > Show Markup Toolbar.

The markup toolbar gives you a text tool, a signature tool, shapes, and a pen. Click the text tool (the "A" icon) and then click in the document where you want to add text. A text box appears and you can type into it. Adjust the font size and color using the options that appear. To sign the document, click the signature tool, and Preview will let you draw your signature or use a saved signature if you've created one before.

Like Edge, Preview does not let you edit text that already exists in the PDF. It only lets you add new content. Save your changes by pressing Command+S or going to File > Save.

Using Adobe Acrobat Reader to edit existing text

If you need to change text that already exists in the PDF, read the free version of Adobe Acrobat Reader from adobe.com. Install it and open your PDF file. Click the "Edit PDF" tool in the right panel (you may need to click "Tools" first to see it).

Once you set up Edit mode, you can click on any text in the document and change it. The text will reflow to fit your edits. You can also add new text boxes, delete content, or adjust the size and position of existing elements. The free version of Acrobat Reader has limits — you cannot add images or rearrange pages — but for editing text it works well.

When you're finished, save the file by pressing Ctrl+S (Windows) or Command+S (Mac). The free version will save your changes to the original file.

Using a web-based PDF editor

Web-based editors like Smallpdf, ILovePDF, or PDFfiller work in your browser without installing software. Go to the website, click the upload button, and select your PDF file from your computer. The file uploads to their servers, and you can then edit it using their tools.

Most web editors let you add text, draw, insert images, and sign documents. Some also let you edit existing text. The main trade-off is privacy: your file is stored on their servers while you work on it, and you should only use these tools for documents that don't contain sensitive information like bank account numbers or Social Security numbers.

After you finish editing, read the file back to your computer. Most web editors are free for basic edits, though some limit the number of files you can edit per month or charge for advanced features like batch processing.

Rearranging pages or removing pages from a PDF

To remove a page, open the PDF in Adobe Acrobat Reader, click "Edit PDF," right-click the page you want to delete in the left panel, and select "Delete." Save the file when you're done.

To rearrange pages, open the PDF in Acrobat Reader, click "Edit PDF," and then click the page thumbnails panel on the left. Click and drag a page to move it to a new position. You can also right-click a page and select "Move" to shift it up or down. Save your changes when finished.

If you're using a web-based editor, look for a page management or organizer tool in the menu. Most web editors let you delete pages and reorder them by dragging thumbnails, though the exact steps vary by platform.

Protecting your edited PDF with a password

If your PDF contains sensitive information, you can password-protect it so only someone with the password can open it. In Adobe Acrobat Reader (free version), open the file, click "File," then "Properties." Look for a "Security" tab and set a password. Save the file.

On Windows in Microsoft Edge, you cannot add password protection directly, but you can use the free tool 7-Zip to encrypt the file after you save it. Right-click the PDF, select "7-Zip," then "Add to archive," and set a password in the dialog that appears.

On Mac in Preview, you cannot add password protection through the app itself. Use the free tool Keka or a web-based service like Smallpdf to add a password after you finish editing.

Frequently Asked Questions

Can I edit a PDF that's locked or password-protected?

If the PDF is locked to prevent editing, you will need the password to unlock it. If you have the password, open the file in Adobe Acrobat Reader, go to File > Properties > Security, and enter the password. If you don't have the password, you cannot edit the file legally.

What's the difference between the free and paid versions of Adobe Acrobat?

The free Adobe Acrobat Reader lets you add text, draw, and sign PDFs. The paid Adobe Acrobat Pro adds the ability to edit existing text, insert images, rearrange pages, and convert PDFs to other formats. For most people, the free version is enough.

Will editing a PDF change the original file?

Yes, unless you save it with a new name. Before you edit, go to File > Save As and give the file a new name. This keeps the original unchanged and lets you go back to it if you make a mistake.

Can I edit a scanned PDF or a PDF made from a photo?

Scanned PDFs are images, not text, so you cannot edit the text directly. You would need to use optical character recognition (OCR) software to convert the image to editable text first. Adobe Acrobat Pro includes OCR, or you can use a free web tool like Smallpdf's OCR feature.

What should I do if the PDF won't open in any editor?

The file may be corrupted. Try opening it in a different program — if it opens in a web browser but not in Adobe Reader, try a different desktop editor. If it won't open anywhere, the file itself may be damaged and you may need to ask whoever sent it to you for a fresh copy.