How to Edit a PDF Online, on Desktop, and on Mobile 

PDFs are preferred for sharing reports, forms, contracts, and business documentation, including documents used in data processing, due to the format remaining consistent across devices. It’s not quite as easy to alter a PDF as you have to edit the Word document. 

Text correction may be needed, images might need to be replaced, pages may need to be rearranged, comments may need to be added, or a form may need to be completed. This applies to the right method, depending on your document, device, and editing needs. 

Learn how to edit PDFs online on a computer and on a mobile device, and how to fix common PDF formatting problems. 

Can You Actually Edit a PDF? 

Yes, it is possible to edit a PDF with a compatible tool. PDFs are intended to maintain the layout of a document and are not meant for easy rewriting. That’s why sometimes it’s necessary to use a specific editor when modifying the text. 

There are two prevalent kinds of PDF files: 

• Native PDFs: These are files with digitally created text and images. The text can be easily selected and edited by a convenient PDF editor. 
• Scanned PDFs: These are PDFs that are images of printed pages. Text may have to be converted to machine-readable text using Optical Character Recognition (OCR) before it can be edited. 

There are also various types of changes that can be made to PDFs. Existing text can be edited or replaced, images can be added, annotations can be added, and forms can be filled, or pages can be rearranged. These are tools that can help with all these tasks, as well as some that will only help with one or two. 

When text is selectable within your PDF, you can typically begin editing the document straight away. If it’s a scanned document, check if it has an OCR feature before trying to alter the text. 

How to Edit a PDF Online? 

Online PDF editing software enables PDF editing without having to install desktop software. They come in handy for making instant changes, adding notes, inserting images, and other simple edits from various devices. 

Some common tools are iLovePDF, Smallpdf, and Adobe Acrobat’s online software. They offer free usage and features; some have limits on free use while others do not. 

To edit a PDF online, here are the steps to follow: 

• Upload your PDF: Open a web-based PDF editor and pick the PDF that you want to edit. 
• Tap on the Editing Tool: Pick the text, insert picture, shape, text highlighter, or annotate tool. 
• Edit or Format Now: Identify the parts of your content to edit, make the edits, and add additional content. 
• Verify: Make sure there’s no duplicated text, images out of place, and formatting issues. 
• Process and Download: Once you check the document, download it on your device. 

Depending on the platform, editing features are available. A simple editor could possibly enable you to insert boxes of text and comments without altering existing content, while a more sophisticated editor might permit you to edit content directly. 

While using online editors can be convenient, make sure to read through their privacy policies and file retention policies before any confidential files are uploaded. For files containing collected information, consider appropriate data quality management practices as well. If you need to edit sensitive financial records, contracts, or identity documents, an offline editor might be a more suitable option. 

How to Edit a PDF Using Adobe Acrobat (Desktop)?

Adobe Acrobat can be used by those who require more control over the content, formatting, and page layout of a PDF. It can be used to edit text and images, organize pages, and create professional documents. 

Adobe Acrobat Reader is designed primarily to be used when viewing, commenting on, signing, and filling out PDFs. Generally, Acrobat’s paid editing capabilities are needed to edit existing text and images. 

To edit a PDF in Adobe Acrobat: 

• Open the file: Start Adobe Acrobat and open the PDF file that you wish to edit. 
• Click Edit PDF: In the Tools drop-down menu, choose Edit PDF. 
• Select to edit: Click on the text or image you want to edit, if the document allows you to edit it. Then edit text, format, resize, or move images as necessary. 
• Rotate, extract, rearrange pages: You can rotate, delete, extract, and rearrange pages using the tools for page organization. 
• Save the document: Save your changes or export the file to a different supported format. 

Acrobat works well for professional reports, lengthy documents, and frequent PDF editing. When using complex layouts, unusual fonts, scanned pages, or restricted files, you may need to take extra steps. If all you need is to add a signature or highlight text, you can definitely use a free reader. 

How to Edit a PDF in Microsoft Word?

If you need to edit a text paragraph, fix spelling, or reorder text in a PDF, you can use Microsoft Word. Word will convert the PDF to a Word document that can be edited; then you can convert it back to a PDF. 

This works best with documents with a lot of text and a relatively simple layout: 

Here are the steps to edit a PDF using Microsoft Word: 

• Start Microsoft Word: Click on the Word icon on your computer.
• Choose PDF: Now find and choose the document.

  

• Convert the File: Ensure the message appears, stating that Word will convert the PDF to an editable document.

  

• Save and Edit the Content: Rewrite paragraphs, correct the errors, or improve the content by adding headings and removing unnecessary information. 
• Review and Save: Now review the fonts, images, tables, spacing, and page breaks. Click on Save As or on Export and select PDF as the output format.

Note: The formatting of some documents may be altered during conversion, especially those with more than one column, complex tables, graphics, or unusual fonts. Always save the original PDF document to check the exported PDF before sharing. If the document needs to be changed to another format, review available data conversion services. 

Check Out: What is Data Processing? Definition, Steps, and Types Explained

How to Edit a PDF on Mobile (iPhone/Android)?

Built-in PDF editing features and dedicated PDF editors are available for editing PDFs directly on your phone. These are useful when signing documents, adding comments, filling in forms, and making fast changes whilst travelling. 

How to Edit PDFs on iPhone? 

iPhone Markup allows you to add annotations, highlight, draw, and sign. It doesn’t usually offer complete editing features for PDFs. 

• Open the PDF in the Files app or another app.
• If available, click on the Markup icon.
• Select a PEN, highlight, text, shape, or signature tool.
• Include the notes, comments, or signature.
• Tap Done, and the updated file will be saved.

  

If you want to edit existing text or images, select a PDF editing app that has the ability to do that. 

How to Edit PDF on Android? 

Android users can utilize PDF applications and annotation features that are compatible with the application, such as Google Drive. Adobe Acrobat Reader also enables tasks like commenting, highlighting, and filling forms. 

• Open the PDF file in an application.
• Choose editing, annotations, or fill and sign.
• Update the necessary things. 
• Save the changed document or make a copy.

  

If you have bigger edits to make, then you should use an application with more advanced editing abilities, like iLovePDF. 

How to Change Specific PDF Content?

There are a variety of tasks to be done when editing, and they require different tools. Let’s check out these tasks and how to perform them here: 

To Edit Text Within a PDF File 

Open the file in an editor that can be used to edit the text directly in the editor. Find the correct text, edit, and verify the surrounding layout. 

A document may be scanned or flattened if you cannot select it. Use Optimal Character Recognition (OCR) to recognize text. Always double-check the output, as letters, numbers, and punctuation may be read incorrectly by OCR. 

Adding and Replacing Pictures 

Select an editing software that gives you the ability to insert images. Click the image button, drag the image in, and place it on the page. Resize and rotate it as desired before saving. 

If you have an editor that provides a “replace” feature, use it to replace an existing image. If not, you’ll have to delete the previous picture and insert the new one. Make sure that the picture does not obscure key text or make your document illegible. 

Removing and Rearranging Pages 

Page management tools enable you to delete unwanted pages, reorder them, rotate them, or select specific pages to extract. 

• Use a PDF tool that allows for page organization to open the PDF. 
• Choose Organize Pages, Manage Pages, or something similar. 
• Select the pages that you want to move, rotate, or delete. 
• Check through the document and save the changes. 

Make a copy first when removing pages, particularly if the document has references, page numbers, or a table of contents that might need to be updated. Also, you can reduce PDF size if you are unable to download properly. 

Draw Comments, Shapes, or Freehand Annotations 

Annotations are a way to read and analyze a PDF without altering the content of the document. They work well for collaborative work, feedback, and document reviews. 

Common options include:

• Add explanations, questions, or suggestions to comments or boxes of text. 
• Underline words and phrases to add emphasis to significant parts of the text. 
• Indicate specific content with shapes and arrows. 
• Add handwritten notes, circles, or sketches for freehand drawing. 
• Sign papers or put a custom stamp. 

Open the PDF file, choose the tool for making annotations, and draw on the page. Review the changes and save the document. Keep in mind that if you add a text box to existing text, it does not delete or alter any text. 

Fill Form or Edit Fields

Interactive PDF forms have fields to fill in with information like names, dates, addresses, and contact information. 

• Open the PDF file in a reader or editor. 
• Click on the available form fields. 
• Fill in the information and check off the appropriate boxes. 
• Make sure your entries are correct. 
• Save a completed copy. 

If the fields are not interactive, type text over the fields, or if you want to make the document interactive, use a form creation tool. Before filling out official forms, check out what the recipient needs first. 

Common Problems When Editing PDF Files (Troubleshooting)

Changes you make to a PDF may not go as you expect. If you know the cause, then you can determine the solution. 

You can’t Edit Text on a Scanned PDF

Often, scanning will result in images of the pages rather than selectable text. 

Solution: Review converted content for mistakes before modifying it. Scans may be inaccurate due to blurriness or the use of unusual fonts. 

Apply Formatting After Editing 

The contents of the text, fonts, images, and tables can move while editing or converting. 

Solution: Save the original as is (if layout is important), and use a dedicated PDF editor and check page break alignment, images, and fonts before saving the final version. 

File is Too Big to Upload to an Online Tool 

Some online editors set limits on file size or number of pages, particularly with free accounts. 

Solution: Compress it, split it up into smaller parts, or use a desktop editor to process it on-site. Once compressed, make sure that the text and pictures are easy to read. If you are uploading any confidential files, please be aware of the implications of doing this to an online service.

Which Method Should You Use?

Depending on the nature of the changes, device, and budget, there are the best ways to edit a PDF. PDF editing tools for the web can make simple edits quickly; Adobe Acrobat is more advanced and can allow for more edits. While mobile applications can be handy for making edits when you’re on the move, Microsoft Word is suitable for rewriting text. 

Methods	Best Suited For	Cost	Devices	Editing Level
Online PDF apps	Simple text edits, annotations, and image editing	Both free and paid options available	Windows, Mac, and Mobile	Beginner to moderate
Adobe Acrobat	Professional level editing, page rearrangement, and advanced features	Free reader to scan document and paid editing tools	Windows, Mac, and Mobile	Advanced level
Microsoft Word	Rewrite content and update document	Comes with Microsoft 365 plans.	Windows and Mac	Moderate
Mobile PDF app	Signature, annotation, and highlighting	Both free and paid options available	Android, iPhone, tablet	Basic to moderate level

Consider your requirements before selecting a tool; you may want to edit existing text, change images, move pages around, or just add comments. For some basic change, you can use a free online editor, which is sufficient. For complex documents that need editing regularly, specific software might be preferable. 

In either case, be sure to make a copy of the original and check the result for formatting errors before sending it out. 

Conclusion

Editing a PDF can be simple if you have a reliable PDF editor. You can make quick changes from an online editor, while Acrobat provides more advanced editing options; Microsoft Word is helpful for rewriting a document, and mobile apps are helpful for annotations and signatures. 

Scanned documents will need OCR, and complex layouts will need additional layout checks. Make sure to have a copy of the original layout checks before sharing the file with others, and verify that all the edits are correct and the documents look like you wanted. 

Read Next: What Is Data Extraction? Learn, Its Process, Types, Benefits, Challenges, and Top 4 Tools

FAQs