How to Edit Text in PDF Files Efficiently

We've all been there: staring at a PDF document, wishing we could make a tiny edit instead of starting from scratch or diving into complicated editing programs.

Megon Venter

B2B SaaS Content Writer

Megon is a B2B SaaS Content Writer with 7 years of experience in content strategy and execution. Her expertise lies in the creation of document management tutorials and product comparisons.

Thankfully, with the right tools and know-how, editing a PDF document – especially its text – doesn't have to be a chore. Welcome to our comprehensive guide on how to edit text in a PDF effectively, using our expert PDF editor to ensure you make seamless edits while retaining the integrity of your document.

How to Edit PDF Files on a Windows OS

Using the Editing Text features on PDF Reader Pro, you can change your original file entirely or do some basic text editing.

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• Step 1: Open Your PDF File

 Open your document inside the PDF editor by clicking "Open File" or dragging it into the drop zone. 

• Step 2: Click Edit PDF tool in the top menu bar

 This will open the editing interface, converting the pages to interactive elements. 



Image Source: PDF Reader Pro

• Step 3: Click on any text box to change the text

Editable blocks will appear, allowing you to select and alter text.



Image Source: PDF Reader Pro

• Step 4: Click Add Text on the top menu bar to add your own text.

PDF Reader Pro's built-in application for editing also allows you to add custom text wherever you choose by clicking to open a text box.



Image Source: PDF Reader Pro

• Step 5: Head to the "Edit PDF" box on the right-hand side of the screen

Here you can use the tool panel to edit your text's Color, Size, Text Alignment, and Opacity with our advanced features.



Image Source: PDF Reader Pro

• Step 6: Once done, click Save.

A pop-up menu will appear to allow you to rename your altered file. 



Image Source: PDF Reader Pro

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How to Edit PDF Files on a Mac OS

You can edit PDF documents following similar steps on your Mac operating system. 

• Step 1: Open your PDF for Editing

 Open your document in PDF Reader Pro.

• Step 2: Click the Edit PDF tool in the top menu bar

 This will open the editing interface, converting the pages to interactive elements. 



Image Source: PDF Reader Pro

• Step 3: Click on any text box to change the text

Editable blocks will appear, allowing you to select and alter text.



Image Source: PDF Reader Pro

• Step 4: Click Add Text on the top menu bar to add your own text.

PDF Reader Pro's built-in application for editing also allows you to add custom text wherever you choose by clicking to open a text box.


Image Source: PDF Reader Pro

• Step 5: Opt to Use Our Tools for Editing

By clicking on the tool panel, you can change the color, size, text alignment, and opacity of your document with ease.



Image Source: PDF Reader Pro

• Step 6: Once done, click Save.

A pop-up menu will appear to allow you to rename your altered file. 



Image Source: PDF Reader Pro

Best Practice

• Always Backup when Editing Documents: Before editing, always create a backup of your original PDF document to prevent any accidental loss or unwanted changes.
• Use PDF Text Editors: Use reputable PDF editing tools like PDF Reader Pro with comprehensive editing functions to edit your text and avoid online uploads from unknown websites. 
• Optical Character Recognition (OCR): For scanned or image-based PDFs, ensure your editing tool offers OCR technology to recognize and edit text.
• Font Consistency in Editing Tasks: Use the editing options on the editing bar to match the existing fonts and styles to maintain a uniform appearance.
• Review After Editing in PDF Files: After using the PDF editor, always review the PDF for any file format or paragraph alignment issues. Double-check to ensure all changes have been made correctly and correct typos.

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FAQs

Q: Can I edit text directly in a PDF file?
A: Yes, you can edit text in a PDF file using specific software designed for PDF editing. Efficient PDF editors like PDF Reader Pro are specifically designed for this.

Q: How do I add new document elements to a PDF?
A: Our Editor interface also includes an "Add Text" tool. After selecting the tool, click on the location in the document where you want to insert text and start typing.

Q: Can I change the font and color of the text in the PDF forms I edit?
A: Yes, most PDF editors allow you to modify the font type, size, color, and other attributes of the text.

Q: I edited the text with a comprehensive editor, but the formatting looks off. Why?
A: PDFs were designed as end-point documents, meaning they were only sometimes meant to be edited. Changing the original content can sometimes disrupt the layout or formatting, significantly if the text size varies from the original.

Q: Can I delete text from a PDF using the Edit PDF tool?
A: Yes, in most PDF editors, there's a tool to remove or delete text. It might be called "Erase," "Delete," or something similar.

Q: Is it possible to search and replace text in a PDF form?
A: In advanced PDF editors like Adobe Acrobat Pro DC, you can use the "Find" feature to search for specific text, and there's often a "Replace" function to change specific text throughout the document.

Q: I edited a PDF, but the text is not editable by someone else. Why?
A: The PDF may have been saved or exported in a way that embeds the text as an image or flattens it, making further text editing impossible. Please make sure you save the file in an editable format to maintain edit access.

Q: Can I edit text in a scanned PDF document?
A: Editing text in a scanned PDF requires an Optical Character Recognition (OCR) tool. OCR converts the scanned image of the text back into selectable, editable text. Some advanced PDF editors have built-in OCR capabilities.

Q. After editing, my file size increased significantly. How can I reduce it?
A: The file size can increase when you edit a PDF, especially by adding images or other elements. Use the "Save As" option instead of "Save" sometimes to reduce the file size. Some PDF editors also offer tools to compress the PDF.

Q: How do I protect my edited PDF form from unauthorized edits?
A: Most PDF editors allow you to add password protection or restrict editing capabilities before sharing the document. Look for "Protect" or "Security" settings in your editor.

Remember, always keep a backup of the original PDF before making edits, just in case you need to revert to the initial version or encounter any issues during editing.

Editing text in PDFs has become more straightforward with various tools at our disposal. By following the best practices and choosing the proper method based on your needs, you can efficiently edit your documents without compromising quality.