How to Organize PDFs: Merging, Splitting, and Rearranging

Managing PDF documents efficiently is crucial for both personal and professional settings.

Whether you're compiling multiple reports, managing documents for a project, or simply trying to keep your files tidy, knowing how to merge, split, and rearrange PDFs can greatly enhance your productivity.

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.

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The key to any business running smoothly is to be organized. Our team knows this first-hand, which is why we choose PDF Reader Pro to help us with our documents.

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These features help us stay organized when managing large numbers of PDFs or working on complex projects involving multiple documents.

How to Merge PDFs

Merging PDFs allows you to combine multiple documents into a single file. This is especially useful when you need to send related documents together or create a comprehensive report.

Windows

Step 1: Choose "Merge"

This will be a block under your "Advanced Editing Tools"



Step 2: Select Your Files

Click "Open" to upload them.



Step 3: Click "Merge"

Adjust your size settings if you like.

Mac

Step 1: Find "Advanced Editing Tools" (Home Interface)

Choose "Merge" from the quick options.



Step 2: Choose What to Merge

Click the "Open" button on the bottom right.



Step 3: Choose "Merge" Button

Before doing so, change your settings if needed.

How to Split PDFs

Splitting PDFs is useful when you want to divide a large document into smaller, more manageable files. This helps share specific sections without sending the entire document.

Windows

Step 1: Open Your PDF

Click "Open File" on the top left of your screen.

Step 2: Click "Page Edit"

Select the pages you want to split.

Step 3: Find "Split" on the Menu

Choose "Split Selected Pages".

Mac

Step 1: Open Your File

Simply drag and drop the document from your file library.

Step 2: Choose "Page Edit" on the Main Menu

Click on the pages to be split.

Step 3: Find "Split" on the Toolbar

Choose "Split Selected Pages" or simply "Split".

How to Rearrange PDF Pages

Rearranging pages in a PDF is vital when you want to change the order of your content for clarity and flow.

Windows

Step 1: Open Your PDF

Click "Open File" on the top left of your screen.

Step 2: Click "Page Edit" on the Menu

Click to select the pages to move.

Step 3: Click and Hold to Drag

Move the pages where you want them to be.

Mac

Step 1: Open Your File

Simply drag and drop the document from your file library.

Step 2: Click "Page Edit"

Select which pages to move while holding the "Command" button to select multiple.

Step 3: Drag Pages

Clicking and dragging will move your selected pages.

"PDF Reader Pro has really changed the way I work, speeding up my document filing and data management tremendously."

Teddy Cipolla

B2B SaaS Media Analyst

Source: LinkedIn

Tips for Organizing PDFs

• Consistent Naming Conventions: Use clear and consistent naming for your PDF files to make searching easier. Consider including dates, topics, or project names.
  
  
• Folder Structure: Create a logical folder structure on your device or cloud storage. Organize by project, year, or document type.
  
  
• Regular Clean-Up: Periodically review your PDF files. Delete duplicates, outdated documents, or those no longer needed to keep your collection manageable.
  
  
• Add Bookmarks: If your PDF software allows, add bookmarks to long documents for easy navigation.

Organizing PDFs through merging, splitting, and rearranging is an essential skill for efficient file management.

Implement the tips mentioned above to further enhance your PDF organization, and enjoy a clutter-free digital workspace.