How to edit a PDF file: 3 ways

As a freelance writer, filling out PDFs (such as contracts or government documents) is a constant part of my job. My old method for filling out those documents was to print them, fill them out, scan them, save them to my desktop, encrypt the files, and send them on their way. 

Eventually, I realized there was a much easier way. All I had to do was open the PDF file in a way that allowed me to edit it, fill out the PDF, save it, encrypt it, and send it. Given that the 10-year-old scanner I have is on its last legs, it was about time I switched it up.

But how does one edit a PDF file?

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Well, there are several methods, each of which requires different steps. The good news is that the editing of PDF files is something anyone can do.

Before we get into this process, you should know that when a PDF is first created, it can be saved to be edited within a PDF viewer, such as Adobe Reader. Most PDFs you receive will not have been created to be easily edited.

With that issue in mind, where do you turn?

Office suites

Every major office suite can open a PDF file for editing (the one exception being Apple Pages). LibreOffice, Microsoft 365, and WP Office can all open PDFs for editing. 

When an office suite opens a PDF for editing, the file is in a drawing-type application. If you think of the PDF as an image, it becomes much easier to get the workflow. For instance, if you need to replace a block of text, you might have to add a rectangle over the text (with a color to match the document background), and then add the new text on top.

It's a cumbersome process, but it works. Here's the process in LibreOffice.

PDF editor apps

There are many PDF editors on the market, some of which are free and some of which have an associated cost. 

Of course, the best-in-show app for this category is Adobe Acrobat, which is available as a subscription product (from $12.99/month to $19.99/month). 

If you don't like paying for an app that you may only use once or twice a month (or year), why not go with something cheap -- or, even better, free? 

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On MacOS, there's PDFgear (found in the Apple App Store for free), but I would recommend Foxit PDF Editor, which is available for desktop (Linux, MacOS, Windows), web, and mobile. You can try the Foxit PDF Editor for free, but after that trial, it costs $129.99/year for the standard version and $159.99 for the Pro version. You can read more about the differences in this feature matrix.

Other desktop apps include PDF Candy, PDF Studio, and OnlyOffice PDF Editor. 

Web-based editors

I'll offer some advice here. Because of data breaches, AI language model training, and the continued need for heightened security and privacy measures, I would only suggest using a reputable online service (such as Adobe or Foxit). 

You might be tempted to use one of the many free services, but consider this scenario. Maybe you need to fill out a contract for a client. They send you a PDF with all the necessary questions, and you decide to open the PDF on a free site. You add all your personal details, export the file, and send it to the client. A few weeks later, you see all sorts of suspect activity that ends in identity theft.

Yes, that's an extreme case, but given the state of global digital security, it would be a mistake not to take such things seriously.

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In other words, only use such tools from companies you know you can trust. Here's the shortlist:

From my perspective, your best bet is to go with a desktop (or mobile) app geared specifically for PDF editing (such as PDF Candy or Foxit PDF Editor) to do things the professional way. If you don't want to pay for a subscription to either of those services, go with LibreOffice. It's free -- and if you can use a drawing tool, it's easy to use.