How to write to a PDF file

Do you need to edit a PDF file by adding custom texts to it, but you don’t have the faintest idea of ​​which tools to use to do it? Don’t worry: I can help you with this tutorial of mine dedicated to the subject. So take five minutes of free time and try to follow the instructions below: I’m about to explain how to write on a PDF file.

I anticipate that you already have at your disposal several applications and different online services that can be used at no cost (plus some exceptions that offer extra paid functions, which can be useful for more professional jobs). The solutions in question all ensure maximum ease of use and therefore can be used by anyone, you don’t need to be an expert in word processing software or who knows what else. In short, the days in which to implement simple changes to PDFs you had to buy very complicated – and very expensive – professional tools are gone.

At this point, I would say not to go any further and to get straight to the point: choose the solution that seems to you best suited to your needs and use it following the instructions I am about to give you. I bet you will be surprised at how easy it is to get your PDF editing work done. Enjoy your reading and have fun!

Index

• Preliminary information
• How to write to a PDF file for free
  • LibreOffice (Windows / macOS / Linux)
  • Adobe Acrobat Reader DC (Windows / macOS)
  • Preview (macOS)
• How to write to a PDF file online
  • DocHub
  • Other solutions for writing to a PDF file online
• How to write to a PDF file from smartphones and tablets
  • Xodo PDF (Android / iOS / iPadOS)
  • Default PDF Editor (iOS / iPadOS)

Preliminary information

Before getting to the heart of the tutorial, going to indicate which are the tools to use to write on a PDF file and, above all, how to use them best, there are some preliminary information that it is my duty to provide you to allow you to have perfectly clear ideas. to about.

For starters, be aware that PDFs can be saved in both the form of images and documents consisting of text. The difference is substantial: in the first case the PDFs are editable only by adding new contents and you cannot modify the text already present in them (as they consist of images), while in the second case the texts are freely editable as is possible to do with a Word file.

In the light of what has just been stated, therefore, know that to fully edit PDFs consisting of images it is necessary to resort to the use of OCR solutions (acronym for Optical Character Recognition, i.e. optical character recognition), tools capable of performing optical recognition fonts and which, for this very reason, allow you to transform images into editable texts.

How to write to a PDF file for free

Having made the necessary clarifications above, I would say that we can finally get to the heart of this guide and go and find out how to write on a PDF file for free. Below, therefore, you will find those that, in my humble opinion, represent the best solutions for Windows, macOS and Linux suitable for the purpose.

LibreOffice (Windows / macOS / Linux)

The first of the tools for writing to a PDF file that I want to suggest you consider is LibreOffice. It is a free and open-source work suite based on the very famous OpenOffice. It includes applications for writing text, processing spreadsheets, making presentations and much more. Among its many functions there is also the one that allows you to edit PDFs as if they were Word documents. Using it, in fact, you can add customized texts to PDFs, modify the texts already present in the document (where possible) and add further customizations, such as arrows, highlights, images, etc. It’s compatible with Windows, macOS, and Linux, and has the same great editing features across all platforms.

To download LibreOffice on your computer, connect to its website and click on the Download version xx button located in the center of the page.

When the download is complete, if you are using Windows, open the installation package obtained and, in the window that appears on the desktop, press the Run button. Then click on the Next button, select the Typical option and press the Next, Install, Yes and Finish buttons.

If you are using macOS, on the other hand, open the .dmg package obtained, drag the LibreOffice icon into the Applications folder, right-click on it and select the Open item from the menu displayed. Then press the Open button in the window that appears on the screen, in order to start the program going to circumvent Apple’s limitations towards applications from non-certified developers (an operation that must be performed only at the first start). Next, close the program completely by pressing cmd + q on your keyboard.

After carrying out the above steps, still on macOS, go back to the LibreOffice website and press the Translated User Interface button, in order to get the package to translate the software into Italian (which on Windows instead is included in the packaged basic installation).

Once the download is complete, open the new .dmg package obtained, right-click on the LibreOffice Language Pack executable that is inside it, select the Open item from the menu that appears and press the Open and Install buttons. Then, select the item / Applications / LibreOffice.app from the window that opens and click on the Install button. If in doing so you see a warning about permissions appear, to complete the setup click on the Yes button, identify me, enter the password of your user account and click on the OK button (twice).

Now that, regardless of the operating system used, you see the main LibreOffice window on the screen, you can import the PDF document to be edited into the program by clicking on the Open file item located on the left. Once this is done, Draw, the LibreOffice editor for editing PDF documents, will automatically start.

After opening the file, you can write on it by clicking on the “T” button located on the toolbar at the top and create, holding down the left mouse button, a selection in the point of the document where you want to add your text customized. Then start writing and, if you want, adjust the size and type of writing characters using the appropriate options accessible on the right side.

If possible, you can also modify the text already present in the document, selecting it and writing what you want or modifying and/or deleting the existing one. In addition, you can insert other elements such as arrows, geometric shapes, lines and images by clicking on the appropriate buttons always located on the toolbar at the top.

When you have finished editing your document, save it keeping the PDF format, selecting the Export to PDF format item from the LibreOffice File menu. Easier than that?

Adobe Acrobat Reader DC (Windows / macOS)

Another program that I suggest you use to write on PDFs is Adobe Acrobat Reader DC, which was designed specifically for the purpose in question and to make various other changes to the aforementioned type of documents. As the name implies, the software was created by Adobe, the same company that developed the PDF format. It is available for Windows and macOS and is basically free. Some features, such as the possibility of editing the existing text, are however reserved for subscribers to the paid version (it has prices starting from 18.29 euros/month), which can be tried for free for 7 days.

To download the program on your PC, go to its website and click on the Download Acrobat Reader button.

When the download is complete, if you are using Windows, open the executable file obtained and click on the Yes button in the window you see appear on the desktop. Wait, therefore, that the download of the components to make the software work is completed and click on the Finish button.

If you are using macOS, on the other hand, open the .dmg package obtained and double-click on the .pkg file in the window that appears. After doing this, press the Continue button (twice in a row), enter the password of your user account on the Mac, click the Install software button and complete the setup by pressing the Close button.

Now that, regardless of the operating system used, you are shown the Adobe Acrobat Reader DC window on the screen, decide whether to set the software as the default reader for PDFs, then click on the File menu at the top left, then on the Open in item it is present and select the file on which you want to intervene.

At this point, to write to a PDF file with Adobe without altering the text already present, select the Tools tab located at the top, click on the Open button under the heading Comment, select the “T” icon on the bar of the tools at the top, click where you want to write in the document and start typing.

If you wish, you can also change the appearance of the text by clicking on the Aa icon at the top right and selecting, through the options attached to the menu that appears, the size you want to use for the characters, the type of font, the color etc.

You can also write by inserting the text inside a box, by clicking on the icon with the “T” in the square always present on the toolbar at the top. Always on the same toolbar you will find the icons to use other tools to write on the PDF or to add highlights, various geometric shapes, underlines, etc.

When the changes are complete, save the changes made to the document, by clicking on the File menu located at the top left and choosing the Save as item from the latter.

Preview (macOS)

Are you using macOS, none of the tools I have already pointed out has convinced you in a particular way and would you like me to suggest some other solution to write on a PDF file with Mac? No sooner said than done! In this case, you can rely on Preview, the application for viewing images and PDF documents included “as standard” in the Apple operating system. You can use it to add text to a PDF document without altering the text already in it.

To use Preview for your purpose, open the PDF of your interest by double-clicking on its icon. If Preview isn’t the default PDF viewer on your Mac, right-click the PDF icon instead, select Open With from the context menu, and then choose Preview.

Once the program screen with the document is displayed, click on the pencil icon located in the toolbar at the top, select the “T” icon, click on the box with the text that has just appeared, wait for the example content inside is highlighted and delete it by starting to type.

To change the size, formatting, alignment and font to be used for your personalized writings, click on the Aa icon located on the top and take advantage of the options attached to the menu that appears. If, on the other hand, you want to move the text to a different point in the document, select it with the mouse and drag it to the position you prefer.

As well as I just indicated, you can write on the PDF document by hand, inserting lines, geometric shapes, highlighting the texts, etc., using the additional tools on the toolbar that appears at the top of the screen, always after clicking on the pencil icon.

Note that any changes you make are automatically saved in the source PDF. If you want to create a new file, click on the File menu located at the top left and select the Export item from it.

How to write to a PDF file online

You do not want or can not download new programs on your PC and would you like me to explain how to write on a PDF file online, then resorting to the use of special Web services? I’ll settle you immediately! In fact, below you will find a whole series of ad hoc services that can be used directly from the window of any browser and from any operating system.

DocHub

A great web service that you can use to write to a PDF file is undoubtedly DocHub, which however does not support editing the text already included in the original documents. It is easy to use and basic is free, but eventually it is also available in a paid version (at a cost of $ 4.99 / month) that allows you to unlock some extra features, such as the ability to send faxes. It should be noted, then, that to be able to use it, you need to create a special account.

To find out how it works, connected to the relevant home page and register your account by clicking on the Create free account button and filling in the proposed fields with your email address and password you intend to use. Alternatively, you can sign up using the Google account. Then, log in with your profile by pressing the Sign Up button located at the top right.

Once logged in, click on the New Document button located at the top left and choose whether to download the PDF from your computer, from one of the supported cloud storage services ( Dropbox, Google Drive, OneDrive and Box) or via URL.

Once the service editor is displayed, to write on the PDF click on the A button on the toolbar at the top, click on the point in the document where you want to enter the text and start typing in the box that appears. You can also change the type of font used, the size of the texts, the color, etc., using the appropriate commands that you see appear on the toolbar at the top.

You can also write on the PDF by adding highlights, geometric shapes, freehand writing and much more, by clicking on the buttons corresponding to the function of your interest that you can always find on the toolbar at the top of the screen.

Once you have finished editing the document, download the PDF to your PC by clicking on the icon with the down arrow and the hard disk located at the top right and pressing the Download button. Alternatively, you can save the edited PDF on one of the supported cloud storage services by selecting the relevant button in advance.

Other solutions for writing to a PDF file online

Are you looking for alternative solutions to write on a PDF file acting from the Web? Then try to contact the additional online services useful for the purpose that I have reported to you in the list below. I sincerely hope they are able to satisfy you.

• PDFzorro– free and easy to use online service, which allows you to edit text already present in documents, add signatures, notes and much more. The registration of an account is not mandatory, but by logging in it is possible to save the history of the documents that are edited.
• PDFescape– another no-cost web service that offers the possibility to write on PDFs and to make changes of various kinds. The only thing to take into consideration is that it only allows you to upload files with a maximum size of 10 MB, which must not consist of more than 100 pages. Registration is not mandatory, but creating an account keeps the history of modified files.
• PDF Buddy– is another service accessible via the Web that allows you to edit the PDF files that are given “at meal”, also by inserting new texts and modifying those already present. Basically, it is free and it is not mandatory to register, but by creating an account you can keep your files online and enjoy other benefits. In addition, by subscribing to one of the paid plans (with prices starting at $ 7.99 / month) you can unlock extra features.

How to write to a PDF file from smartphones and tablets

You don’t have a computer at hand and would you like me to explain how to write on a PDF file from smartphones and tablets? If that’s the case, please read on. In fact, below you will find the best apps useful for this purpose for Android and iOS / iPadOS.

Xodo PDF (Android / iOS / iPadOS)

If you want to write to a PDF file with Android and with iPhone and iPad, I recommend you turn to Xodo PDF. This is a free app, which allows you to view and edit the files in the format described in this guide, also by adding texts and modifying existing ones.

To download the app on your device, if you are using Android, visit the relevant section of the Play Store and press the Install button (if you are using a device on which the Play Store is not available, you can download the app through an alternative store ). If you are using iOS / iPadOS, instead, access the relevant section of the App Store, press the Get button, then the Install button and authorize the download via Face ID, Touch ID or Apple ID password. Next, launch the app by selecting its icon which has been added to the home screen.

Now that you see the main screen of Xodo PDF, select the PDF you want to write on, touch the pencil icon in the top right, then the icon with the “T” and the sideline, then tap in the point in the document where you want to write and start typing. Then press anywhere else on the screen to confirm the changes.

I point out that you can also change the font, color and size of the text, selecting it again, pressing the icon depicting the palette attached to the menu that is shown to you and using the various options available.

In addition to as I have just indicated, you can write on the PDF by adding signatures, lines, annotations, etc., simply by pressing on the icons of the other tools that you always find at the top of the Xodo PDF screen, after having tapped the button with the pencil.

When you have finished writing on the document, click on the “x” icon located at the top and all the changes made to the PDF will be saved automatically.

Default PDF Editor (iOS / iPadOS)

If you are looking for an alternative way to write to a PDF file with iPhone, as well as to write to a PDF file with iPad, you can use File, the default file manager of iOS / iPadOS, available “standard” on Apple mobile devices ( if removed, it can be downloaded again and for free from the relevant section of the App Store ), which, obviously you were not aware of it, also allows you to edit PDF files by inserting texts, lines, signatures, etc.

To use it, start the app on your device by selecting the relative icon (the one with the white background and the blue folder ) on the home screen and/or in the App Library, then select the Browse tab and open the PDF file for which you want to intervene. Alternatively, you can import a PDF to File from another app, opening it in the application in which it resides, touching the share icon (usually the one with the square and the arrow ) and choosing the option to save to File from the menu that appears.

Now that you see the document on the screen, to write on it do this: select the pencil icon located at the top right, press the (+) button at the bottom and select the Text option, then type your text in the appropriate box appearing on the display.

If you deem it necessary, you can also change the color of the text, the type of font used, the dimensions, etc., using the appropriate commands that you see appear on the toolbar at the bottom of the display.

You can also add a signature, write by hand etc., using the other commands always accessible from the toolbar at the bottom of the screen after tapping on the pencil icon located at the top.

When the changes are complete, tap on the End item located at the top left and all the changes will be saved on the document. Easier than that?