Best PDF Editors
Portable document formats (PDF) editors help make changes to PDF documents. This can include editing text, adding or removing images, and changing the document's layout. PDFs are images of documents, as opposed to editable text files (such as a Word document). The best PDF editors help convert PDFs into live, editable documents, supporting quick creation and editing.
There are various types of PDF editor software. Some tools have all-in-one use cases where users can edit text and images within PDFs, resize, rearrange, split, or merge multiple PDF files, password-protect files, sign forms electronically, etc. Other solutions have only a few functionalities, such as splitting, merging, or compressing PDFs. The software benefits various users, especially those who frequently work with contracts, invoices, online forms, resumes, and reports. It also allows users to save time converting paper records into digital ones. Users of PDF editors include salespeople, realtors, recruiters, and HR employees. For example, a salesperson can use this software to create and alter contract templates for each customer.
These solutions should not be confused with document creation software, which is suitable for editable text files like Microsoft Word. PDF editors often include password protection to view and edit documents and designated fields, as opposed to document creation software, which is collaborative and allows any user to edit any part of the document. PDF editor software often integrates with other office software, such as document scanning software and PDF converters.
To qualify for inclusion in the PDF Editor category, a product must:
Best PDF Editors At A Glance
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Acrobat: Trusted for documents. Now built for how work really happens. For more than 30 years, Acrobat has been the trusted name in document workflow — helping businesses create, sign, and share wi
957,057 Twitter followers
Founded in 2001, Foxit is a leading provider of innovative PDF and eSignature products and services, helping knowledge workers increase productivity and do more with documents. Foxit combines easy-to-
6,225 Twitter followers
This leading alternative to Adobe® Acrobat® and Foxit® offers enterprise-grade PDF functionalities and perpetual licensing at a fraction of the price.UPDF is an all-in-one PDF solution that allows yo
724 Twitter followers
pdfFiller is a cloud-based platform with a comprehensive digital toolkit that makes handling PDFs easy. Edit, sign, store, manage, and collaborate on documents all in one place — no downloads, switchi
1,247 Twitter followers
Adobe Acrobat PDF Pack is a comprehensive suite of online tools designed to streamline the creation, conversion, organization, and sharing of PDF documents. Accessible via web browsers and mobile devi
957,057 Twitter followers
Xodo PDF Studio is an enterprise-grade desktop solution for professionals and teams who need powerful PDF editing, annotation, and organization tools. With over 60 advanced features—including OCR
383 Twitter followers
FineReader is an all-in-one OCR and PDF software application designed to increase business productivity. It provides easy-to-use tools to access and modify information locked in paper-based documents
3,028 Twitter followers
PDNob PDF Editor is a feature-rich, AI-powered PDF management tool designed to simplify the process of handling and editing PDF documents. Available for both Windows and Mac, it offers a wide range of
Nitro PDF is your all-in-one solution for creating, editing, converting, and managing PDF documents. It's the foundation of our platform, providing you with the tools you need to work efficiently and
Made in Switzerland, the land of watches, banks, and clean design, Smallpdf is an award-winning company that offers a suite of clever document management tools. Founded in 2013, Smallpdf provides a
8,111 Twitter followers
PDFgear is a free and feature-rich PDF editing software supporting Windows, Mac, and iOS. It includes functionalities for reading, editing, compressing, converting, and signing PDFs etc. A standout fe
6,633 Twitter followers
A low code and REST API for PDF conversion, editing, extraction, automation and more. PDF.co API can be integrated with numerous online platforms, like Zapier, Make, Airtable, and more. Automate docum
202 Twitter followers
PDFCreator is a solution that acts as a virtual PDF printer, allowing users to convert any printable file into a PDF. It supports individuals, small businesses, and enterprises in creating standardize
iLovePDF streamlines document management with a versatile suite of 25+ tools, accessible on mobile, desktop, and via a REST API. Whether editing, merging, splitting, compressing, converting, or eSigni
28,913 Twitter followers
Learn More About PDF Editors
What is PDF editor software?
PDFs, or portable document formats, are file types that cannot be edited; they are electronic images that look like printed documents but cannot be edited directly. For quick creation and editing, PDF editor software helps convert PDFs into live, editable documents, including .doc, .png, .jpg, and .xls.
PDF editors provide a wide variety of protective features. For example, users can password-protect PDFs, sign documents digitally, split and merge files, remove specific text areas, choose desired PDF sizes, etc. This is ideal for users who frequently work with PDF documents like contracts, legal documents, invoices, resumes, etc. In addition to password protection, users can add watermarks to PDFs to protect the copyright of the information in the PDF.
PDF editors come with various other data protection features that benefit professionals in an industry that encourages the safety of distributed information. Moreover, it provides tools to hide, remove, and prevent data from being exposed.
Redaction, password protection, and user restriction settings all help encourage the safety of PDFs. When using PDF editor software, professionals who handle sensitive documents can be fully prepared to manage and create them.
PDF editor software benefits various users, including businesses that distribute physical copies, who often need to convert documents into digital versions. After a document is scanned, it can be manipulated and shared using PDF editor tools.
PDF editors should not be confused with file reader software, which allows users to view any file type, including PDF files. Users who want to adjust the content in a PDF file require a PDF editor.
PDF editor features
PDF editors come with many features related to editing and distributing a PDF:
- Optical character recognition (OCR): One of the significant features of PDF editor software is the ability to turn the PDF into a document that can be edited. OCR scans the document and locates the text within it. Once the scan is complete, it allows the user to manipulate the text. This converts the image of text within the PDF into editable text that a user can edit.
- Text boxes: Users can manipulate editable text after using the OCR feature. Size, color, and alignment are all common text adjustments that can be done on the platform.
- Crop: The crop feature makes specific portions of the PDF smaller. The size and shape of the crop can be manipulated based on the user's needs.
- Delete: The delete function enables users to remove a page from the document easily.
- Watermarks: Watermarks are transparent images that users can include to indicate branding and ownership. It is one of the few security features that come with PDF editors since they protect the copyright of the PDF once a document is distributed.
- Redaction: Redactions are another common security feature within PDF editor software. This tool allows users to remove sensitive information within the document, such as an entire area of text. In most cases, a redaction cannot be undone once it is made.
- Password protection: Password protection guards the document from being edited by someone else, an essential feature for confidential files or files with sensitive information. For example, if someone downloads a PDF and opens it in their PDF editing tool, password protection prevents that user from making their edits.
- Page merge: With the page merge function, users can combine multiple PDF pages into a single page. Also, PDFs can be opened from various sources and combined on the platform into a single PDF. Users can also use this tool to split merged pages apart with this tool.
- Page rearrangement: This feature moves pages around so users can choose the order in which pages will appear in the document. Users can rotate a page or select several and rotate many pages at once.
- Annotations: Annotations are notes that can be added to the PDF. Annotations are typically used to add a comment to a specific area of the PDF. They can also direct a client’s attention to a specific area of the PDF, such as a signature box.
- Electronic signature: This feature enables users to sign a PDF electronically. Clients and users, with permission, can view and sign a PDF digitally, commonly done with electronic proposals, contracts, or other types of client documents.
Types of PDF editors
- Basic PDF editors: These editors allow users to make basic changes to their PDFs, such as correcting typos, adding text, and deleting pages. They are suitable for simple tasks, but they may not be able to handle more complex editing needs.
- Advanced PDF editors: These editors offer more advanced features than basic editors, such as the ability to edit images and PDF forms, add headers and footers, and create bookmarks. They are a good option for users who need to do more than just make simple changes to their PDFs.
- PDF annotation software: This type of PDF editor software allows users to add comments and annotations to their PDFs. This can help users collaborate on documents or provide feedback.
- Online PDF editors: Several online PDF editors allow users to edit their PDFs on web browsers without installing software. These are ideal if only a few changes need to be made to a PDF or if there isn't much storage space on the computer.
Benefits of using a PDF editor
- Text and image manipulation: Unlike static PDFs, editors enable users to modify PDF text content, insert or delete images, and adjust layouts to tailor documents to their needs precisely.
- Form creation and editing: PDF editors help create fillable forms directly within PDFs, eliminating the need for paper copies and manual data entry. Additionally, existing forms can also be edited and updated for optimal functionality.
- Improved collaboration and workflow: PDF editors contain advanced annotation tools that add comments, highlights, underline text, and even draw directly on PDFs to facilitate effective feedback and document review. Some PDF editor software also allow multiple users to work on the same PDF document simultaneously. This can enhance team productivity and streamline editing processes.
- Password protection and encryption: Users can easily secure sensitive documents with passwords and encryption algorithms to prevent unauthorized access and ensure data privacy. They also allow users to add legally binding digital signatures to documents for authentication and tamper-proof verification.
- Streamlined document management: A significant benefit of PDF editor software is that it reduces the file size of large PDFs without compromising quality. This helps optimize storage space and facilitate document sharing. Many editors seamlessly integrate with cloud storage services, document management systems, and other productivity tools for a streamlined workflow.
PDF editor vs. PDF reader
PDF readers are a type of digital viewer used for reading or research. They allow users to preview, open, zoom, scroll through web pages, and add essential markups or notes.
PDF readers usually offer basic functions such as text search, adding bookmarks, and printing documents.
Some advanced readers can enable digital signatures or limited annotation tools. PDF readers are best for students, professionals, or anyone who needs to access and read PDFs regularly. They are user-friendly and ideal for basic tasks without editing skills.
On the other hand, PDF editors are powerful PDF word processors. They allow users to read and modify content. Users can edit text, add or delete images, reorder pages, create fillable forms, and even password-protect the document.
PDF editors offer a much more comprehensive range of features, including text editing, image editing, page management, form creation, password protection, and OCR to convert scanned PDFs into editable text. PDF editors are best suited for graphic designers, authors, editors, and anyone else who frequently works with editable documents in PDF format.
Who uses PDF editing software?
Any professional has a use case for a PDF editor since PDF is a standard file format used across all industries. However, some professionals may benefit from using PDF editors more than others.
- Proposal and contract writers: Users who write proposals and contracts use PDF editor software to create password-protected files that can be distributed digitally. Agreements and proposals often require signatures; most PDF editors include a tool that makes fillable text boxes so clients can sign the PDF document electronically if necessary.
- Lawyers: Lawyers use PDF editors to send confidential files to clients or other viewers to distribute legal documents that require electronic signatures. Lawyers may also redact sensitive information within legal documents using this software.
- Human resources: HR departments, or departments that handle hiring, may use PDF editors to edit new hire contracts, legal documents about the employee, or other employment agreements. Similar to lawyers, they may also use PDF editor software to obtain an electronic signature from a new hire.
PDF editor pricing
The pricing models for PDF editing software vary depending on the features offered, target audience, and distribution method. Here is a breakdown of the most common ones:
- One-time purchase: This is the most common model for basic and mid-range PDF editors. Here, users pay a fixed fee for a perpetual license to use the software on a single device or a limited number of devices. The price range of one-time purchases ranges between $20-$100.
- Subscription: Subscription models are becoming increasingly popular, especially for advanced PDF editors and cloud-based solutions. Users must pay a monthly or annual fee to edit PDF documents and access the software and its features. The price range subscription models are between $5 and $50 per month or $50 and $500 per year.
- Freemium: This model offers a limited free version of the software with basic features, while premium features require a paid subscription or one-time purchase. This model is popular for attracting new users and offering an idea of the software's capabilities.
- Per-page/per-feature: This model charges users based on the number of pages they edit or the specific features they use. It is less commonly seen but suitable for occasional users or those needing specific functionalities.
- Enterprise licensing: Some advanced PDF editors offer special pricing for businesses and organizations, often based on the number of users or required features. These can be customized to meet the organization's specific needs and are charged accordingly.
Challenges with PDF editing software
- Compatibility: Not all editors are compatible with every PDF version and operating system. Opening a file created in a newer version with an older editor might lead to formatting issues or lost data.
- Editing and accessibility: PDFs with intricate layouts or nested elements can pose challenges for users with visual or cognitive disabilities. Maintaining intricate formatting, especially across different platforms and editors, can be challenging and require careful attention to detail.
- Cost: Advanced editing features, security options, and other functionalities often have a heavy price tag. This can deter users on a tight budget. Moreover, while offering flexibility, some subscription models can add to the overall cost for users needing specific features only occasionally.
- Data breaches: Storing sensitive information within editable PDFs, even with password protection, carries inherent security risks in case of software vulnerabilities or hacking attempts.
How to choose the best PDF editor
Choosing the best PDF editor software depends on the organization's specific needs and budget. Here are some factors to consider:
Identify business needs and priorities
To gather requirements for PDF editor software, it is essential to identify the specific needs and objectives of the organization. Many free PDF editors are available, but they often have limited features. Paid PDF editors offer more features and functionality but can be expensive. Hence, it is vital to understand the budget based on current workflows and desired outcomes.
Choose the necessary technology and features
Shortlisting software products based on their features is an essential step in buying. While it may be daunting to filter through various products, users can get help by utilizing G2’s compare feature. This feature will take products of choice and display them side by side so the buyer can quickly determine which software ticks the essential boxes on the list.
Apart from ease of use, user-friendly interface, and customer support, buyers must evaluate features like:
- Basic editing: A free or basic PDF editor will suffice if one only needs to make basic edits, such as correcting typos or adding text.
- Advanced editing: If users require more complex editing, such as adding images, tables, or forms, they'll need a more robust PDF editor with additional features.
- OCR: Users will need an editor with OCR capabilities to edit scanned PDFs.
- Security: To edit sensitive documents, users need a PDF editor with strong data security features.
Consider the platform
Not all editors are compatible with every PDF version. It is essential to consider the platforms in use before purchasing.
- Many PDF editors are available for Windows, including Adobe Acrobat Pro and Nitro Pro.
- Fewer PDF editors are available for MacOS, but some popular options include Adobe Acrobat Pro DC, PDFpenPro, and Sejda PDF.
- Several PDF editors, such as Adobe Acrobat Reader and Xodo, are also available for Android and iOS mobile devices.
Conduct demos
Buyers should also request demos from shortlisted PDF editor software providers to experience the software firsthand. They can utilize trial periods to test the software’s functionality and suitability for their business. Additionally, buyers should consider reading reviews from other users to get an idea of the pros and cons of different PDF editors.
Final decision
Before making the final decision, buyers must not forget to collect stakeholder feedback. They should involve staff, employees, and users in the organization in the evaluation process to gather feedback and ensure the PDF editor software aligns with the needs of all stakeholders.
Buyers must remember the best PDF editor software is not just about features and functionality; it's about finding a solution that meets their needs, integrates seamlessly with their existing formats, and provides ongoing support to ensure their company's success.
PDF editing software trends
Cloud-based editing
Web-based cloud PDF editors are becoming increasingly popular as they offer many advantages over traditional desktop-based software. Cloud-based editors are accessible from any device with an internet connection, and they automatically save work, so users never have to worry about losing their data.
AI-powered features
Artificial intelligence (AI) is powering several new intuitive features in PDF editor software, such as automatic document summarization, content extraction, and redaction. These features can save users a lot of time and effort when editing PDF files and help improve document accuracy.
Collaboration tools
PDF editor software are increasingly equipped with collaboration tools that allow multiple users to work on a document simultaneously. This can be helpful for teams working on projects together, as it can help improve communication and efficiency.
Mobile editing
With the increasing popularity of smartphones and tablets, there is a growing demand for PDF editor software that can be used on mobile apps. Mobile PDF editors allow users to edit documents on the go, which can be helpful for busy professionals who are always on the move.
Written and researched by Marina Schlosser
