How to Add Text to a PDF File

It's simple and fast to make any changes you need

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Typically, you create a Portable Document Format (PDF) file from another type of document, such as an MS Word file. The idea is that you use Word or some other application designed for that purpose to create the content. Then you convert to PDF to share the document. However, there may be times when you need to make changes after you've created the PDF. Here's how to do it.

Add Text to a PDF File Using Microsoft Word

One way to change text in a PDF file is to open it in MS Word. Here's how it works.

The format of the PDF might be affected when you open it in Word

  1. Open File Explorer and browse to the PDF file you want to alter. Right-click the file title and select Open with. From the list that appears, choose Microsoft Word.

    Windows File Explorer with file selected
  2. Word opens and a message appears explaining that the file's appearance may change. Select OK.

    MS Word with warning message displayed
  3. Add to or edit the text as needed.

    MS Word with PDF file open
  4. From the ribbon, select File > Save As. In the Save As dialog box, navigate to the folder where you want to save the PDF. From the Save as type dropdown box, select PDF. Select Save.

    You may be required to change the location or file name before the file can be saved.

    MS Word Save As screen
  5. The new PDF file launches for you to review.

    Adobe Acrobat Reader with new PDF open

Add Text to a PDF File Using a Free Editor

You can also add or change text in a PDF file using a free editor. Here, we demonstrate the use of Sedja PDF Editor as it's compatible with both Windows and macOS.

  1. Launch your favorite browser and navigate to Sejda's Online PDF Editor. Select Upload PDF file.

    Home page for Sejda online PDF editor
  2. Navigate to the PDF file you want to alter and select Open.

    Sejda online PDF editor with Open dialog box displayed
  3. Make your desired changes, then select Apply changes.

    Sejda online PDF editor with editing screen displayed
  4. The next screen gives you the option to download the file to your hard drive, Dropbox, OneDrive, or Google Drive; to share or print the file; to rename the file; or to continue with the next task. Select the option you'd like to use and follow the instructions from there.

    Sejda online PDF editor with document ready screen displayed
  5. Open the PDF file to verify that your changes have been applied.