How to Add Text to a PDF File

Add or edit text with MS Word or a PDF editor

What to Know

  • In File Explorer, right-click the PDF's name and choose Open with > Word. Edit the text, then select File > Save As > PDF > Save.
  • Alternatively, upload the PDF file to an online editor and make the changes.

This article explains how to make changes to a PDF by using Word for Microsoft 365, Word 2019, 2016, 2013, or 2010, or with a free PDF editor.

Add Text to a PDF File Using Microsoft Word

One way to change the text in a PDF file is to open it in MS Word.

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's name and select Open with > Word.

    Windows File Explorer with Word icon selected

    If you don't see Word as an option to open with, select Choose Another App > More Apps > Word.

  2. Word opens and a message appears explaining that the file's appearance may change. Select OK.

    MS Word with warning message displayed
  3. Modify the text as needed.

    MS Word with PDF file open
  4. 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 drop-down 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 window
  5. The new PDF file opens 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 the text in a PDF file with one of the available free PDF editors. Here, we demonstrate Sedja PDF Editor, which is compatible with 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. Choose the PDF file you want to alter, then select Open.

    Sejda online PDF editor Open dialog box
  3. Make your changes and select Apply changes.

    Sejda online PDF editor - "Apply changes"
  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 continue with the next task. Select the option you'd like to use and follow the instructions from there.

    Sejda online PDF editor - "Your document is ready"
  5. Open the PDF file to verify that your changes have been applied.

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