The PDF ranks among the most widely used file formats for documents, from resumes and official forms to eBooks. That said, it’s essential for you to possess the basic skills in handling PDFs. We’ll go over some of the key ones with you below.
1. Modify the Text in a PDF
One of the most frustrating things when using a PDF is when you need to edit or update it. This can happen when people convert an Excel, Word, or PowerPoint file to a PDF before sending it to you.
By default, you’re able to’t modify PDFs unless you have the original file in a modifiable format and edit it there before converting it again to PDF. Things get tricky if you don’t have the original file.
Fortunately, there are some workarounds to overcome this frustrating limitation. Since Adobe created PDF, it just makes sense that they have the tool to edit it. However, you’ll need the full version of Adobe Acrobat to edit a PDF. If you have it, you can edit a PDF by doing the following:
If you don’t have access to Adobe Acrobat, you’re able to useAdobe’s free online PDF editor. If you find its functionalities limited, you can also try other software likePDFelement. Another alternative is to transform the PDF into an editable format, such as a Word document. After making the necessary edits, reconvert it to a PDF.
2. Save a Specific Page
Most PDF files contain many pages. If you only need a few pages from the file, you’re able to extract them and save them as a new PDF. If you’re using a Mac, you canadd, remove, or extract pages from a PDF file using Preview. To do this:
If you’re a Windows user:
3. Convert PDF Files
You can convert PDF files into formats like TXT, HTML, DOCX, and image file types like PNG and JPG. There are plenty of ways to do this on your desktop. For example, you can use Preview on your Mac to convert your PDF into different image file types:
Since Windows doesn’t have a Preview counterpart, a workaround is to useAdobe’s free PDF converteror third-party apps. You can alsouse Google Drive to convert your PDF to Word.
4. Save Webpages as PDF Files
Saving webpages as PDF files is handy when you expect to be without an internet connection but still require access to specific web pages. Thankfully, most browsers let you save webpages as PDF files.
If you’re using Google Chrome, pressCtrl + Pon Windows orCmd + Pon Mac. verify you selectSave as PDFas theDestinationand pressSave.
Meanwhile, there areseveral ways to save webpages as PDF files in Safari,depending on your preference. The easiest way to save a webpage as a PDF in Safari is to use the following method:
You can also save it inReader viewto eliminate the unnecessary web clutter or save it exactly how it looks on the browser.
5. Create a PDF Portfolio
Because the PDF file supports a wide range of file types, you can create a PDF portfolio to merge different file types into a single, integrated PDF unit. A PDF portfolio lets files retain their individual identities but are collected in a single PDF file.
In a PDF portfolio, you can open, format, and edit each component file independently of the other files in the portfolio. When you edit a non-PDF file, the file, say a spreadsheet, opens in its native application from within your PDF portfolio. Then it saves any changes you make to it within your portfolio.
The caveat is that you can only do this in Adobe Acrobat. Other similar tools includeNitro PDF EditorandPDFelement. If you have Adobe Acrobat on your desktop, here’s how to make a PDF portfolio:
6. Merge PDFs
If you have no issues converting all files into PDF, you’re able to use Adobe Acrobat’sCombine Filestool. This converts all other file types to PDF and merges them. There are workarounds if you don’t have Adobe Acrobat. You can combine images and PDF files on your Mac into a single PDF.
To do this, select the items, double-click to view the contextual menu, and selectQuick Actions>Create PDF. However, this doesn’t work if you add Word docs and spreadsheets. If you plan to add these file types, you must first convert them to PDF before merging them.
You can also useAdobe’s free PDF merging tool.
7. Rotate and Crop PDF Pages
Sometimes, a particular view (portrait or landscape) suits the text in the PDF document better. An easy way to change the text’s view is by rotating the page or the entire document. Thankfully, most PDF readers have this feature. Simply open the document with your reader and look for theRotateoption.
If you’re using Adobe Acrobat, you’re able to pressShift + Ctrl + Plus (+)to rotate clockwise andShift + Ctrl + Minus (-)to rotate counterclockwise. Alternatively, you can tryAdobe’s free PDF rotation tool.
On Mac, you may use Preview to rotate pages from your PDF file. Open the PDF file in Preview, select specific or all pages from the sidebar, then click theRotate toolin the toolbar.
8. Redact Confidential Information
One mistake many people make when trying to protect sensitive information in parts of documents (like license numbers and contact details) is by using a markup tool and drawing a black rectangle with solid fill over them.
The best way to cover this information is through a redaction tool, which is present in most PDF software. Instead of covering up text or images, they replace the selected areas pixel by pixel using redaction fill.
9. Password Protect PDFs
PDFs make sharing much easier, but you run the risk that they could fall into the wrong hands. Password-protecting your PDFs encrypts the content of your document and requires recipients to input a password before gaining access.
Like most features mentioned above, most PDF readers let you add a password to your document. If you don’t have a PDF reader, you can useAdobe’s free PDF password protection toolorcreate a password-protected PDF in Word.
10. Add Watermarks
Adding watermarks to your PDFs is the easiest way to protect your intellectual property. It also informs people about whether the document is original or a copy. Adding them can also act as “stamps” and enhance brand recognition.
Most PDF readers require you to shell out some money for this function. Fortunately, there arefree ways to add a watermark to your PDFs online.
