PDF editing programs – which one to choose?

PDF is one of the most widely used formats in the world of business, education, and administration. Each of us, even high school students, has certainly had contact with this data format. PDF is the standard that allows you to preserve the layout, appearance, and readability of a document on any device—which distinguishes it from editable text files, such as the .docx format, which can "lose" all formatting depending on the program in which it is opened.

We most often encounter PDFs when

• we sign contracts,

• we prepare or receive business reports,

• we send or receive invoices or e-receipts for online purchases,

• We receive training materials such as online guides and non-editable presentations.

However, sometimes it is necessary to edit such a file, which can be a problem because, by definition, a PDF is already a final version and is not intended to be modified. Changing content, signing documents, inserting comments, or converting to other formats requires specialized tools. In this article, we will take a closer look at what a PDF is, what its advantages are, and, above all, which PDF editing programs are worth choosing.

What is PDF and why is it so popular?

PDF, or Portable Document Format, was created by Adobe in the 1990s. The main purpose of this format was to enable the transfer and sharing of documents in such a way that their appearance remained unchanged regardless of the operating system, device, or program in which they were opened.

Characteristics of PDF files:

• consistent document layout – fonts, graphics, and formatting remain the same on every computer and mobile device,

• versatility – PDF files can be opened on almost any device, from computers to smartphones and tablets,

• security – the ability to password-protect documents, encrypt them, and add digital signatures,

• compression – even files containing graphics or scans can be relatively small, which makes them easier to send,

• print compatibility – PDF is the standard in printing houses and offices because it guarantees that the document will print exactly as it was prepared.

Unlike the aforementioned text editors, such as Microsoft Word or Google Docs, PDF files were not designed to be editable. They are a type of digital printout that guarantees the immutability of content. This is why editing PDFs is more complicated and requires special tools.

All this has made PDF a global standard in office, educational, and government work. However, with popularity came the need for easy PDF file editing.

Which PDF editing program should you choose?

Choosing the right PDF editing software depends primarily on your needs. An office worker who needs to sign and send a document will require different features than a graphic designer preparing a product catalog. Below are the most popular PDF editing tools worth considering.

Adobe Acrobat Pro DC

Adobe is the creator of the PDF format, which is why their program is considered the most comprehensive tool for working with this type of document. The strengths of this program include truly advanced text and image editing and very convenient conversion of PDFs to Word, Excel, and other formats. It also allows you to add digital signatures and offers excellent OCR (optical character recognition) features, as well as integration with the Adobe Document Cloud. The high subscription price can be considered a disadvantage – a legal license can cost up to several thousand PLN per year for a single workstation.

Foxit PDF Editor

Foxit is a popular alternative to Adobe, often chosen for its lower price and simpler interface. It is also available for all leading platforms—not only Windows and macOS desktops, but also Android and iOS mobile devices.

Foxit PDF Editor is a good choice for small and medium-sized businesses that need a convenient but not overly complex tool—the annual license price is around PLN 800 per workstation.

Nitro PDF Pro

Nitro PDF Pro is another competitor to Adobe, valued for its clarity and speed. It offers roughly similar functionality to Adobe Acrobat, including PDF conversion to Office and the ability to create and sign documents. Unfortunately, the program is not available for macOS (only for Windows). An annual license for this PDF editing program costs between PLN 800 and PLN 1,400.

PDF-XChange Editor

PDF-XChange Editor is a lightweight, fast, and free tool that offers a surprising number of features even in its free version. These include annotations, comments, text highlighting, and OCR, i.e., text recognition in scanned documents. The program is also very lightweight, meaning it does not slow down your computer. Unfortunately, the free version adds a watermark when editing content. The paid version of PDF-XChange Editor costs around PLN 300-400 for a perpetual license.

PDF editing – online programs (SmallPDF, iLovePDF, PDFescape, and others)

Often, minor changes can be made by quickly editing a document in a browser, without installing full-fledged programs. They work quickly, are accessible from any device, and only require internet access. This can be a good solution for editing simple, small files. However, it is important to remember the security limitations when working with confidential documents – this way, we send documents to external servers, and the old truth of the internet says that "if something is free, the user – or rather their data – is the payment." For this reason, important documents such as contracts, annexes, invoices, ID cards, or other identity documents should not be edited in this way.

PDF editing application at a glance

The decision depends mainly on how often and for what purpose you work with PDF documents. By choosing the right tool, you gain time, convenience, and security when working with files saved in this format.

Free online tools such as SmallPDF or PDF-XChange Editor are suitable for occasional work and simple corrections. However, we do not recommend using them to edit confidential content. For office work and typical home use, Foxit or Nitro PDF Pro are better choices, combining functionality with a reasonable price. For professionals and businesses, Adobe Acrobat Pro DC remains the most comprehensive solution, offering all possible tools.

Tips & tricks – free program and PDF editing

For the most basic applications, even Adobe Acrobat (without the PRO version) may suffice. We are talking about the signature function, i.e., pasting content into a PDF file. We cannot use it to change existing content, but it is great for adding a personal dedication or a personal data processing clause to a CV in an already created PDF file, for example.

How to do it?

Download Acrobat Reader – you can do this on the manufacturer's official website.

Open the file using the Menu -> Open button.

From the menu on the left, select Fill and Sign.

Select a location, click, and type or paste the desired content.

You can use drag and drop to move the field anywhere you want, as well as increase or decrease the font size (the letters A on the left side of the panel are responsible for this). By clicking on the three dots, you can convert simple text into something more sophisticated.

For example, when you select the Signature option, the system will generate the same text in a font styled to look like a handwritten signature.

You can also add the most basic graphic symbols, i.e., X and a check mark indicating confirmation.