PDF editing software – which one should you choose?

PDF is one of the most widely used formats in the worlds of business, education, and government. All of us, even high school students, have certainly encountered this file format. PDF is the standard that preserves a document’s layout, appearance, and readability on any device—which sets it apart from editable text files, such as the .docx format, which can “lose” all formatting depending on the program used to open it.

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.

Sometimes, however, there is a need to edit such a file, which can be a problem because, by definition, a PDF is already a final version and is not intended for editing. Changing the content, signing documents, adding comments, or converting to other formats requires specialized tools. In this article, we’ll take a closer look at what a PDF is, what its advantages are, and, most importantly, which PDF editing programs are worth choosing.

What is a PDF, and why is it so popular?

PDF, or Portable Document Format, was developed 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 remains unchanged regardless of the operating system, device, or program used to open them.

Characteristics of PDF files: these are

• 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 images or scans can be relatively small, which makes them easier to send,

• print-ready – PDF is the standard in print shops and offices because it ensures that a document will print exactly as it was prepared.

Unlike the word processors mentioned above, such as Microsoft Word or Google Docs, the PDF format was not designed to be editable. It is a type of digital printout intended to ensure that the content remains unchanged. That is why editing PDFs is more complicated and requires special tools.

All of this has made PDF a global standard in office, educational, and government settings. However, as its popularity grew, so did the need for easy PDF editing.

Which PDF editor should I choose?

Choosing the right PDF editing program depends primarily on your needs. An office worker who needs to sign and send a document requires different features than a graphic designer preparing a product catalog. Below, we present the most popular PDF editing tools worth considering.

Adobe Acrobat Pro DC

Adobe is the creator of the PDF format, which is why its software is considered the most comprehensive tool for working with this type of document. The program’s strengths include truly advanced text and image editing and very convenient conversion of PDFs to Word, Excel, and other formats. It also offers digital signature capabilities, excellent OCR (optical character recognition) features, and integration with the Adobe Document Cloud. A drawback is the high subscription cost—a legal license can cost as much as several thousand zlotys per year per user.

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 major platforms—not only for desktop Windows and macOS, but also for mobile Android and iOS.

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

Nitro PDF Pro

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

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—that is, text recognition in scanned documents. The program is also very lightweight, meaning it doesn’t slow down your computer. Unfortunately, the free version adds a watermark when editing content. The paid version of PDF-XChange Editor costs around 300–400 PLN for a lifetime license.

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

Often, minor changes can be made simply by quickly editing a document in a browser, without installing full-featured software. These tools work quickly, are accessible from any device, and require only an internet connection. This can be a good solution for editing simple, small files. However, it’s important to keep security limitations in mind when working with confidential documents—this method involves sending documents to external servers, and the old internet adage goes: “If something is free, the user—or rather, their data—is the payment.” For this reason, important documents such as contracts, addenda, invoices, ID cards, or other forms of identification should not be edited in this manner.

A PDF Editor 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’ll save time and enjoy greater convenience and security when working with files in this format.

For occasional use and simple edits, free online tools such as SmallPDF or PDF-XChange Editor are suitable. 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, as they combine functionality with a reasonable price. For professionals and businesses, Adobe Acrobat Pro DC remains the most comprehensive solution, offering every possible tool.

Tips & Tricks – Free Software and PDF Editing

For some of the most basic tasks, even Adobe Acrobat (the non-PRO version) may suffice. I’m referring to the signature feature, which allows you to insert content into a PDF file. While you can’t use it to modify existing content, it’s perfect for adding a personalized dedication or a clause regarding the processing of personal data to a CV in an existing PDF file.

How do you do that?

Download Acrobat Reader – you can do so at the manufacturer’s official website.

Open the file by clicking the Menu button -> Open

From the menu on the left, select "Fill & Sign"

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

You can use drag-and-drop to move the text box anywhere you like, and you can also increase or decrease the font size (using the "A" icons on the left side of the panel). By clicking the three dots, you can convert plain text into something more sophisticated.

For example, when you select the "Signature" option, the system will generate the same text using a font that mimics a handwritten signature.

You can also add the most basic symbols: an X and a checkmark to indicate confirmation.