Programs for editing PDFs – which one to choose?

PDF is one of the most commonly used formats in the world of business, education, and administration. Each of us, even a high school student, has certainly encountered this data format. PDF is the standard that allows preserving 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 get training materials, such as online guides or non-editable presentations.

Sometimes, however, there is a need to edit such a file, which can be problematic because PDF is by definition a final version and is not intended for making changes. 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, its advantages, and most importantly – 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 goal of this format was to enable the transfer and sharing of documents so that their appearance remains unchanged regardless of the operating system, device, or program in which they are opened.

Characteristics of PDF files include

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

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

• security – the possibility to protect the document with a password, encrypt it, and add digital signatures,

• compression – even files containing graphics or scans can be relatively small, facilitating their sending,

• print compatibility – PDF is a standard in print shops and offices because it guarantees the document will print exactly as prepared.

Unlike the aforementioned text editors such as Microsoft Word or Google Docs, a PDF file was not intended to be an editable format. It is a type of digital printout designed to guarantee content immutability. That is why PDF editing is more complicated and requires special tools.

All this makes PDF a global standard in office, educational, and governmental work. However, alongside its popularity, there arose a need for easy PDF file editing.

Which PDF editing program to choose?

Choosing the right program for handling PDFs primarily depends on your needs. An office worker who needs to sign and send a document requires different functions 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, so their program is considered the most comprehensive tool for working with such documents. The strengths of this program include truly advanced text and image editing and very convenient conversion from PDF to Word, Excel, and other formats. It also offers adding digital signatures and excellent OCR functions (recognition of text in scans), as well as integration with Adobe Document Cloud. A drawback is the high subscription price – a legal license can cost several thousand zlotys per year for a single seat.

Foxit PDF Editor

Foxit is a popular alternative to Adobe, often chosen because of its lower price and simpler interface. It is also available on all leading platforms – not only desktop Windows and macOS but also mobile Android and iOS.

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

Nitro PDF Pro

Nitro PDF Pro is another Adobe competitor, valued for its clarity and speed. It offers functionalities roughly similar to Adobe Acrobat, including PDF to Office package conversion and the ability to create and sign documents. Unfortunately, the program is not available on macOS (only for Windows). The annual license for this PDF editing program costs from 800 to 1400 PLN.

PDF-XChange Editor

PDF-XChange Editor is a lightweight, fast, and free tool that offers surprisingly many features even in the free version. These include annotations, comments, text highlighting, and OCR, i.e., text recognition in scanned documents. The program is also very light, meaning it does not burden the computer. Unfortunately, the free version adds a watermark when editing content. PDF-XChange Editor in the paid version costs about 300–400 PLN for a perpetual license.

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

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

PDF editing application in brief

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

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

Tips & tricks – free program and pdf editing

For some of the most basic uses, even Adobe Acrobat (without the PRO version) may suffice. This concerns the signature function, i.e., inserting content into a PDF file. It does not allow changing existing content but is great, for example, for adding a personal dedication or a personal data processing clause to a CV in an already created PDF file.

How to do it?

Download Acrobat Reader – you can do this on the official website of the producer.

Open the file using the Menu -> Open button

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

Choose the place, click, and type or paste the desired content.

Using drag and drop, you can move the field anywhere, as well as increase or decrease the font size (this is controlled by the A letters on the left panel). Clicking the three dots lets you convert simple text into something more fancy.

For example, after selecting the Signature option, the system will generate the same text in a font styled like a handwritten signature.

You can also add the most basic graphic symbols, namely the X and the “checkmark” indicating confirmation.