Learn More About PDF Editors
What is PDF editor software?
PDFs, or portable document formats, are file types that cannot be edited; they are electronic images that look like printed documents but cannot be edited directly. For quick creation and editing, PDF editor software helps convert PDFs into live, editable documents, including .doc, .png, .jpg, and .xls.
PDF editors provide a wide variety of protective features. For example, users can password-protect PDFs, sign documents digitally, split and merge files, remove specific text areas, choose desired PDF sizes, etc. This is ideal for users who frequently work with PDF documents like contracts, legal documents, invoices, resumes, etc. In addition to password protection, users can add watermarks to PDFs to protect the copyright of the information in the PDF.
PDF editors come with various other data protection features that benefit professionals in an industry that encourages the safety of distributed information. The most trusted PDF editor for business professionals, user reviews suggest, tends to be one built with security features in from the start rather than bolted on as an afterthought. Moreover, it provides tools to hide, remove, and prevent data from being exposed.
Redaction, password protection, and user restriction settings all help encourage the safety of PDFs. When using PDF editor software, professionals who handle sensitive documents can be fully prepared to manage and create them.
PDF editor software benefits various users, including businesses that distribute physical copies, who often need to convert documents into digital versions. After a document is scanned, it can be manipulated and shared using PDF editor tools.
PDF editors should not be confused with file reader software, which allows users to view any file type, including PDF files. Users who want to adjust the content in a PDF file require a PDF editor.
PDF editor features
Based on G2 reviews, lawyers and HR departments evaluate PDF editor software by comparing redaction reliability, e-signature support, and OCR accuracy. PDF editors come with many features related to editing and distributing a PDF:
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Optical character recognition (OCR): One of the significant features of PDF editor software is the ability to turn the PDF into a document that can be edited. OCR scans the document and locates the text within it. Once the scan is complete, it allows the user to manipulate the text. This converts the image of text within the PDF into editable text that a user can edit.
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Text boxes: Users can manipulate editable text after using the OCR feature. Size, color, and alignment are all common text adjustments that can be done on the platform.
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Crop: The crop feature makes specific portions of the PDF smaller. The size and shape of the crop can be manipulated based on the user's needs.
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Delete: The delete function enables users to remove a page from the document easily.
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Watermarks: Watermarks are transparent images that users can include to indicate branding and ownership. It is one of the few security features that come with PDF editors since they protect the copyright of the PDF once a document is distributed.
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Redaction: Redactions are another common security feature within PDF editor software. This tool allows users to remove sensitive information within the document, such as an entire area of text. In most cases, a redaction cannot be undone once it is made.
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Password protection: Password protection guards the document from being edited by someone else, an essential feature for confidential files or files with sensitive information. For example, if someone downloads a PDF and opens it in their PDF editing tool, password protection prevents that user from making their edits.
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Page merge: With the page merge function, users can combine multiple PDF pages into a single page. Also, PDFs can be opened from various sources and combined on the platform into a single PDF. Users can also use this tool to split merged pages apart with this tool.
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Page rearrangement: This feature moves pages around so users can choose the order in which pages will appear in the document. Users can rotate a page or select several and rotate many pages at once.
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Annotations: Annotations are notes that can be added to the PDF. Annotations are typically used to add a comment to a specific area of the PDF. They can also direct a client’s attention to a specific area of the PDF, such as a signature box.
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Electronic signature: This feature enables users to sign a PDF electronically. Clients and users, with permission, can view and sign a PDF digitally, commonly done with electronic proposals, contracts, or other types of client documents.
Types of PDF editors
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Basic PDF editors: These editors allow users to make basic changes to their PDFs, such as correcting typos, adding text, and deleting pages. They are suitable for simple tasks, but they may not be able to handle more complex editing needs.
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Advanced PDF editors: These editors offer more advanced features than basic editors, such as the ability to edit images and PDF forms, add headers and footers, and create bookmarks. They are a good option for users who need to do more than just make simple changes to their PDFs.
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PDF annotation software: This type of PDF editor software allows users to add comments and annotations to their PDFs. This can help users collaborate on documents or provide feedback.
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Online PDF editors: Several online PDF editors allow users to edit their PDFs on web browsers without installing software. These are ideal if only a few changes need to be made to a PDF or if there isn't much storage space on the computer.
Benefits of using a PDF editor
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Text and image manipulation: Unlike static PDFs, editors enable users to modify PDF text content, insert or delete images, and adjust layouts to tailor documents to their needs precisely.
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Form creation and editing: PDF editors help create fillable forms directly within PDFs, eliminating the need for paper copies and manual data entry. Additionally, existing forms can also be edited and updated for optimal functionality.
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Improved collaboration and workflow: PDF editors contain advanced annotation tools that add comments, highlights, underline text, and even draw directly on PDFs to facilitate effective feedback and document review. Some PDF editor software also allow multiple users to work on the same PDF document simultaneously. This can enhance team productivity and streamline editing processes.
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Password protection and encryption: Users can easily secure sensitive documents with passwords and encryption algorithms to prevent unauthorized access and ensure data privacy. They also allow users to add legally binding digital signatures to documents for authentication and tamper-proof verification.
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Streamlined document management: A significant benefit of PDF editor software is that it reduces the file size of large PDFs without compromising quality. This helps optimize storage space and facilitate document sharing. Many editors seamlessly integrate with cloud storage services, document management systems, and other productivity tools for a streamlined workflow.
PDF editor vs. PDF reader
PDF readers are a type of digital viewer used for reading or research. They allow users to preview, open, zoom, scroll through web pages, and add essential markups or notes.
PDF readers usually offer basic functions such as text search, adding bookmarks, and printing documents.
Some advanced readers can enable digital signatures or limited annotation tools. PDF readers are best for students, professionals, or anyone who needs to access and read PDFs regularly. They are user-friendly and ideal for basic tasks without editing skills.
On the other hand, PDF editors are powerful PDF word processors. They allow users to read and modify content. Users can edit text, add or delete images, reorder pages, create fillable forms, and even password-protect the document.
PDF editors offer a much more comprehensive range of features, including text editing, image editing, page management, form creation, password protection, and OCR to convert scanned PDFs into editable text. PDF editors are best suited for graphic designers, authors, editors, and anyone else who frequently works with editable documents in PDF format.
Who uses PDF editing software?
Any professional has a use case for a PDF editor since PDF is a standard file format used across all industries. However, some professionals may benefit from using PDF editors more than others.
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Proposal and contract writers: Users who write proposals and contracts use PDF editor software to create password-protected files that can be distributed digitally. Agreements and proposals often require signatures; most PDF editors include a tool that makes fillable text boxes so clients can sign the PDF document electronically if necessary.
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Lawyers: Lawyers use PDF editors to send confidential files to clients or other viewers to distribute legal documents that require electronic signatures. Lawyers may also redact sensitive information within legal documents using this software.
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Human resources: HR departments, or departments that handle hiring, may use PDF editors to edit new hire contracts, legal documents about the employee, or other employment agreements. Similar to lawyers, they may also use PDF editor software to obtain an electronic signature from a new hire.
PDF editor pricing
The pricing models for PDF editing software vary depending on the features offered, target audience, and distribution method. Here is a breakdown of the most common ones:
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One-time purchase: This is the most common model for basic and mid-range PDF editors. Here, users pay a fixed fee for a perpetual license to use the software on a single device or a limited number of devices. The price range of one-time purchases ranges between $20-$100.
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Subscription: Subscription models are becoming increasingly popular, especially for advanced PDF editors and cloud-based solutions. Users must pay a monthly or annual fee to edit PDF documents and access the software and its features. The price range subscription models are between $5 and $50 per month or $50 and $500 per year.
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Freemium: This model offers a limited free version of the software with basic features, while premium features require a paid subscription or one-time purchase. This model is popular for attracting new users and offering an idea of the software's capabilities.
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Per-page/per-feature: This model charges users based on the number of pages they edit or the specific features they use. It is less commonly seen but suitable for occasional users or those needing specific functionalities.
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Enterprise licensing: Some advanced PDF editors offer special pricing for businesses and organizations, often based on the number of users or required features. These can be customized to meet the organization's specific needs and are charged accordingly.
Challenges with PDF editing software
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Compatibility: Not all editors are compatible with every PDF version and operating system. Opening a file created in a newer version with an older editor might lead to formatting issues or lost data.
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Editing and accessibility: PDFs with intricate layouts or nested elements can pose challenges for users with visual or cognitive disabilities. Maintaining intricate formatting, especially across different platforms and editors, can be challenging and require careful attention to detail.
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Cost: Advanced editing features, security options, and other functionalities often have a heavy price tag. This can deter users on a tight budget. Moreover, while offering flexibility, some subscription models can add to the overall cost for users needing specific features only occasionally.
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Data breaches: Storing sensitive information within editable PDFs, even with password protection, carries inherent security risks in case of software vulnerabilities or hacking attempts.
How to choose the best PDF editor
Choosing the best PDF editor software depends on the organization's specific needs and budget. Here are some factors to consider:
Identify business needs and priorities
To gather requirements for PDF editor software, it is essential to identify the specific needs and objectives of the organization. Many free PDF editors are available, but they often have limited features. Paid PDF editors offer more features and functionality but can be expensive. Hence, it is vital to understand the budget based on current workflows and desired outcomes.
Choose the necessary technology and features
Shortlisting software products based on their features is an essential step in buying. While it may be daunting to filter through various products, users can get help by utilizing G2’s compare feature. This feature will take products of choice and display them side by side so the buyer can quickly determine which software ticks the essential boxes on the list.
Apart from ease of use, user-friendly interface, and customer support, buyers must evaluate features like:
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Basic editing: A free or basic PDF editor will suffice if one only needs to make basic edits, such as correcting typos or adding text.
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Advanced editing: If users require more complex editing, such as adding images, tables, or forms, they'll need a more robust PDF editor with additional features.
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OCR: Users will need an editor with OCR capabilities to edit scanned PDFs.
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Security: To edit sensitive documents, users need a PDF editor with strong data security features.
Consider the platform
Not all editors are compatible with every PDF version. It is essential to consider the platforms in use before purchasing.
- Many PDF editors are available for Windows, including Adobe Acrobat Pro and Nitro Pro.
- Fewer PDF editors are available for MacOS, but some popular options include Adobe Acrobat Pro DC, PDFpenPro, and Sejda PDF.
- Several PDF editors, such as Adobe Acrobat Reader and Xodo, are also available for Android and iOS mobile devices.
Conduct demos
Buyers should also request demos from shortlisted PDF editor software providers to experience the software firsthand. They can utilize trial periods to test the software’s functionality and suitability for their business. Additionally, buyers should consider reading reviews from other users to get an idea of the pros and cons of different PDF editors.
Final decision
Before making the final decision, buyers must not forget to collect stakeholder feedback. They should involve staff, employees, and users in the organization in the evaluation process to gather feedback and ensure the PDF editor software aligns with the needs of all stakeholders.
Buyers must remember the best PDF editor software is not just about features and functionality; it's about finding a solution that meets their needs, integrates seamlessly with their existing formats, and provides ongoing support to ensure their company's success.
PDF editing software trends
Cloud-based editing
Web-based cloud PDF editors are becoming increasingly popular as they offer many advantages over traditional desktop-based software. Cloud-based editors are accessible from any device with an internet connection, and they automatically save work, so users never have to worry about losing their data.
AI-powered features
Artificial intelligence (AI) is powering several new intuitive features in PDF editor software, such as automatic document summarization, content extraction, and redaction. These features can save users a lot of time and effort when editing PDF files and help improve document accuracy.
Collaboration tools
PDF editor software are increasingly equipped with collaboration tools that allow multiple users to work on a document simultaneously. This can be helpful for teams working on projects together, as it can help improve communication and efficiency.
Mobile editing
With the increasing popularity of smartphones and tablets, there is a growing demand for PDF editor software that can be used on mobile apps. Mobile PDF editors allow users to edit documents on the go, which can be helpful for busy professionals who are always on the move.
PDF Editor Software FAQs
Most Popular FAQs
Which PDF editor has the best reviews?
Across the PDF Editor category, the strongest ratings tend to go to platforms that handle everyday PDF tasks quickly without a cluttered interface getting in the way.
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PDFgear: Carries a strong review base at a near-top rating, functioning as a reader, editor, and AI-powered converter all in one place.
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pdfFiller: A large, well-established review base backs up consistently high satisfaction, with editing, signing, and organizing contracts cited as its core strengths.
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PDNob PDF Editor: A clean, visually organized interface comes up often, alongside strong marks for day-to-day editing and annotation work.
What is the best free PDF editor software?
A handful of platforms genuinely work without a paywall, rather than gating the useful features behind a trial.
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PDFgear: Free, with a full set of reader, editor, and converter functions rather than a stripped-down trial experience.
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iLovePDF: No sign-up required to use it, upload a file, and the tool runs, which fits quick one-off tasks well.
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Lumin for G Suite: Offers a free entry tier built specifically around Google Workspace, giving teams already living in Google Docs a native way to edit PDFs.
What is the best PDF editor software for Windows?
The clearest fits are the platforms with reviewers specifically confirming solid day-to-day performance on Windows machines.
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UPDF: A single cross-platform license covers a Windows desktop alongside other devices, which is why it stuck around after the trial period for at least one reviewer.
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Adobe Acrobat: Setup on a Windows laptop gets described as smooth and quick, with strong Word-conversion support for drafting and editing before sending documents out.
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Foxit PDF Editor: Runs lightly on Windows and macOS alike, without the slowdown some competitors introduce on either platform.
What is the best PDF editor for document collaboration?
The platforms that stand out here treat comments, annotations, and sharing as first-class features rather than an afterthought bolted onto basic editing.
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PDNob PDF Editor: Highlighting, commenting, and sharing annotated files directly with teammates cuts out the email back-and-forth that group reviews usually require.
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Foxit PDF Editor: OCR and collaboration tools work together to keep productivity up when a document needs input from several people.
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Adobe Acrobat: A large share of its reviews specifically call out collaboration features, reflecting how often teams rely on it for shared document workflows.
Which PDF editor offers the most advanced editing features?
The platforms that come up here go beyond basic annotation into things like object-level editing, OCR, and form handling.
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Wondershare PDFelement: OCR, form handling, and merging come up together as a comprehensive set that covers most editing needs in one application.
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Xodo PDF Studio: Digital annotation and a dedicated task mode stand out as advanced touches beyond basic viewing and markup.
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Nitro PDF: A wide range of tools, editing, converting, merging, annotating, and signing, sit inside one application without needing a separate tool for each task.
Which PDF editors preserve formatting when you export to Word or PowerPoint?
Reviewers consistently flag layout drift as the biggest risk in PDF-to-Office conversion, so the platforms that hold up best tend to be the ones built specifically around keeping the original structure intact rather than treating conversion as an afterthought.
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Nitro PDF: Reviewers specifically call out its PDF-to-Word and PDF-to-Excel conversion accuracy, with layouts staying consistent enough that documents still look professional after converting.
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Wondershare PDFelement: Supports conversion to and from Word, Excel, and PowerPoint while preserving original formatting, which reviewers cite alongside its OCR accuracy for scanned documents.
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Adobe PDF Pack: Its export tools transform PDFs into editable Word, Excel, PowerPoint, or RTF files directly, built specifically to facilitate reusing the content rather than just viewing it.
Which easy PDF editor platforms let non-technical staff fill forms, sign, redact, and annotate documents?
The platforms that hold up best here are the ones where a first-time user needs no walkthrough at all, the interface itself makes the next step obvious, whether that's signing, redacting, or leaving a comment.
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DocHub: Reviewers specifically describe its step-by-step signing process as easy for clients who "aren't tech-savvy," with forms, signatures, comments, and highlights all handled from the same browser view.
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iLovePDF: No sign-up or specialized training needed to start editing, merging, or converting, which reviewers cite as why it works for small teams without a dedicated document specialist.
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Smallpdf: Reviewers highlight its smooth, straightforward interface for everyday tasks like e-signing and redaction, with no onboarding or IT setup required to get going.
Which PDF editors batch process hundreds of documents without stability issues?
Volume is where a lot of PDF tools start to show cracks, the ones that hold up tend to be built around automation and APIs from the start rather than a desktop editor stretched past what it was designed for.
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PDF.co: Reviewers describe handling large volumes of files in minutes instead of hours through its REST API, with automated OCR, conversion, and extraction built to run unattended at scale.
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Xodo PDF Studio: Batch processing is built in among its 60+ advanced features, alongside enterprise-grade encryption and compliance-ready protections for handling large sets of sensitive documents.
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PDFCreator: Built specifically for automated, rules-based document creation at high volume, with centralized deployment options designed for large-scale, IT-managed environments rather than single-user setups.
Small Business FAQs
What is the most affordable PDF editor for SMBs?
Within the small business segment of PDF Editor, the platforms that come up most often for value are the ones that skip a big upfront license cost.
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UPDF: Positioned as an alternative to pricier tools, giving small teams enterprise-grade PDF functionality at a fraction of the cost.
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PDFCreator: Posts strong price-to-value ratings among small business reviewers, working as a free virtual PDF printer for quick conversions.
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PDNob PDF Editor: Solid value ratings back up a feature set that covers editing, OCR, and multi-language document handling without a steep price tag.
What is the best PDF editor for startups?
Startups evaluating small business PDF editor tools tend to prioritize something a lean team can pick up without training.
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PDFgear: Among startup-sized accounts, it posts one of the strongest satisfaction scores in the category, with a free, all-in-one feature set that removes budget as a blocker.
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iLovePDF: Simplicity and a wide range of tools in one place make it a common choice for small teams handling everything from merging to converting.
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Epubor: A smaller name in this category overall, though its startup-segment ratings hold up well among the reviewers using it.
Which PDF editor is the most user-friendly for startups?
Ease of use matters most at this stage, since the person editing PDFs is often handling several other tasks at the same time.
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Goodnotes: Posts some of the strongest ease-of-use scores among startup-sized reviewers, built around a note-taking-first approach to PDF annotation.
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PDNob PDF Editor: A visually clean interface keeps the learning curve short for teams picking it up for the first time.
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iLovePDF: An intuitive interface handles most common PDF tasks without requiring specialized training to get started.
Which PDF editor is easiest to set up for small teams?
Setup speed is one of the more differentiated ratings in this category, and small teams generally do best with a tool that's usable within minutes of installing it.
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Foxit PDF Reader: Posts some of the strongest setup scores among small business reviewers in this data set.
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PDFgear: Free and ready to use immediately, without a licensing step standing between download and first use.
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DocHub: Updating and distributing forms to staff stays straightforward, with tracking built in rather than managed separately.
Which PDF editor is best for freelancers and solo professionals?
A large share of this category's reviewers work alone or run very small practices, and the platforms that fit best double as a full workspace rather than a narrow tool.
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pdfFiller: Editing, completing, signing, and organizing contracts and administrative paperwork all happen in one place, which saves real time for a solo practice.
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iLovePDF: Used across very different solo practices, from clinics preparing patient handouts to independent consultants, for the same core set of merging, splitting, and editing tasks.
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DocHub: A cost-effective alternative to pricier e-signature services, which matters most when contracts go out regularly but budget is tight.
Enterprise FAQs
What is best-rated PDF editor software for large enterprises?
Within the Enterprise segment of PDF Editor, a smaller set of platforms have the review volume from large organizations to back up a strong rating.
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Adobe Acrobat: Carries by far the largest enterprise review base in this category, holding a strong rating even at that scale.
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pdfFiller: Its enterprise reviewer base is comparatively small, but satisfaction scores among them are the highest in this data set.
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iLovePDF: Enterprise-scale reviews are limited so far, though the ones available skew strongly positive.
What is the most reliable PDF editor for enterprises?
Reliability at this scale tends to come down to support responsiveness, since a large organization needs fast answers when a document workflow spanning many teams breaks.
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Adobe Acrobat: Support ratings hold up across a very large enterprise review base, which matters more than a high score from a handful of reviewers would.
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Apryse PDF SDK: Its enterprise sample is on the smaller side, but support scores from those reviewers are among the strongest in the category.
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UPDF: Few enterprise reviews exist yet, though the ones on record rate support just as highly as smaller accounts do.
What is best-reviewed PDF editor for enterprise document collaboration?
Enterprise-scale collaboration needs to hold up across many contributors and departments, not just a small internal team.
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Adobe Acrobat: Its collaboration features are cited across a substantial share of enterprise reviews, reflecting real use at scale rather than a niche feature.
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Foxit PDF Editor: OCR and collaboration tools that work well for smaller teams carry over cleanly as review volume from larger organizations grows.
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Wondershare PDFelement: Its enterprise footprint is still modest, but the same comprehensive editing and annotation set that works for smaller teams holds up at this scale too.
Which PDF editor offers the most advanced editing capabilities for enterprise teams?
At enterprise scale, advanced editing often means embedding PDF functionality into other internal systems, not just editing files by hand.
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Apryse PDF SDK: Built specifically as a developer SDK, letting enterprise teams embed advanced PDF editing directly into their own applications rather than relying on a standalone tool.
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Wondershare PDFelement: OCR, form handling, and object-level editing scale from individual use up to larger teams without losing the comprehensive feature set.
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Adobe Acrobat: Its breadth of editing tools, from text-level edits to scanned document handling, is what a large enterprise review base consistently points to.
Which PDF editor offers the strongest security and compliance features for regulated industries?
Regulated industries need document handling that's auditable and access-controlled, not just functional.
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Adobe Acrobat: The most established name in this category for enterprise-grade security controls, backed by the largest enterprise review base by a wide margin.
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Apryse PDF SDK: Built for developers embedding PDF handling into regulated internal systems, where access control needs to be built into the application itself.
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Nitro PDF: Signing and document workflows come up as core strengths, which matters for regulated teams that need a defensible signature and approval trail.
Written and researched by Marina Schlosser
