How to edit PDFs on a Mac

Posted By Volodymyr Chubei | 23 Jan 2025

Editing PDF documents on a Mac may seem a daunting task, especially if you don't know which tools to use. In this article, we will look at a few simple and effective ways to work with this type of files that are available to every user.

You'll learn how to edit PDF documents using built-in tools and third-party software, and discover how you can be more productive.

How to edit PDF on Mac free

Mac offers a default toolkit for editing PDF documents, so even novice users will have no trouble with this process. Below we describe the most popular methods that will help you make quick changes to your files.

1. Preview

Preview is a standard software for working with PDF. You can not only add comments and highlights, but also delete pages, move them or merge multiple PDFs into one file.

How to use:

Open the PDF through Preview.
Select the Annotation tool to add notes, highlights, captions, or graphics.
To delete or move pages, go to the Tools menu, then to "Miniatures", select the desired page, and take an action.
To merge multiple PDFs, simply drag and drop the files into the thumbnail area.

2. Quick Look for fast editing

This is a handy macOS feature for viewing the contents of files without having to open them in a full-fledged application. However, it has some restrictions: you can only add comments and quickly preview a document.

How to use Quick Look:

Select the PDF file in Finder and press the spacebar to preview it.
Use the toolbar to add notes or comments.

Also: How to Hide Folders on Mac

3. Pages for PDF editing

Apple's Pages app is used to edit a PDF on Mac by converting it to text. This method is suitable if you want to change the content in the document.

How to use:

Open the PDF in Pages, and the program automatically converts it into an editable format.
Make required changes to a text, images and do formatting as you need.
Save the document as a PDF file when you have made the necessary edits.

4. iCloud Drive with annotations

If you want to edit PDF files on multiple devices (e.g. Mac and iPad), iCloud Drive provides a convenient way to synchronize your documents. You can add annotations and edit files on any iOS or macOS device.

How to use:

Save the PDF to iCloud Drive.
Open the file via the Files app on iOS or via Finder on Mac.
Make edits with built-in tools and annotations synchronized across devices.

5 Tips for Efficient PDF Editing on Mac

Editing this file format can be more efficient if you follow simple tips. These tips will help speed up the process and make editing more convenient.

1. Organize the files on the PC

Before you start editing PDFs, make sure your documents are organized in folders. Organizing files by subject, date or project makes your work much easier, as it speeds up the process of finding the right document. Use logical names for folders and subcategories so that you always know where a particular file is stored.

It's also worth doing regular cleanup - removing old and unnecessary documents to keep your workspace clutter-free.

2. Use hotkeys

Instead of wasting time searching for the right command in the menu, you can perform actions instantly.

Some useful keyboard shortcuts for working with PDF on Mac:

Cmd+C - copy selected text;
Cmd+V - paste copied text;
Cmd+Z - cancel the last action;
Cmd+S - save the document;
Cmd+P - open the print window.

These key combinations reduce work time and make the editing process of PDF files on Mac smoother and more efficient.

3. Enable cloud synchronization

Setting up synchronization with cloud services is one of the most convenient ways to access documents from any device at any time. With this feature, you can edit a PDF on your Mac and then continue it on your iPad or iPhone without having to manually send files to the required device. What's more, syncing allows you to automatically save your changes, minimizing the risk of data loss.

On a Mac, you can use the built-in iCloud Drive, which provides seamless integration with Apple devices.

To activate synchronization:

Open System Preferences.
Click the Apple ID tab and select iCloud.
Turn on iCloud Drive, specify the files or folders you want to synchronize.

The alternative cloud services Dropbox, Google Drive or OneDrive also offer excellent functionality. They can be used to store and collaborate on documents. That is, users can collaboratively edit documents with colleagues or clients in real time, which is especially useful for teamwork.

Also: MacBook Won't Download Files: Causes and Tips for Quick Fix

4. Third-party applications

If the built-in tools don't provide enough features, third-party programs are available on the Mac, which tend to have more advanced functionality.

PDF Expert is one of the best PDF apps for Mac for editing text, image, adding captions and compressing files.

How to use:

Install PDF Expert from the official website.
Open the PDF and utilize the available functionality.

Adobe Acrobat is a professional software for working with PDF. The set of available options includes editing text and pictures, merging files and adding forms.

How to use:

Install Adobe Acrobat.
Open the PDF on Mac, select the editing tool and make the necessary changes.

5. Online services for working with PDF

If you don't want to install programs on your Mac, you can use online PDF editing services.

Among the popular choices are:

Smallpdf - you can edit, compress and convert to PDF. If you are only interested in basic functions, the free version will suffice.
PDFescape is a simple and straightforward service for editing text and adding comments and annotations.
ILovePDF - supports editing, merging and converting PDF to other formats.

Use online services with roughly the same algorithm:

Uploading the PDF to the website.
Use available tools to edit, annotate, or merge files.
Download the edited PDF back to the device.

This method is convenient if you need to make urgent adjustments and your Mac has no applications installed, but you have access to the Internet.

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FAQ

1. Can you edit a PDF on Mac?

Yes, on Mac, you can edit PDFs using the built-in Preview, Quick Look, Pages, iCloud Drive, and third-party programs.

2. How do I convert a PDF to an editable document on a Mac?

You can convert PDF to an editable document using Preview or third-party applications such as PDF Expert or Adobe Acrobat.

3. How do I edit a PDF on my Mac without Adobe?

Without Adobe, PDF files can be edited through built-in Mac tools like Preview, or you can use third-party free programs.

ABOUT THE AUTHOR

Volodymyr Chubei
Computer Repair Specialist at TechToro.io

Volodymyr was born in Ukraine and has found his passion for electronics from his childhood. At the age of 13, he was capable of soldering some basic elements of a logic board and today he is one of the co-founders of TechToro.io