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Creating, Editing, and Working with PDF files

Contents

Creating a PDF Using Print to PDF

Both Mac and PC computers allow you to “print to a PDF” file.  Basically, any application that allows you to print, will allow you to choose the PDF option and create a PDF file.

  1. Click the application’s print button.
  2. Choose the Print to PDF option under the printer options. (On a Mac click the PDF button and select Save as PDF.)
  3. Name the PDF file.
  4. Click Save
PC and Mac save or print to PDF option windows

Extracting Pages from a PDF Using Print to PDF

  1. Click the application’s print button.
  2. Choose a Page Range.  (If you just want page 1, set the range from 1 to 1.)
  3. Choose the Print to PDF option under the printer options. (On a Mac click the PDF button and select Save as PDF.)
  4. Name the PDF file and Click Save.

Filling in a Form Using Acrobat Reader

  1. If attached to an email or open in a web browser, save the PDF form to your computer.
  2. Open the PDF file using Acrobat Reader DC.
  3. Click Fill & Sign.
Acrobat reading fill and sign
  1. Under the You option click the Fill &Sign button.
Acrobat Reader Who needs to fill and sign
  1. Make sure that the Add text tool is selected.
Acrobat Reader Add Text tool
  1. Click the location in the document where you wish to enter text and begin typing.
Acrobat Reading text tool in document
  1. Click on a new location to enter text in another area of the document.
  2. Use the X and Check Mark tools to fill in check boxes in the form.
Acrobat Reader X and check mark tools
  1. When finished, open the File menu and select Save As.
Acrobat Reading File-Save As menu
  1. Choose a location on your computer.
  2. Name the new file.
  3. Click Save.

Editing Files Using Microsoft Word 2016 or later on a PC or Word 2019 on a Mac

Word 2016 and later on a PC and Word 2019 on a Mac will allow you to open a PDF file and save it as a Word document.  You can edit text and add or remove pages this way.  Warning: you may lose certain formatting during the conversion process in Word.

  1. Open the PDF file from within Word.
  2. A warning about needing to convert the file appears.  Click OK. (This may take a minute or two depending on the complexity of the PDF.)
Word warning about losing formatting when converting the pdf file to a Word document.
  1. Open the File menu and choose Save As.
  2. Select a location to save the file.
  3. Choose Word Document (*.docx) from the Save as Type drop-down menu and click Save.
Word-Save as type drop-down menu
  1. Edit the file like a Word document. 

Exporting a Word Document as a PDF

  1. To create a new PDF document from the Word document on a PC, choose File > Export > Create PDF/XPS Document > Create PDF/XPS.
Word Export menu to pdf document
  1. On a Mac, choose File > Save a Copy.
  2. Select PDF from the File Format drop-down menu.
Word-Export to PDF on a Mac
  1. Click the Export button.

Editing PDFs and Filling in PDF Forms Using Preview on a Mac

On a Mac the Preview application allows you to fill out forms, merge files, and extract pages.  See the following Apple guides for more information.  Be sure to choose your operation system from the Select Version drop-down at the top of the page for the correct instructions.

More PDF Editing Options

If you find that you need more features than what the free PDF options in this document offer, you need to purchase a commercial PDF editor.

Updated on August 2, 2024
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