How to fix a mistake in a PDF when you don't have the original Word file

You exported your résumé and then spotted a typo. The quote is already a PDF, but the price changed. The form they sent you is print-only and you need to fill it in. If you have the original Word or Excel file, the cleanest option is to fix it there and export again. But when you don't have it, or someone else made the document, editing the PDF saves you from redoing it from scratch.

First: is it a document you're allowed to change?

Editing a PDF is perfectly fine when the document is yours or you're authorized to change it: your résumé, your quotes, a template for your business or a form you need to fill in.

Two kinds of PDF: with real text and scanned

• PDF created on a computer (exported from Word, Excel, Canva or a system): the text exists as text. You can select and copy it, and also change it with an editor.
• Scanned PDF or photo converted to PDF: each page is an image. There are no words to change, but you can type new text on top, for example to fill in a form.

Quick test: open the PDF and try to select a word with the mouse. If just the word is highlighted, it has real text. If the whole page gets selected as one block, or nothing is selected, it's a scan.

How to fix text step by step

1. Open Edit PDF and load your document.
2. Click directly on the text you want to change and type the correction. Press Enter when you're done.
3. If needed, adjust the size, color, bold or underline in the formatting bar. You can also move the text by dragging the purple tab that appears above it.
4. To add text where there was none, use “Add text” and click the spot on the page where you want to type.
5. Check with zoom and press “Save”. A new PDF downloads; your original isn't changed.

How to make the change unnoticeable

• Keep a similar length. If you replace a short word with a long phrase, it may overlap what follows or have to shrink to fit.
• Keep the style. The editor keeps the original font, size and color; avoid changing them unless necessary.
• Check the alignment. In centered or right-aligned text, longer text may shift. Use the move tab to put it in place.
• When adding text next to existing text, match the size so it looks like part of the same document.

After correcting

• If the file ended up large, shrink it before sending it.
• If it contains confidential information, add a password.
• Also keep your source file next time: for documents you update often, like a résumé or a price list, having the Word or Excel file saves time.

Frequently asked questions