The simplest way to edit a PDF on Mac is to use Preview, the built-in app that comes with every Mac
Preview opens PDFs automatically and lets you add text, draw, highlight, and sign documents without buying anything or installing software. You can also use the Mac's native PDF editing tools in Mail and Notes if you only need to mark up a document quickly. For more complex edits — like rearranging pages, removing content, or changing fonts — you will need either a paid app like Adobe Acrobat Pro or a free web-based tool.
The method you choose depends on what you are actually changing. Marking up a document (highlighting, adding notes, signing) works fine in Preview. Restructuring a PDF or editing text that was typed into the original file requires different tools.
Key Takeaways
- Preview, which comes free on every Mac, can add text boxes, signatures, highlights, and drawings to any PDF without installing anything.
- To edit text that was originally typed into a PDF, you need Adobe Acrobat Pro or a similar tool that recognizes text layers.
- Rearranging pages, deleting pages, or combining PDFs works in Preview by dragging thumbnails in the sidebar.
- Web-based tools like Smallpdf and ILovePDF let you edit PDFs in your browser if you do not want to install software, though they upload your file to their servers.
Editing with Preview: adding text, highlights, and signatures
Open the PDF in Preview by right-clicking the file, selecting "Open With", and choosing Preview. Or drag the PDF directly onto the Preview icon in your Dock. Once the file is open, look for the Markup toolbar at the top of the window — it looks like a toolbox icon. If you do not see it, click View in the menu bar and select "Show Markup Toolbar".
The Markup toolbar gives you several options. The text tool (looks like a capital A) lets you click anywhere on the PDF and type a new text box. The highlighter tool marks text in yellow, green, blue, or pink. The pen tool lets you draw freehand. The signature tool lets you sign the document using your trackpad or camera. Click the tool you want, then click or drag on the PDF to use it.
When you are done editing, save the file by pressing Command+S or going to File > Save. Preview saves your changes to the original file by default. If you want to keep the original unchanged, go to File > Duplicate first, then edit the copy.
Editing text that was typed into the PDF
If the PDF contains text that someone typed (not a scanned image), you can edit that text directly — but only in Adobe Acrobat Pro or similar professional tools. Preview cannot change existing text; it can only add new text boxes on top.
To check whether a PDF contains editable text, try selecting text with your cursor. If you can highlight and copy the text, it is editable. If the text looks like part of an image, it is not. Scanned documents and PDFs created from images cannot have their text edited without special software that recognizes text (called OCR, or optical character recognition).
Adobe Acrobat Pro costs $180 per year or $20 per month. It lets you edit existing text, change fonts, delete text, and restructure the document. If you only need to edit a PDF once or twice, web-based tools like Smallpdf (smallpdf.com) and ILovePDF (ilovepdf.com) offer free editing, though they require uploading your file to their servers.
Rearranging, deleting, or combining pages in Preview
Preview makes it easy to reorganize a PDF. Open the file and look for the thumbnail panel on the left side of the window. If you do not see it, click View > Thumbnails. Each page appears as a small image in this panel.
To delete a page, right-click its thumbnail and select "Delete". To rearrange pages, click and drag a thumbnail to a new position in the list. To combine two PDFs, open both files in Preview, then drag pages from one window's thumbnail panel into the other. Preview will insert them in the order you drop them.
Save your changes by pressing Command+S. The original file will be updated with the new page order.
Using web-based tools when you need more control
Web-based PDF editors like Smallpdf, ILovePDF, and PDFtk let you edit PDFs in your browser without installing software. These tools work on any Mac, and many offer free versions with limits on file size or number of edits per day.
The trade-off is privacy: your PDF is uploaded to the company's servers while you edit it. Most reputable tools delete files after a few hours, but you should read their privacy policy before uploading sensitive documents. If your PDF contains personal information, banking details, or medical records, editing it locally in Preview or Acrobat Pro is safer.
To use a web tool, visit the site, click the upload button, select your PDF, make your edits in the browser, and download the result. The process usually takes a few minutes.
When to use each method
| What you are doing | Best tool | Cost |
|---|---|---|
| Adding notes, highlights, or a signature | Preview | Free (built-in) |
| Rearranging or deleting pages | Preview | Free (built-in) |
| Editing text that was typed into the PDF | Adobe Acrobat Pro | $20/month or $180/year |
| Editing text from a scanned document | Adobe Acrobat Pro (with OCR) | $20/month or $180/year |
| Quick edits without installing software | Smallpdf or ILovePDF | Free (with limits) |
Frequently Asked Questions
Can I edit a scanned PDF on my Mac?
Preview cannot edit text in a scanned PDF because the text is part of an image. Adobe Acrobat Pro includes OCR (optical character recognition) that converts scanned text into editable text, but this costs money. Some free web tools offer limited OCR, though results vary depending on scan quality.
Does Preview save changes to the original file?
Yes. When you press Command+S in Preview, your edits overwrite the original file. If you want to keep the original unchanged, go to File > Duplicate before editing, then save the copy with a new name.
Can I password-protect a PDF after editing it on Mac?
Preview cannot add password protection. You can do this in Adobe Acrobat Pro, or use a free web tool like Smallpdf. Go to the tool's "Protect PDF" section, upload your file, set a password, and download the protected version.
What is the difference between marking up and editing a PDF?
Marking up means adding notes, highlights, and drawings on top of the PDF without changing the original content. Editing means changing or removing the actual text and images in the document. Preview handles markup; Adobe Acrobat Pro handles editing.
Is it safe to edit PDFs on web-based tools?
Reputable tools like Smallpdf and ILovePDF use encryption and delete files after a few hours. However, your file does travel to their servers. For sensitive documents, editing locally in Preview or Acrobat Pro is safer because the file never leaves your Mac.