OmniDocHow to retain the original format after PDF merging
Page orientation, dimensions, text searchability, and bookmarks often change when merging PDFs. This article explains what to check before merging, how to merge and retain the layout using the desktop client's PDF editor, and how to check item by item after merging.
Key points of this article
- Merging itself does not change the content of each page. Format aliasing is mostly caused by page orientation, inconsistent size or the source file is a scanned copy.
- Confirm whether each document is an electronic version or a scanned copy, and check the page size and orientation before merging.
- Perform OCR before merging scanned pages, otherwise the merged text cannot be searched and copied.
- After merging, check them one by one according to the number of pages, orientation, size, text, and bookmarks. If there are any problems, correct them on the originals and merge them again.
- The merged result is saved as a new file, keeping the original so you can start over if you make a mistake.
Many people find after merging PDFs: some pages are turned sideways, some pages have changed to another paper size, the table of contents and hyperlinks are missing, and no keywords can be found in the scanned pages. Most of these problems are not caused by the merge operation itself, but because the file status before the merge is not checked. Readers who search for "How to merge PDFs and preserve formats" have usually encountered one of these situations.
This article is written for people who need to combine papers, contracts, reports or scans into one document. After reading, you will know what items to check before merging, how to complete the merging in the PDF editor of OmniDoc desktop client, and how to confirm that the format is not damaged after merging.
How to preserve the original format when merging PDFs? One sentence conclusion
One sentence conclusion: First confirm the type, page size and orientation of each document, then merge it, and finally check it page by page. As long as there is no problem with the source file itself, merging usually does not change the content of each page. The problem mostly lies in the preparation before merging.
| your situation | Recommended practices | reason |
|---|---|---|
| Several copies are electronic PDFs with the same page size. | Merge directly, and check the number of pages and layout after merging | The content of each page is kept intact, so there is less chance of errors. |
| Page sizes or orientations are different, such as A4 and landscape pages mixed | Use rotation to unify the direction before merging, and note the size of each page. | Mixed-size pages are easily misaligned when read and printed after merging. |
| There are scanned copies | First perform OCR on the scanned documents and then merge them. | Merging will not turn the image into alternative text. Search and copy need to be identified first. |
| The file has password or permission restrictions | Obtain authorization to open and edit first, then merge | Restricted files may not be processed properly, and forced bypass is not advisable. |
| Table of contents and hyperlinks need to be preserved | After merging, check each item one by one, and replace any missing items with the originals. | Bookmarks and links appear differently in different files and require manual verification. |
Before you start: Confirm these points first
1. Is each document electronic or scanned? Try selecting a piece of text in Reader and copying it. If you can select and paste normal text, it is an electronic version; if you cannot select or paste it out with garbled characters, it is basically a scanned copy. The scanned pages are essentially pictures, and words cannot be found after merging them, so OCR needs to be done first.
2. Are the page size and orientation consistent? Look page by page in the reader's thumbnail view, paying attention to landscape pages, upside-down pages, and pages of different paper sizes. Merging will retain the original size of each page, so inconsistent pages will be retained in the results instead of being automatically unified.
3. Whether the file has password or permission restrictions. For files that cannot be opened or edited, you should first obtain authorization from the provider of the file. Solving this step before merging will save time than looking for problems after merging.
4. Merge order and number of pages. First list the number of pages of each document and the order after merging. After merging, you can quickly check whether the page numbers match.
5. Is there a backup of the original document? The merge generates a new file, and the original file is retained. If there is a problem, you can start over. If you have not installed the desktop client, you can download it from download.omnidoc.top, which supports Windows, macOS and Linux.
Steps to merge PDFs and preserve layout in OmniDoc desktop client
- Open the desktop client, enter the PDF editor, and import the PDF you want to start with.
- If there is a scanned document, perform OCR on the document first so that the text on the page can be recognized and searched, and then continue with the subsequent operations.
- Check the page orientation of this document. If there are any horizontal or upside-down pages, use the rotate function to adjust them.
- Use the merge function in the page operation to add the remaining files in order.
- Use the page rearrangement function to adjust the order and move the pages inserted in the wrong position to the correct position.
- Delete unnecessary duplicate pages, such as redundant covers or blank pages; use the split function to process content that needs to be split separately.
- Check the modified page and save it as a new file after confirming it is correct. The file name should indicate the version or date. Do not overwrite the original.
Check each item after completion
After getting the merged results, do not send them out directly, but read them one by one according to the table below.
| Check items | How to see | What to do if there is a problem |
|---|---|---|
| Number of pages | The total number of pages after merging should be equal to the sum of the pages in each document | The number of pages is small, indicating that there are files that have not been added. Please add them and save them again. |
| Page orientation | See if there is any confusion or inversion page by page in the thumbnail | Correct the corresponding page with the rotation function |
| Page size | View document properties or paper size in print preview | Pages with inconsistent sizes will be merged after the original is unified. |
| Fonts and pictures | Zoom in to see the small print and check the text, tables and charts | Check the original if the font is abnormal; switch to the original HD version when the picture is blurred |
| Text searchable | Use the search function to look up keywords on a page | Scan pages that cannot be found, make up OCR and save again |
| Bookmarks and links | View the catalog and click on several hyperlinks | The missing ones are found in the original and merged again. |
The text recognized by OCR may have errors and omissions, especially numbers, formulas and proper nouns. The contents of the amount, date and terms involved must be checked verbatim against the original.
# "which situation requires additional processing?
- only electronic version with the same size : merge directly and spot check according to the checklist. - mixed with horizontal pages or pages of different sizes : first unify the direction and size in the original, and then merge to avoid rework after merging. - include scanned parts : first OCR, then merge, and manually check the recognition results. - for formal submission or signature : read through page by page after merging to make sure there are no missing or wrong pages, and then send them out.
# frequently asked questions (FAQ)
1. Will merging PDF online for free affect the format?
It might. When selecting online tools, first look at the file size limit, whether the output is watermarked, whether the original page size will be retained after the merge, and how long the uploaded file will be saved. Contracts and other sensitive documents, it is recommended to give priority to local processing. After selection, try merging with an insensitive small document, and then check the number of pages and layout.
2. After the merger, the text can not be found, is the format missing?
In most cases, one of the documents is scanned and the page is actually a picture. After OCR these pages, you can search. OCR results need to be checked manually, especially numbers and proper nouns.
3. What if the page size is different after the merge?
The merge retains the original size of each page. If you want to unify, the safe way is to go back to the original to unify the page size and then merge. When printing, if the zoom option is provided in the print settings, you can make the page output uniformly according to the paper size, but this will change the actual display ratio, and this step is not recommended for official use.
4. Can I still change the text after the merger?
Yes. The PDF editor on the desktop client supports direct modification of paragraph text, and then save as a new file. It is recommended to keep a copy of the merger result before modification.
5. Will the merge change the original file?
Under normal operation, the original file will remain unchanged. The original will be changed only if you choose to overwrite the original file name when saving. Saving the results as a new file is simple insurance.
# Summary
PDF retains the original format after merging. The key is to check the type, page size and orientation of the source file before merging, and check them one by one according to the number of pages, orientation, text and bookmarks after merging. By doing a good job of scanning the OCR and saving the results as a new file, most layout problems can be found before handing over the document.
