OmniDocHow to add text and set bold effect in PDF
It explains the differences and methods of modifying existing text, adding new text and setting bold in PDF, gives the steps to export Word to add text and then convert it back to PDF, and lists the content that needs to be checked one by one after completion.
Key points of this article
- First determine whether the text in the PDF can be selected, and then you can directly edit the existing paragraphs if it can be selected.
- When modifying existing paragraphs, it is suitable to change the words in situ in the PDF editor. The changes should be of equal length to avoid typographical misalignment.
- If you want to fill in the text that is not in the original file, or set bold, it is usually more reliable to go back to the source document such as Word to complete it.
- After the source document has been modified, the PDF will be regenerated, leaving the original intact for easy reference when problems arise.
- After completion, check the text content, bold range, line breaks and page numbers page by page. The OCR results require manual review
Many people encounter the same problem after getting the PDF: they find a typo, want to add a sentence somewhere, or want to bold the title. PDF is different from Word. It records the fixed position of each word on the page. Therefore, when you directly use it, the words will be crowded together, the line spacing will be messed up, or you will not be able to click at all.
This article is written for general readers who need to modify PDFs, especially those who want to modify documents such as contracts, papers, and reports. After reading, you can distinguish three situations: modifying existing text, writing new text, and setting boldness. You will also know which method to use in each situation, and how to check after modification.
How to add text in PDF editing? One sentence conclusion
First, distinguish two things: to modify the paragraph text that already exists in the PDF, you can change it directly in the PDF editor; to fill in the content that is not in the original file, or set boldness, you usually have to go back to the source document (such as Word) to complete it, and then regenerate the PDF.
| your situation | Recommended practices | reason |
|---|---|---|
| Only correct typos or a few words | Modify the paragraph text directly in the PDF editor | The text remains in its original position and the changes are small. |
| I need to add a sentence or two somewhere | Export to Word and then save as PDF | Free word filling makes typesetting more controllable in Word |
| Make the title or certain words bold | Regenerate PDF after bolding in Word source document | The functions highlighted in PDF are not listed separately in the function description, so the source document is more reliable. |
| The page is a scanned picture, and Chinese characters cannot be selected. | Use OCR to identify first, then modify or export | The text in the scanned document is an image and cannot be changed directly. |
| The original file has been lost, only the PDF remains | Export to Word and modify it, then convert it back to PDF and check it page by page. | Conversion is the only way to edit when there is no source file |
Before you start: Confirm these points first
1. Determine whether the PDF is editable text. Use the mouse to drag a piece of text. If it can be selected and highlighted, it means that the file has a text layer; if it cannot be selected, it is usually a scanned image and requires OCR first. This step determines which path to take later.
2. Check to see if the original Word or source file is still there. If the source file still exists, it is easier to change the source file and re-export the PDF without leaving any misalignment problems. If you only have PDF, accept that the layout may be different after conversion.
3. Note down the location and range to be changed. Write down the page number, paragraph and words to be changed, and check against this list after revision to avoid discovering the wrong place after revision.
4. Save a copy before modifying. Do not directly overwrite the original. The originals are kept so that if problems are found, they can be redone at any time and can be easily compared.
5. Pay attention to the font. If the font used in the original text is not available on your computer, the modified font may change. Try to use the same font and size as the surrounding text for the supplementary text.
Steps to export Word to fill in and bold
The editing that the PDF editor can do is mainly modifying existing paragraph text, filling out forms, signing, blackening, page manipulation, OCR, comparison and export. Setting bold and filling in a large text at any position are not listed separately in the function description, so it is recommended to follow the following process to complete it in Word.
- Open the PDF that needs to be modified in the OmniDoc desktop client, export it to Word format, and keep the original PDF unchanged.
- Open the exported Word file, find the location where you need to add text, and enter the new content directly.
- Select the text that needs to be emphasized and set it to bold in Word. Select only the title or keywords, do not bold the entire paragraph.
- Check the exported layout page by page, focusing on whether the positions of tables, formulas and pictures are consistent with the original PDF, and make fine adjustments if necessary.
- Use the Save As function of Word to generate PDF, and distinguish the file name from the original, for example, add "modified version".
- Open the newly generated PDF and check the supplementary text and bold positions page by page.
If you only modify a few words in an existing paragraph, you can skip this process and directly change the paragraph text in the PDF editor, keeping the length of the modified content close to the original text.
Check each item after completion
After you get the results, don't just take a look at them. It is recommended to check them one by one according to the table below.
| Check items | How to see | What to do if there is a problem |
|---|---|---|
| Character content | Read the original text paragraph by paragraph, focusing on numbers, names, dates and proper nouns | Go back to the source file or change it back in the PDF editor and check again |
| bold range | Only the words to be emphasized are bolded, and there is no extra punctuation or adjacent text. | Reset in Word source document and generate PDF |
| Line breaks and paragraphs | Are there line breaks, words crowded together, or paragraphs broken apart? | Shorten the supplementary content or adjust the paragraphing in the source document |
| Font and font size | Is the supplementary part consistent with the surrounding area? | Regenerate PDF after unifying font settings |
| Pages and page numbers | Is there any change in the number of pages? Is the page number misaligned? | Adjust the paging position and delete excess blank lines |
| OCR results | Whether the recognized text is consistent with the original image | Machine recognition may make mistakes, and important content must be verified verbatim manually. |
❓ Frequently Asked Questions (FAQ)
1. Can words be added directly to the scanned PDF?
The text in the scanned document is an image, so it will be difficult to modify it directly if you cannot select it. Usually, OCR is used to recognize the text first, and then the text is modified. The recognition results need to be checked manually.
2. Why is the text in my modified PDF misaligned?
PDF records the position of each word. Increasing or decreasing the number of words will affect the layout of the entire line and page. Try to only change content of equal length; when major modifications are needed, it is more secure to return to the Word source document for processing.
3. Can only a few words be bolded in the PDF?
The function description does not list the function of setting bold in the PDF separately. A safer approach is to bold in the Word source document and then regenerate the PDF.
4. What should I do if the format changes after exporting to Word?
There may be differences after conversion of complex layouts. Tables, formulas and columns especially need to be checked. You can first adjust it page by page against the original PDF, and continue editing based on the Word version if necessary.
5. If you want to use free tools to modify PDFs, what should you look at?
When selecting, you can check the file size limit, whether the exported result is watermarked, the privacy statement of the uploaded file, and whether the layout and text are retained. Sensitive documents such as contracts and medical records should be processed locally as much as possible.
📝 Summary
How to add text when editing PDF, the key is to first distinguish whether to modify existing paragraphs or to add new content. Existing paragraphs can be modified directly in the PDF editor. Filling and bolding are more suitable to be completed in the Word source document and then regenerated PDF. After making the changes, you can avoid most misalignment problems by checking the content, bolding range, and layout item by item.
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