I don't think I'm the only one who hates filling out official forms. Especially if they're in a non-editable PDF file. Usually, to fill out such a declaration, I have to find someone with a printer, then grab a pen and spend a lot of time filling it out legibly. I'm hoping I won't make a mistake and won't have to do it again.
Why are forms in PDF files?
We usually receive PDF files because the author wants to ensure that we, the recipients, will see the file exactly as the creator intended. PDF files will always look the same, regardless of the device we open them on. This is a definite advantage. Therefore, when sending our CV, it's worth converting it to PDF format. This is the only way to guarantee that the file won't "disintegrate" when trying to open it, for example, in Open Office.
Sometimes we receive PDF files because the author doesn't want us to edit its content. It's possible for the file to be password-protected. This lock prevents any editing, even printing. However, this is very rare. Fortunately, if the file isn't locked against editing, we can modify the PDF file's appearance using free programs.
Advantages of interactive forms
Is there any way to write something on a PDF file? I know of at least two. The first and most convenient: ask the PDF file creator to convert it into an interactive form. Creating such a document takes just a moment. What does such a file look like? It looks like a regular PDF file, except that the areas where you need to enter something become active, and you can fill in the fields with text. This is a huge convenience for both parties.
The benefit for the person filling out the form is obvious: it allows you to quickly complete a document, or even several, often only changing the dates in subsequent applications. You don't have to worry about messy handwriting, making a mistake, or entering something in the wrong field.
No active text fields in PDF
But how do you write on a PDF file if the author hasn't prepared an application with active fields? In my opinion, the most sensible solution is to download a professional PDF program - such as SwifDoo PDF. What does it offer? It allows you to edit on a PDF file. It works a bit like text fields in Word or PowerPoint. You simply click the "Add Text" icon and hover your mouse over the area where you want the text to appear. And you're ready to write: this way, you can quickly fill in basic information like name, address, and Tax Identification Number.
After saving the file, you can freely edit the added text fields - change names, dates, and field widths. This way, you can quickly fill out several applications by simply changing some fields. It's really trivial, even for those who don't like learning new tools.
Saving and printing a file
Once you've finished filling out the document, you can print it or save it. A major advantage of the save option is the ability to re-edit the file and reuse the created text fields. And not just in this document!
How to reuse text fields? Select the fields you've filled out: hold down the Ctrl key and add additional text fields with your mouse. Once you've selected all the fields to be copied, press Ctrl+C and open another PDF document in which you want to use the copied fields. Now click Ctrl+V. This is very useful if you're copying repeated data, such as name, surname, address, or Tax Identification Number. Filling them in once is enough to use them in subsequent official PDF files. All you need to do is move the text fields to the appropriate locations.
Why is a local PDF editor better than a random online tool?
There are many free websites online that allow you to edit PDFs in your browser. This can be convenient for a completely irrelevant file. The problem arises when the document contains personal, business, or confidential information.
Consider whether your PDF contains:
customer data
invoices
contracts
commercial offers
accounting documents
document scans
employee data
correspondence with the contractor
company documentation
Uploading such files to a random online tool can be risky. A local PDF editor like SwifDoo runs on your computer, you don't have to upload a document to an external server just to add a date, correct text, or perform OCR.
For a company, accounting office, service, secretarial office, online store or administration department, this makes a big difference.
I hope you now know how to write in a PDF file, and this post will save you some time in the future.