What software do publishers use for editing

Editing PDFs with Microsoft Word: This is how it works!

Julie Sartain

You don't need the expensive Adobe Acrobat to edit PDFs afterwards. Because even with Word you can bring PDF documents into shape. We show how it works.

EnlargeThe PDF Reflow function of Winword versions since 2013 enables PDF files to be opened and edited with Word. The content of the PDF is parsed and interpreted by Word

While earlier versions of Word only allowed you to save a document as a PDF, since Word 2013 you have also been able to open and edit PDFs and then save them as PDF again without using AdobeAcrobat or Open Office or Libre Office or another PDF file. Having to use tool. Microsoft calls this feature PDF reflow. We show the procedure using a file that contains text and images.

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Open PDFs in Word

Start Word 2013 or newer. Select File> Open and go to the folder that contains your desired PDF. Select the file and click the Open button. The selected file appears in the preview window on the right. In this example we choose a file with text and graphics. After opening the PDF file, the following warning appears:

EnlargeDialog box: Convert to Word format; Click OK. Then it's time to wait.

The message warns you that larger files will take longer to load and that the layout in Word may not look the same as the original PDF. This is because margins, columns, tables, page breaks, footnotes, frames, the change history and certain formatting options, such as font effects, between the software that was used to create the PDF (such as InDesign, WordPerfect, Microsoft Publisher , Photoshop, Adobe Acrobat etc.) and Word can vary. Word has to interpret the file first. This takes a while and can also lead to deviations in the representation.

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Microsoft states that the transfer and reflow of text documents works better than that of documents that are packed with charts, graphics, highlights, bookmarks, footnotes and / or changes. These additional text blocks often end up in the middle of paragraphs or at the very end of the text. Keep these limitations in mind so that you can use the outcome to plan and make any necessary changes.

However, many layout elements can be transferred from PDF to Word document without any problems. For example, the following image is a copy of the original PDF that we opened in Word 2013.

Edit PDFs in Word

You can easily add new paragraphs and change or delete data; the document is automatically formatted while you type, as you are used to from Word. You can also remove, swap or reposition graphics, and the text flow feature automatically creates the paragraph around the image. You can also change the page size, margins, line spacing, font and font size, and all font attributes and much more.

In the "edited" version of an example document, the font and font size in the heading, the sub-heading and the first and last paragraph have been changed. In addition, the yellow paragraph was inserted and the image was moved from the top left to the bottom right and all without any problems.

EnlargeEdit and change your PDF in Word.

In fact, the PDF compatibility of Word 2013 and 2016 is so good that you can right-click on an image and get a complete list of all the graphic modification options - including functions like cropping, image size, formatting, positioning, adding captions, and even adding of hyperlinks - can display.

EnlargeAvailable graphic options, including text flow.

Save or convert PDFs

As soon as the document has been changed to your liking, select File> Save As, find a suitable folder and select PDF from the Save as drop-down menu.

EnlargeSave the modified PDF again.

Another way to save a document as a PDF is to export it. To do this, select File> Export, click in the left column on Create PDF / XPS Document and then on the button with the same name.