What should you do if there are errors in the text within a PDF document that you want to modify? For example, some content in the document needs to be updated, phone numbers need to be batch replaced, or typos need to be collectively corrected. However, due to the excellent stability of PDFs, editing them can be very inconvenient. When we want to modify a specific keyword or phrase in a PDF, we find that it is not as easy to search and replace as it is in Word. Manual search is often extremely inefficient and prone to omissions.
This article will explain the four simplest methods for replacing text in PDFs to address the issue of PDF text replacement, guaranteed to be mastered in just a few minutes, efficiently completing our daily work and improving productivity. Let's try them out together!
When do you need to replace text or numbers in a PDF?
Revising detailed information in documents
In some business contracts, it is often required to modify erroneous text or numbers, such as amounts, dates, and customer names, which are critical information. If the original file is in PDF format, directly editing it can be inconvenient when there are many files, so replacing specific text and numbers is necessary to ensure the accuracy of the contract content.
Updating outdated content in informational files
When companies create promotional materials, they may need to change some product prices, event dates, or contact information in PDF files. We can target only this content for replacement, avoiding the need to redesign the entire document.
Correcting erroneous data in documents
When processing PDFs, version updates or input errors might require replacing certain key data. If the original document is in PDF format, directly replacing the text and numbers within it can save time otherwise spent on re-editing and ensures document version consistency.
Preview of the effect when changing multiple keywords in a PDF file
Before processing:
After processing:
Method 1: Use HeSoft Doc Batch Tool to batch replace keywords in PDFs
Recommendation: ★★★★★
Advantages:
- Supports one-time batch replacement of multiple keywords across a large number of files in the shortest time, and also supports fuzzy matching for more complex keywords.
- All PDF files are processed locally, eliminating the need for uploading and emphasizing user privacy security.
Disadvantages:
- Requires software installation on a computer.
Steps:
1. Open [ HeSoft Doc Batch Tool ], select [PDF Tools] - [Find and Replace Keywords in PDF].
2. Choose a method from [Add File] or [Import Files from Folder] to import the PDF(s) whose text you want to replace, or directly drag and drop files into the area below to add them, then click Next.
3. Select [Exact Text Search]. In the Find Keywords list below, enter the keywords before modification, with one keyword per line; use the Enter key for line breaks to input the next keyword. In the Replace With Keywords list below, enter the modified keywords, similarly one keyword per line. Finally, click Next again. Proceed to the save interface, click Browse, and select the save location for the new files.
4. After processing is complete, click the folder to open the PDF files and view all successfully replaced keywords.
Method 2: Use Adobe Acrobat DC to edit PDF text
Recommendation: ★★★☆☆
Advantages:
- Best editing results, and supports batch find and replace.
- Can keep the original format unchanged after replacement.
Disadvantages:
- Requires paid software, offering lower cost-effectiveness.
- Scanned PDF files cannot be edited.
Steps:
1. Open the PDF file with Adobe Acrobat DC, and click the Edit PDF button on the right.
2. Select the text you need to modify, directly input the new text, and then save the document.
Method 3: Convert PDF to Word and then quickly edit the text
Recommendation: ★★★☆☆
Advantages:
- Simple and easy to understand; even beginners can handle it.
- Supports batch conversion, with reasonably good conversion results.
Disadvantages:
- Format might change in complex layouts.
- PDF documents with many images might experience shifting after conversion.
Steps:
1. Open the PDF file with Word, and click Ok to convert automatically.
2. Next, press Ctrl + H to open the replace window, and enter what to find and replace.
3. After replacement is complete, click Save As PDF.
Method 4: Use online editing to replace keywords in PDF documents
Recommendation: ★★★☆☆
Advantages:
- Does not require installing other software; can be operated on mobile phones.
- Sufficient for simple modifications; emphasizes convenience, operable anytime, anywhere.
Disadvantages:
- Modifying multiple keywords is extremely troublesome.
- Sensitive files are insecure when uploaded to web pages.
Steps:
1. Open a browser, search for the [Smallpdf] editor, and upload the PDF file.
2. Then click Edit Text to modify the keywords in the document, and finally save it.
