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First off, just let me say I hate PDFs in the workplace because even in 2025, few people understand all the ins and outs of working with them. All they know is that the boss needs to buy them or IT needs to give them some expensive software, preferably top of the line Adobe software, so they can do what they want with a single damn document they got from some seminar.

If you occasionally work with documents saved as PDFs, you can probably avoid purchasing, or worse, subscribing to expensive services to create, join, split, annotate and convert files. The key word is occasionally. If your everyday workflow involves working with PDFs all day, you need to go ahead and invest in the tools you need.

Both Macs and PCs can create PDF files from just about any file you can print. Where folks run into trouble is when they get a PDF file created by someone else, and they want to edit it as if it were a Word document. It is not. When you look at a PDF, you are essentially looking at a picture of a document rather than an original. Still, depending on your pain point, there are free tools you can use to make some modifications to PDFs.

There are also free tools to do OCR (object character recognition) on PDF files so that you can search the text in them for keywords. Not every PDF has a searchable layer. It can be created if it doesn't exist, but it isn't always there by default.

One last bomb blast from your IT guy - do not come at me with some 1GB 800-page PDF full of tiny text and full color pictures and complain about anything because you are asking for trouble if you expect to work with files like that. You just are.

PDFgear - Free PDF Editor Software & Online tools

Annotate a PDF in Preview on Mac - Apple Support

How To Edit a PDF on Mac—Three Fast and Free Ways | Smallpdf

PDF online - FREE | Adobe Acrobat

PDF OCR - Recognize text - easily, online, free - PDF24

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