You can add a text box to a PDF online by using the Text and Fields tool in PDF.net. Knowing how to do this is useful when you want to add new content to a specific spot in your document or create a form or template.
In this guide, we will show you the specific steps to add a text box to your PDF and provide tips for troubleshooting common issues that may arise during the process. Additionally, we’ll explain when it is better to use text boxes and when fields would be more appropriate, so you can choose the method that works best for you.
Key Takeaways
- You can add text to a PDF online for free by inserting boxes with PDF.net’s Text tool.
- There is also a Fields feature on our PDF editor tool that you can use to achieve a similar effect.
- PDF text boxes are handy when you want to add content to a specific spot or are creating a manual template, while fillable fields are better for reusable PDF forms.
- To avoid common issues when inserting text boxes, you should check that your PDF is not flattened or restricted, and the text has uniform embedded and licensed fonts, sizes, spacing, and padding.
What Is a Text Box in a PDF?
A text box in a PDF is a clickable field where you can type in text directly. It is commonly used in fillable forms to collect details such as names, addresses, and dates.
This element can also be useful when creating templates; for example, you can make an invoice with text boxes for names, dates, line item descriptions, and notes. Each time the PDF is used, only the text inside the boxes changes.
Unlike annotations, which are added on top of a PDF, the content in a text box is structured and often searchable. It is also different from editing existing text in the document; you use a text box to add information rather than change what’s already there.
How to Add a Text Box to a PDF
You can add a text box to your document using PDF.net’s Text tool or Fields tool.
#1. Using the Text Tool
Here are the steps to follow to insert a box with our PDF text editor:
- Open PDF.net and upload the document you want to add text boxes to.
- Click Text in the toolbar at the top of the page.
- Click + Add Text
- Click anywhere you want on the page to insert a text box in the PDF.
- Click on the text box to reposition it if necessary.
- Type directly in the text box. You can change the fonts and their colors or sizes, too. If you double-click the box, it is also possible to highlight, strikethrough, or underline the content or outline the borders of the box.
- Click Save & Close in the top-right corner.
#2. Using the Field Tool
Another option is to use the Field tool. There are seven types for you to choose from:
- Signature field
- Text field
- Checkbox
- Radio
- Dropdown
- Date
- List
The Text field is most similar to a standard PDF text box.
As one of the best PDF editors out there, PDF.net works on different devices and operating systems.
Adding a Text Box vs. Fillable PDF Forms
You can add text to a PDF via a text box or a fillable field, and there are certain cases where one would be better than the other.
You should use a text box when: | A fillable field would be better if you are: |
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3 Common Issues When Adding Text Boxes to PDFs and Troubleshooting Tips
You might encounter the following three issues when adding text boxes to PDFs:
#1. Text Box Not Editable After Saving
If you can’t edit your text box after inserting it and saving your PDF, the document might be flattened or restricted by security settings.
- Flattened. This means the text is ‘baked’ into the file. It can happen automatically in some software, especially if you choose to “Print to PDF” or “Export as PDF/A.” In this case, you will have to revert or recreate the document and redownload it as an unflattened file.
- Restricted. The PDF may be password-protected, or its permissions may limit certain actions like copying, pasting, or editing. Therefore, you will have to unlock the document. If you don’t know or have forgotten the password, it is best to contact the PDF’s creator rather than attempt to bypass the restrictions, which violates copyright law.
#3. Text Doesn’t Align Properly
Misaligned text can make your document appear unprofessional or unreliable. There are several reasons why this happens, including:
- Different fonts or sizes. The fonts and sizes of the text you type directly inside your text box should match those of the surrounding content to ensure it fits seamlessly. Our online editor allows you to choose from 10 fonts and set your own sizes.
- Unwrapped settings. If text is added without wrapping, it might collide with other elements on the page or appear cut off. You need to wrap your text to avoid this from happening. Other workarounds include manually adjusting the sizes of text boxes or splitting long text into multiple boxes.
- Improper line spacing and padding. Extra spacing inside the text box can shift the text higher or lower and make it look out of place. Thus, you should always double-check that your line spacing and padding are the same throughout your document.
#3. Font Looks Different After Download
The fonts you choose to use when typing on a PDF affect its readability and accessibility, as well as your personal or professional branding. As such, it is important that they remain the same after you download your document and share it.
However, unembedded fonts are usually substituted by other default fonts like Arial and Times New Roman when opened on another device. This means you will miss out on the PDF format’s preservation advantage. To make sure that your document is consistent regardless of where it is being viewed, you must make sure your fonts are embedded.
Some fonts can’t be embedded due to licensing restrictions. If you notice that the font looks different after downloading, you should check whether you have all the licensing required. This will also help you avoid legal issues, such as fines, lawsuits, and even cease and desist letters.
Add Text Boxes to Your PDFs Easily
Our online editor is fully browser-based, so you won’t have to worry about waiting for anything to install. You can insert text boxes into your documents using the Text and Fields tools in just a few minutes.
Besides helping you edit PDF text online, we have AI-powered functions (Chat PDF, Summarize PDF, and Translate PDF) that allow you to process and polish your documents more efficiently.
Final Thoughts
Now that you know how to add a text box to a PDF, you can improve your document’s content without changing what’s already there, create reusable templates to streamline your workflow, and collect repeatable data like phone numbers or birth dates.
Textboxes give you flexibility while keeping your layout intact, so you can always ensure your PDF stays polished and professional. Our online editor also offers AI-powered features to help you review, refine, and reuse your content efficiently, so don’t forget to take advantage of them after you have added textboxes to your PDF.
How to Add a Text Box to a PDF FAQs
#1. Can I add multiple text boxes to a PDF?
Yes, you can add multiple text boxes to a PDF using PDF.net; our online editor allows you to insert as many as you like. If you want to limit the number of text boxes but still want to write on a PDF, we also have Draw and Annotate tools.
#2. Will the text box be editable after I download the PDF?
The text box won’t be editable after you download the PDF if you save the document as a flattened or restricted/password-protected file; another way to enter text into designated spaces is to use fillable fields.
#3. Can I change the font and color of a text box?
Yes, you can change the font and color of the text inside a box with our online editor, as we have 10 fonts and 13 colors for you to choose from. However, you can’t change the box’s color.
#4. Does adding a text box change the original PDF layout?
Adding a text box will change the original PDF layout if you adjust the margins or move existing objects around to fit the text box. It can also make the page appear crowded or misaligned if the text inside it overflows into other elements.