Top Must-Have Features to Look for in a PDF Editor Tool

For over three decades, PDF has been the go-to file format for sharing documents. This ultimate format allows users to compress even the most detailed documents into a single file, making it accessible from any device. As time has evolved, the operations and functionalities of a PDF document have significantly enhanced.

While earlier, the file format was only used to share files and documents created using a computer. Today, even scanned images, files, handwritten documents, etc., can be converted into digital documents using the PDF format. Not only that, operations like editing, compressing, and signing are now possible with the help of special applications known as PDF editor tools.

Looking at the rapid rate with which PDF format has become the standard for sharing documents, several brands have come forward with a dedicated PDF editing solution that allows users to make the most of their documents in a convenient method. The hottest release in the segment is Systweak PDF Editor, recently reviewed by our team (must check it out).

What is the Need for a Dedicated PDF Editor?

When the era of PDFs began, the task was to convert hard-copy documents into digital format. Only a few percent of documents were being sent and received online due to the limitations of the format. However, the benefits and potential of using a digital document were unlocked as PDF editors were introduced.

If that is true, then why is there a need for multiple PDF editor applications? What distinguishes these several tools from each other?

Well, the simple answer is features. The ability of a tool to cater to a user’s need is what gives birth to various tools with a single motto, making PDF management efficient. Knowing about the features you want in the software and what you want to do with your documents can make your decision easy.

While all the tools may enable you to use common editing tools and methods, some features help a tool stand out. It would be best if you decided what features you want and what you aim to do with the documents.

How to choose the best PDF editor tool?

Understand the features you can get, identify your use case, and go for a tool that gives you the best combination at the best price.

What Features to Look for Before Opting for a PDF Editor?

Here’s a list of must-have features before investing in a full-fledged PDF editor.

Different Viewing Modes

First, you should look for a tool’s ability to open a PDF file in multiple viewing modes. Usually, a PDF opener opens the document page by page, making it a scrolling document. It is OK for a regular user to view the PDF in a single mode.

However, the ability to look at the document from multiple perspectives can be a game changer for professionals and editors.

Think about it! How great would it be to cover your entire screen with the PDF page you are proofreading to ensure no errors? Or how effectively will you be able to identify redundancy and errors in a document when you have all the pages opened simultaneously on a regular Window?

A tool that offers multiple viewing modes is designed for professionals, as usually, not many users pay attention to this must-have feature.

In Document Text Search

Another interesting common, yet important feature of a PDF editor is document text search. You see, most PDF users do not identify the text. They only identify pages. This means if you are looking for a particular section, clause, or keyword in the document, you’ll have no other option than to scroll through the document.

But we are not talking about what most PDF viewers or editors do. This is a must-have feature if you work on lengthy documents and have to go through them regularly just to check a particular section. A PDF editor’s ability to identify text and allow you to search for it can give you an edge over other editing applications, making it the best available tool.

E Sign and Digital Sign PDF

One of the most crucial and necessary features to look for in a PDF editor is the ability to digital and e-sign the documents for validation. Over the past few years, almost every organization globally has migrated to digital documents.

And understandably, printing those documents, just adding your credentials for verification, or filling out forms is not a viable option. That is why, when looking for a PDF editor tool, ensure it allows you to fill empty fields of the form and attest the document using a digital signature authorized by you.

The fact that you can now attest to a document from the comfort of your home makes the PDF editor a perfectly balanced tool, and this feature is a must-have.

Page Bookmarking

If you often read e-books or discuss chapters or sections from a PDF file, page bookmarking is a feature you can not miss. The feature allows you to create a bookmark in the tool.

The next time you open the file again, you can simply navigate to the bookmarked page, and voila! No more wasting time opening and reaching the page you want to continue from.

Insert & Remove PDF pages.

Want to remove extra pages in the PDF left by your junior who curated it? Or did your junior leave out information while curating the PDF, and now you need to add the missing information using some extra pages?

In both cases, you need PDF editing software to insert and remove PDF pages on the go. Editing a file becomes super easy when you have a tool that allows you to remove unnecessary pages in just a few seconds. The same goes for adding pages as well.

Ability to Scan & Recognize Characters Optically (OCR)

Now this is one of the advanced features that will surely fascinate you as a user. Thanks to smartphones and tablets, you can now click pictures via mobile cameras and convert the images into PDF documents. The document is often created from handwritten text after being scanned with a digital camera. Your PDF editor must be able to perform all the features mentioned on the OCR documents as well.

If the tool you invested in cannot handle OCR scanning and recognizing, then maybe your tool isn’t futuristic enough. Maybe right now, this feature is not appealing to you. But we must tell you that people are now moving towards optical characterization.

This means it might not bother you now, but soon it will. And when it does, you may not be ready with the appropriate tools to handle it. Think about it and invest in a tool that offers all OCR handling capabilities.

Batch Convert PDFs to Different Formats

While you might receive a document in a PDF file, it is not necessary that you have to use it in the same. And similarly, if you have created a document with a different application, it is not necessary that you can not convert it to a PDF file before sharing it with others.

The above statement is possible because today, there are tools that allow you to batch-convert PDFs to different formats. Gone are the days when using a PDF file was limited to some PDF opener. Using a PDF editor tool, you can convert PDFs to Word, Excel, text, images, and vice versa.

Not only is conversion possible with an editor, but you can also convert complete batches of documents into your desired format in seconds. Isn’t the tool interesting enough to get you excited about investing in it already?

Annotate PDF

If you work directly with PDF files, this feature may be necessary. The ability to annotate a PDF document is a must-have for anyone sitting in power, going through a document, and guiding the editor-in-chief to get the changes done.

The tool can be amazing if you are a government official or public speaker and often censor your speeches. It is also a helpful feature for teachers who have started taking assignments in digital PDF formats. Open the PDF editor and start annotating the file as you see fit.

Merge/Split PDFs

What if you downloaded a PDF file that has your certificate of participation in any contest, but along with your certificate, there are 20 other pages in the file with certificates of other users?

Now you may remember the page number on which your certificate is available. Alternatively, you can split that page from the original document, making it a completely new document with only your certificate to choose from.

But wait, the story isn’t over yet. What if you have other certificates available, but the document you can upload on a platform should be a single document? In that case, you can merge all your certificates in different PDF files using the merge PDF feature in the editor.

Now that’s practical and advanced!

Add Security to Documents

Security in PDF files refers to keeping them safe using password protection. It is a must-have for a PDF editor tool to enhance the document’s security by allowing you to lock the document. This way, even the highest of classified data can be shared using the same PDF format, and that too without worrying about the document getting intercepted.

Your PDF editor tool must allow you to create a way for authentication of the user who is opening the document.

These 10 features, when combined, can give you a complete package to handle your PDFs to their fullest potential. Other than these, you may look for PDF compression, stamping, adding notes, and watermarking if you want them.

Your Hunt for the Perfect PDF Editor Ends Here!

If you have read through all the features, it is sure that you are looking for a complete PDF editor that does it all. The tool capabilities list can narrow your search and significantly reduce the confusion that comes with choices.

However, if you are looking for recommendations, we highly recommend using Systweak PDF Editor.

The tool has all the features we have listed above and offers some additional capabilities. The best part is that a free trial is also available.

Download the tool today and find out if that is the ultimate PDF editor you were looking for. Hope the list of features helps you make a better decision while choosing the perfect software for your needs.

That’s all for this post. Let us know in the comments if we missed out on anything. Thanks for reading. Good Luck!

Dishank Sharma

A creative tech-writer who loves to explore latest tech-trends & convey them to his readers in the simplest way possible. He loves to blend the crispness of technology with a pinch of creativity while curating best practices for the readers. In his free time, he likes to scribble poetry, listen to rap & travel.