How to Edit and Annotate PDFs on a Mac (Free and Built-In Tools)

PDFs are great for sharing documents, but editing them on a Mac can feel confusing at first. You might want to highlight text, fill out a form, add your signature, or rearrange pages, only to find yourself searching for third-party apps.

What many users do not realize is that macOS already includes built-in tools for working with PDFs. Using Preview, Quick Look, and Pages, you can annotate files, complete forms, sign documents, organize pages, and even edit editable PDFs. This guide explains how to edit and annotate PDFs on a Mac using built-in macOS tools.

What macOS Offers for PDF Editing

macOS focuses on simple, practical PDF tools. You can highlight text, add notes, draw shapes, rearrange pages, and sign documents right out of the box. These features cover most everyday needs, such as reviewing files, leaving comments, and preparing documents to share.

For deeper edits, like changing existing text, macOS also offers a lesser-known option in Pages, provided the PDF is editable.

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How to Edit and Annotate PDFs in Preview on Mac

Preview is the main PDF workspace on Mac. It is designed for visual edits like highlights, comments, shapes, and page management. This makes it ideal for reviewing documents or adding feedback without altering the original content structure.

1. Go to Finder and open the PDF file you want to edit or annotate.
2. Click the Markup icon (pen tip) to reveal annotation tools.
   
3. From the toolbar that appears, you can:
   • Highlight or underline text
   • Add text boxes
   • Insert arrows, circles, and rectangles
   • Leave comments
   • Draw freehand using your trackpad or mouse
     
4. Once done, press Command + S to save your changes.

Rearranging, Rotating, and Deleting Pages

Preview also lets you manage multi-page PDFs. When you open a multi-page PDF, page thumbnails appear in the left sidebar, making it easy to organize your document visually.

1. Drag and drop the PDF pages in the sidebar to reorder them.
2. To delete a page, select and press the Delete key.
3. You can also rotate pages left or right by clicking Tools → Rotate Left or Rotate Right.
   

How to Fill PDF Forms and Add a Signature on Mac

Preview allows you to fill out forms and sign documents in one smooth flow. Next to the Markup icon, you will see the Form Filling button. It highlights all interactive fields so you can enter details cleanly before adding your signature.

1. Open the PDF in Preview.
2. Click the Form Filling icon to highlight fillable fields.
   
3. Now, select each highlighted field to enter your details, such as your name, date, or address.
4. To add your signature to the PDF:
   • Click the Signature button, and select one of the available signatures.
   • If no signature exists, click the Create Signature button.
     
   • Next, create your signature by either using the Mac’s trackpad, camera, or iPhone.
   • Click Done.
     
   • Now add the signature to the PDF, then drag, place, and resize it as needed.
     

Annotate PDFs Quickly with Quick Look

Quick Look is built for speed. It lets you make small edits directly in Finder without fully opening Preview. This is useful when you need to highlight something or add a quick note before sending a file.

1. Select the PDF in Finder and press the Spacebar to open it in Quick Look.
2. Click the Markup icon.
   
3. Add highlights, text, or drawings.
4. Click Done to save.
   

Edit Actual PDF Text Using Pages (If the File Is Editable)

If a PDF is fully editable and not scanned or flattened, you can open it in Pages to modify the actual content.

Pages converts the PDF into a document format, allowing you to change text, replace images, and adjust formatting. This works best with simple PDFs such as resumes or basic documents.

Note

Scanned or image-based PDFs will not open properly in Pages unless they are converted to editable text first.

What You Can and Cannot Edit on Mac

macOS native tools focus on annotation and layout adjustments rather than deep content editing.

Feature	Supported on Mac (Preview / Quick Look)
Highlight or underline text	Yes
Add comments and notes	Yes
Insert text boxes	Yes
Draw shapes and arrows	Yes
Add digital signatures	Yes
Fill interactive PDF forms	Yes
Rearrange PDF pages	Yes
Rotate or delete pages	Yes
Edit existing paragraph text	No
Convert scanned PDFs into editable text	No
Modify complex layouts	No

Tips to Improve Your PDF Editing Workflow

A few simple habits can make PDF editing smoother:

• Zoom in before placing text boxes for better alignment.
• Use different highlight colors to organize feedback.
• Turn on thumbnails when working with long documents.
• Duplicate important PDFs before making heavy edits.
• Use trackpad drawing for quick arrows or circles.

When You Need a Third-Party PDF Editor

While Preview and Pages handle most everyday tasks, advanced workflows may require dedicated tools. Consider third-party apps if you need:

• Direct paragraph editing in complex PDFs
• OCR for scanned documents
• Advanced form creation or editing
• File compression or format conversion

These tools are better suited for legal, publishing, or document-heavy work.

Common PDF Editing Problems on Mac

Problem	Why It Happens	What You Can Do
Can’t edit existing text	The PDF is flattened or locked	Try opening it in Pages if editable. Otherwise, use a third-party editor
Form fields aren’t clickable	The PDF is not interactive	Use text boxes from Markup
Form Filling button does not appear	No fillable fields exist	Switch to Markup and add text boxes
Pages will not rearrange	Sidebar thumbnails are hidden	Expand the sidebar or reopen the PDF
Signature looks blurry	Low resolution or zoom level	Zoom in before placing the signature
PDF will not open properly in Pages	Layout is complex or file is scanned	Use Preview or OCR tools
Highlights will not save	File permissions are restricted	Duplicate the PDF and edit the copy
PDF does not allow any changes	File is password protected	Remove protection if permitted

Editing PDFs on Mac Made Easy

That’s it. Working with PDFs on a Mac does not have to be complicated. With Preview and Quick Look, you can handle everyday tasks like highlighting text, filling forms, adding signatures, and organizing pages without installing extra software. For editable PDFs, Pages gives you a way to modify actual content when Preview is not enough.

Still stuck with a PDF on Mac? Leave a comment, and we will help you out.