To add text on a PDF document, the quickest and most straightforward way is to utilize a dedicated PDF editor.

You can use online tools, desktop software, or even some built-in operating system features.

For a flexible and powerful solution, many professionals turn to robust PDF editors that offer advanced functionalities.

If you’re looking for a comprehensive suite that includes powerful PDF creation and editing tools, consider exploring options like 👉 Corel WordPerfect PDF Fusion & PDF Creator 15% OFF Coupon Limited Time FREE TRIAL Included. These tools allow you to easily write text on PDF documents, whether you need to fill forms, annotate reports, or create new content directly within the file.

You can simply open your PDF, select the “Add Text” or “Typewriter” tool, click where you want to add text, and start typing.

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Many of these tools also let you customize fonts, colors, and sizes, giving you full control over how to put text on a PDF document.

Whether you’re working on a Windows PC, a Mac, or even needing to add text in PDF document online, there’s a solution available.

For instance, you might use free online services for quick edits, or opt for a full desktop application for recurring or complex tasks.

Even adding text to PDF documents in Microsoft Edge is possible for basic annotations.

The key is finding the method that best suits your needs, allowing you to seamlessly add text on a PDF file, ensuring your documents are complete and professional.

Table of Contents

Mastering PDF Text Insertion: Your Go-To Guide for Seamless Edits

Why Do We Need to Add Text to PDFs?

The necessity to add text on a PDF document stems from its widespread use as a universal document format.

Form Filling: Many official documents, applications, and surveys are distributed as PDFs. Rather than printing, filling by hand, and scanning, directly typing into the fields is far more efficient. In fact, a study by Adobe revealed that 85% of users prefer digital form filling over manual methods when given the option.
Annotation and Review: Collaborating on documents often involves adding comments, corrections, or suggestions. Being able to add text to a PDF file directly simplifies the review process, allowing for clear and concise feedback without altering the original content structure.
Signatures and Initials: Digital signatures are becoming standard. Adding your name or initials as text to a PDF document often precedes digital signing.
Creating New Content: Sometimes, you might need to insert new paragraphs, disclaimers, or notices into an existing PDF, making the “add text” function indispensable.
Accessibility: For those with disabilities, or simply for better readability, adding text can make a static PDF more interactive or explain complex diagrams.

Understanding PDF Layers and Text Fields

Before you dive into how to put text on a PDF document, it’s helpful to grasp the concept of PDF layers and how text interacts with them. A PDF can be thought of as having multiple layers. The base layer is the original content – images, static text, and graphics. When you add text, especially using an “Add Text” or “Typewriter” tool, you’re essentially placing new content on top of this base layer.

Existing Form Fields: These are pre-defined, interactive areas where you can directly type. They are designed by the PDF creator to be fillable.
Adding Overlay Text: When you use a generic “Add Text” tool, you’re usually adding a new text box that floats above the original content. This is great for annotations or adding content where no form field exists. It doesn’t alter the original PDF content in the same way an OCR Optical Character Recognition editor might.

According to PDF Association data, the number of PDF files containing interactive form fields has increased by 15% year-over-year for the past three years, highlighting the growing need for efficient text insertion methods.

Essential Tools for Adding Text to PDF Documents

When you need to add text on a PDF document, you’re not short on options.

The best tool often depends on your frequency of use, the complexity of your needs, and your budget. Coreldraw for windows 8.1

Desktop PDF Editors: The Powerhouses

For those who regularly work with PDFs and require robust editing capabilities, desktop PDF editors are the gold standard.

They offer comprehensive features, offline access, and often superior performance for large files.

Adobe Acrobat Pro DC:
- Features: The industry standard. Allows you to add, edit, and format text, fill forms, add comments, organize pages, convert formats, and apply digital signatures. Its “Edit PDF” tool is intuitive for directly modifying existing text or adding new blocks.
- Pros: Comprehensive feature set, highly reliable, integrates well with other Adobe products.
- Cons: Subscription-based, can be expensive for casual users. A 2023 market analysis showed Adobe Acrobat still holds over 60% of the professional PDF editor market share.
Corel WordPerfect PDF Fusion & PDF Creator:
- Features: A strong contender offering PDF creation, editing, and conversion. You can easily add text boxes, highlight, redact, and combine documents. It’s particularly praised for its user-friendly interface and integration with the WordPerfect suite. This is a great choice for those looking for a powerful yet accessible alternative.
- Pros: Cost-effective compared to some competitors, robust feature set, good for document assembly.
- Cons: Might have a learning curve for those unfamiliar with the WordPerfect ecosystem.
Foxit PhantomPDF now Foxit PDF Editor:
- Features: Known for its speed and lighter footprint compared to Acrobat. Offers extensive editing, commenting, form filling, and security features. You can easily write text on PDF document and adjust its properties.
- Pros: Fast, feature-rich, often more affordable than Adobe.
- Cons: Some advanced features might require a deeper dive into the menus.
PDF-XChange Editor:
- Features: Renowned for its comprehensive free version which offers many editing tools, including adding text. The paid version unlocks even more advanced functionalities like OCR and advanced redaction.
- Pros: Excellent free version, powerful editing tools, relatively lightweight.
- Cons: Interface can seem a bit dated to some users.

Online PDF Editors: The Quick Fixes

For occasional use or when you’re on a device without desktop software, online PDF editors are incredibly convenient.

They allow you to add text on PDF file online without any software installation.

Smallpdf, iLovePDF, Sejda:
- Features: These platforms offer a “Edit PDF” or “Add Text” tool. You upload your PDF, click to add text boxes, type, and then download the modified file. They often provide other tools like merging, splitting, and converting.
- Pros: Free for basic use, no software installation, accessible from any device with internet access.
- Cons: File size limitations, potential privacy concerns as you upload your document to a third-party server, fewer advanced features than desktop editors. For sensitive documents, desktop solutions are generally preferred. A 2021 report indicated that 25% of users avoid online PDF tools for highly confidential information due to security concerns.
PDFescape:
- Features: A more robust free online editor that allows you to add text, shapes, links, and even fill out PDF forms.
- Pros: More features than basic online tools, free.
- Cons: Interface can be a bit clunky, limited free usage.

Built-in System Tools and Browsers

You might be surprised by how much you can do with tools already on your computer. Free easy to use editing software

Microsoft Edge:
- Features: Yes, you can add text to PDF documents in Microsoft Edge, but it’s primarily for annotations rather than comprehensive text editing. Edge allows you to highlight, draw, and add sticky notes, which can contain text. You can’t directly type new text blocks onto the PDF surface like a dedicated editor, but for quick notes, it’s effective.
- Pros: No extra software needed, quick for basic annotations.
- Cons: Limited functionality for adding new text, not for structural editing.
Preview macOS:
- Features: For Mac users, Preview is a remarkably powerful built-in tool. You can open a PDF, click the “Markup Toolbar” icon a pen tip in a circle, and then select the “Text” tool a ‘T’ in a box. Click anywhere to add a text box and type. You can also adjust font, size, and color.
- Pros: Free, powerful for a built-in app, intuitive for Mac users.
- Cons: Less advanced than professional desktop editors, not available on Windows. Adding text to a PDF document on Mac using Preview is often cited as one of the easiest methods.
Google Docs/Drive:
- Features: While not a direct PDF editor, you can upload a PDF to Google Drive, open it with Google Docs, and Google will attempt to convert it into an editable document. You can then add and edit text.
- Pros: Free, cloud-based, collaborative.
- Cons: Conversion is not always perfect, especially with complex layouts, and it fundamentally changes the document format from PDF to Google Docs.

Step-by-Step Guide: How to Put Text on a PDF Document

Let’s break down the process of how to put text on a PDF document using common methods.

The general workflow is quite similar across most dedicated PDF editors.

Using a Desktop PDF Editor e.g., Adobe Acrobat, Corel WordPerfect PDF Fusion

This method offers the most control and professional results.

Open Your PDF: Launch your chosen PDF editor and open the PDF file you wish to modify. You can usually do this via File > Open or by dragging and dropping the file into the application window.
Locate the Text Tool:
- In Adobe Acrobat, look for the “Edit PDF” tool in the right-hand pane. Once selected, new tools appear at the top. Click on the “Add Text” tool often represented by a ‘T’ in a box or a simple ‘T’.
- In Corel WordPerfect PDF Fusion, navigate to the “Edit” tab or toolbar. You should find a clear “Text Box” or “Add Text” icon.
- For other editors, search for similar icons or menu options like “Edit Content,” “Typewriter,” or “Insert Text.”
Click and Type: Click on the area of the PDF where you want to add text. A blinking cursor or a text box outline will appear. Start typing your desired text.
Format Your Text: Most editors allow you to format the text you’ve added.
- Font: Change the typeface e.g., Arial, Times New Roman.
- Size: Adjust the font size to match existing text or for emphasis.
- Color: Select a text color.
- Alignment: Left, center, right, or justified alignment.
- Bold/Italic/Underline: Apply basic text styles.
- You’ll usually find these formatting options in a floating toolbar, a property pane, or by right-clicking the text box.
Move and Resize: Click and drag the text box to reposition it on the page. You can often resize the box by dragging its corners. This is crucial for making the added text fit seamlessly.
Save Your Changes: Once you’re satisfied, save the PDF. It’s often recommended to File > Save As to create a new version, preserving the original file, especially for important documents.

Adding Text on PDF File Online e.g., Smallpdf, iLovePDF

This method is ideal for quick, single-use scenarios.

Go to the Website: Open your web browser and navigate to your preferred online PDF editor e.g., smallpdf.com/edit-pdf.
Upload Your PDF: Click the “Choose File” or “Upload PDF” button. Select the PDF document from your computer. Some services also allow drag-and-drop or import from cloud storage like Google Drive or Dropbox.
Select the Text Tool: Once the PDF loads in the online editor, look for a “Text” or “Add Text” tool in the toolbar. It’s typically represented by a ‘T’ or a text box icon.
Click and Type: Click on the page where you want to add text. A text box will appear. Type your content.
Format if available: Most online tools offer basic formatting options like font size, color, and sometimes font style.
Download Your Edited PDF: After adding all your text, click the “Download” or “Apply Changes” button. The edited PDF will be downloaded to your computer.

Pro Tip: Be mindful of privacy when using online tools, especially for sensitive documents. Ensure the service has a clear privacy policy regarding data handling and deletion. Make oil painting from photo

Advanced Techniques and Considerations

While the basic process of how to add text on a PDF document is straightforward, there are several advanced techniques and considerations that can enhance your workflow and ensure professional results.

Editing Existing Text vs. Adding New Text

It’s crucial to distinguish between editing existing text within a PDF and adding new text.

Editing Existing Text: This involves modifying text that was originally part of the PDF. Many professional PDF editors, like Adobe Acrobat Pro DC, have an “Edit PDF” mode that uses optical character recognition OCR or directly manipulates embedded fonts. This allows you to correct typos, change wording, or reformat paragraphs seamlessly. This is a complex process often requiring sophisticated algorithms to interpret the PDF’s structure.
Adding New Text Overlay: This is what the “Add Text” or “Typewriter” tool does. It places new text boxes on top of the existing content. This is ideal for annotations, filling non-interactive forms, or inserting new information without fundamentally altering the original document’s structure. A 2022 survey found that 45% of users prefer adding overlay text for quick annotations, while 30% use full editing for document revisions.

Text Box Properties and Advanced Formatting

Beyond basic font and size, professional PDF editors offer extensive text box properties.

Opacity: Make your text box transparent or semi-transparent.
Fill Color: Add a background color to your text box to make it stand out.
Border Color/Thickness: Customize the border around your text box.
Rotation: Rotate text boxes for unique layouts or vertical text.
Hyperlinks: Embed hyperlinks within the text you add, directing readers to websites or other pages within the PDF.
Line Spacing and Paragraph Indents: Fine-tune the appearance of longer text blocks.

These options allow for a high degree of customization when you write text on PDF document.

Using Form Fields for Structured Data Entry

If you frequently need to add structured data to PDFs, understanding form fields is invaluable. Photo of you

Creating Interactive Forms: Professional PDF editors allow you to create interactive form fields text fields, checkboxes, radio buttons, dropdowns. These fields are designed to be filled digitally, making the process of adding text much smoother for the end-user.
Automated Filling: Some PDF editors can even detect potential form fields in a static PDF and convert them into interactive ones, simplifying the process of how to put text on a PDF document.

Security and Redaction

When adding sensitive text or preparing documents for public distribution, security features are paramount.

Password Protection: Encrypt your PDF to prevent unauthorized access or modification. This is crucial if you’ve added confidential information.
Redaction: If you need to permanently remove sensitive text or any content from a PDF, use a redaction tool. Simply blacking out text with a text box is not secure, as the underlying text can often still be recovered. Professional editors offer true redaction, which permanently removes the selected content. Over 20% of legal and government documents undergo redaction before public release, highlighting its importance.

Accessibility Features

Ensuring your PDF is accessible means it can be read and navigated by everyone, including those using screen readers.

Tagging: When you add text to a PDF document, especially new content, ensure the PDF is properly “tagged.” Tags provide a logical structure for screen readers, explaining the reading order and distinguishing between text, images, and other elements.
Text Alternatives: For any new images you might add alongside your text, provide alternative text descriptions for screen readers.

Platform-Specific Nuances: Adding Text Across Different Environments

While the core principle of adding text remains the same, there are platform-specific nuances to consider when you need to add text on a PDF document.

Adding Text to PDF Documents in Microsoft Edge

Microsoft Edge, being a Chromium-based browser, has integrated PDF viewing capabilities.

However, its editing features are limited to annotations. Coreldraw x7 for windows 7 64 bit

How it Works:
1. Open a PDF in Microsoft Edge it’s the default PDF viewer on Windows 10/11 unless you change it.
2. Look for the toolbar at the top.

You’ll see icons for “Draw,” “Highlight,” and sometimes a “Text Box” or “Add Note” option.
3. If you want to add a note containing text, select the “Add Note” or “Comment” icon often a sticky note. Click on the PDF, and a small sticky note will appear. You can type your text into this note.
4. You cannot directly type new text directly onto the PDF surface to blend in with existing content using Edge. Its functionality is primarily for review and annotation, not comprehensive text insertion.

Limitations: No direct text editing, no font or size control for added text, limited formatting. It’s great for quick feedback but insufficient for significant document modifications.

Adding Text to a PDF Document on Mac Using Preview

Apple’s Preview application is a hidden gem for PDF management on macOS, offering surprisingly robust features for a built-in tool.

Steps:
1. Open PDF: Double-click any PDF file, and it will likely open in Preview by default.
2. Show Markup Toolbar: If the markup toolbar isn’t visible, click the “Show Markup Toolbar” icon. It looks like a pen tip inside a circle. You can also go to View > Show Markup Toolbar.
3. Select Text Tool: In the markup toolbar, click the “Text” tool icon. It looks like a capital ‘T’ inside a square box.
4. Click and Type: Click anywhere on the PDF page where you want to add text. A text box will appear with the word “Text.” Type your desired content.
5. Format Text: Use the “Text Style” button looks like an ‘A’ with lines next to it on the markup toolbar to change font, size, color, alignment, and other formatting options.
6. Move/Resize: Click and drag the text box to reposition it. Use the blue handles to resize the box.
7. Save: When finished, simply close the document. Preview automatically saves your changes, or you can go to File > Save or File > Export to save a new copy.
Advantages: Free, easy to use, and often sufficient for personal and basic business needs without needing third-party software.

Adding Text in PDF Document Online Using Web-Based Editors

Web-based editors are universal, working on any operating system with a browser.

General Process: Free design apps for mac
1. Navigate to a reputable online PDF editor e.g., smallpdf.com, ilovepdf.com, sejda.com.
2. Upload your PDF.
3. Find the “Add Text” or “Edit” tool.
4. Click on the PDF where you want to add text, type, and format usually limited options.
5. Download the modified PDF. Best video editing programs
Key Considerations:
- Internet Connection: You need a stable internet connection.
- Privacy: Always review the privacy policy. For highly confidential documents, offline desktop editors are safer. Data typically resides on their servers for a short period before being deleted.
- File Size Limits: Free online tools often have file size or daily usage limits.
- Browser Compatibility: Ensure your browser is up-to-date for optimal performance.

Beyond Basic Text: Tips for Professional PDF Interactions

Successfully adding text is just one piece of the puzzle.

To truly master PDF interactions, consider these additional tips.

Consolidating Edits and Annotations

If multiple people are adding text or annotations to a PDF, consider using annotation summary features available in most professional PDF editors.

Summarize Comments: Tools like Adobe Acrobat allow you to summarize all comments including text box annotations into a separate PDF or a printable report. This makes reviewing feedback much more efficient.
Flattening PDFs: After adding text, especially if it’s sensitive or intended to be permanent, you might “flatten” the PDF. This merges all layers original content, added text, annotations into a single image layer, making the added text non-editable and part of the document itself. This is often done for archival or distribution purposes to prevent accidental modifications.

Utilizing OCR for Scanned Documents

If your PDF is a scanned image not text-selectable, you won’t be able to directly add text using an “Add Text” tool in a way that integrates with the existing content. Cr2 converter online

Optical Character Recognition OCR: Professional PDF editors like Adobe Acrobat, Foxit, PDF-XChange Editor offer OCR functionality. OCR analyzes the image of text and converts it into selectable, editable text. Once OCR is run, you can then use the “Edit PDF” tool to modify the recognized text or add new text that blends in seamlessly. OCR is essential for documents that originate from physical scans or faxes.
Accuracy: OCR accuracy can vary based on the quality of the scan, font clarity, and language. Modern OCR engines are quite good, often achieving 95%+ accuracy on clear documents.

Batch Processing for Multiple Documents

For businesses or individuals dealing with large volumes of PDFs, batch processing can be a must.

Automated Text Insertion: Some advanced PDF scripting or automation tools often found in enterprise-level PDF solutions can be configured to automatically insert specific text into designated areas across multiple PDFs. This is particularly useful for adding watermarks, footers, or standard disclaimers.
Form Field Recognition: Batch processing can also include automatically detecting and converting static lines into fillable form fields across a directory of documents, significantly speeding up the process of making many PDFs editable.

Ethical Considerations in PDF Editing

While the ability to modify PDFs is powerful, it comes with ethical responsibilities.

Document Integrity: Always maintain the integrity of official documents. If you’re editing a legal or financial document, ensure you have the authority to do so and that your changes are transparently recorded or versioned.
Fraud Prevention: Never use PDF editing tools for fraudulent purposes, such as altering invoices, contracts, or certificates without proper authorization. Such actions carry severe legal consequences.
Digital Signatures: When a document requires a digital signature, ensure you understand the legal implications. Adding text after a document has been digitally signed usually invalidates the signature, as it indicates the document has been tampered with.

By understanding these advanced techniques and considerations, you can move beyond simply adding text and engage with your PDF documents in a more professional, efficient, and ethical manner.

Frequently Asked Questions

How do I add text to a PDF document?

To add text to a PDF document, open it in a PDF editor like Adobe Acrobat, Foxit, or Preview on Mac. Look for a “Text Box” or “Add Text” tool often represented by a ‘T’. Click on the PDF where you want to add the text, then type your content.

You can usually format the font, size, and color of the added text. Home video software

Can I write text on a PDF document for free?

Yes, you can write text on a PDF document for free using various methods.

Online PDF editors like Smallpdf, iLovePDF, and Sejda offer free basic text addition.

On macOS, the built-in Preview app allows you to add text for free.

Some desktop PDF editors like PDF-XChange Editor also have a free version with text addition capabilities.

What’s the easiest way to put text on a PDF document?

The easiest way to put text on a PDF document largely depends on your operating system. Website graphics

For Mac users, Apple’s built-in Preview app is incredibly easy.

For Windows users, a free online tool like Smallpdf or a desktop application like PDF-XChange Editor free version offers a straightforward “Add Text” tool.

How do I add text on a PDF file online?

To add text on a PDF file online, go to a reputable online PDF editor website e.g., smallpdf.com/edit-pdf, ilovepdf.com/edit_pdf. Upload your PDF file.

Select the “Text” or “Add Text” tool from their toolbar.

Click on the document where you want to type, enter your text, and then download the modified PDF. Convert pdf multiple files

Is it safe to add text on a PDF file using online tools?

For non-sensitive documents, it’s generally safe to add text using reputable online PDF tools.

However, for highly confidential or sensitive information, it’s best to use offline desktop PDF editors to avoid uploading your document to a third-party server.

Always check the privacy policy of any online service you use.

Can you add text to PDF documents in Microsoft Edge?

Microsoft Edge allows you to add notes or comments containing text to PDF documents, but it does not have a direct “Add Text” tool that lets you type new, free-form text directly onto the PDF page to blend with existing content. Its functionality is primarily for annotations and highlighting.

How do I add text in PDF document online without downloading software?

You can add text in a PDF document online without downloading software by using web-based PDF editors. Stop motion video editor

Simply open your web browser, navigate to a site like Smallpdf, iLovePDF, or Sejda, upload your PDF, use their “Add Text” tool, and download the edited file. No installation is required.

What’s the best way for adding text to a PDF document on Mac?

The best way for adding text to a PDF document on Mac is using the built-in Preview application.

Open the PDF in Preview, click the “Show Markup Toolbar” icon pen tip in a circle, select the “Text” tool a ‘T’ in a box, click where you want to add text, and start typing. You can also format the text easily.

Can I edit existing text in a PDF, or just add new text?

Yes, many professional PDF editors like Adobe Acrobat Pro DC, Foxit PDF Editor, or Corel WordPerfect PDF Fusion allow you to edit existing text within a PDF document, not just add new text.

They use advanced algorithms like OCR for scanned documents to recognize and allow modification of original text content. Modern artist

How do I change the font or size of text I add to a PDF?

After adding text to a PDF using a PDF editor, you can typically change its font, size, color, and other formatting. Select the text box you just added.

A formatting toolbar or a properties pane will usually appear, allowing you to choose different fonts, adjust the font size, pick a new color, and apply bold, italic, or underline styles.

What if my PDF is a scanned image? Can I still add text?

If your PDF is a scanned image, you can still add new text as an overlay using the “Add Text” tool in most PDF editors. However, to edit the existing text within the scanned image, you’ll first need to run Optical Character Recognition OCR on the document using a professional PDF editor. OCR converts the image of text into selectable and editable text.

How can I fill out a PDF form by adding text?

To fill out a PDF form by adding text, open the form in a PDF editor.

If the form has interactive fields, simply click on them and start typing. Cr2 viewer download

If it’s a non-interactive flat form, use the “Add Text” or “Typewriter” tool in your PDF editor to manually place text boxes over the form fields and type your information.

Can I add a signature by adding text to a PDF?

Yes, you can often add your name as text to a PDF document to serve as a basic digital signature.

Many PDF editors also offer dedicated “Fill & Sign” features that allow you to type your name, draw your signature, or insert an image of your signature.

For legally binding signatures, consider certified digital signature solutions.

What’s the difference between adding text and commenting on a PDF?

Adding text typically refers to inserting new, editable text directly onto the PDF page. See pdf

Commenting, on the other hand, involves adding annotations like sticky notes, highlights, or text boxes that are explicitly marked as comments and can often be summarized or reviewed separately from the document’s main content.

Can I add text to a password-protected PDF?

If a PDF is password-protected and the password prevents editing, you will not be able to add text to it until you provide the correct password and unlock its editing permissions.

If the password only restricts opening, you can open it and then add text if editing permissions are allowed.

How do I save a PDF after adding text to it?

After adding text to a PDF, you save it just like any other document.

Go to File > Save to overwrite the original file, or File > Save As to save a new version under a different name or in a different location.

This is often recommended to preserve the original document.

Why does my added text disappear when I send the PDF?

If your added text disappears or becomes uneditable when sent, it might be due to the recipient’s PDF viewer not fully supporting the specific type of annotation or text field you used, or the PDF wasn’t “flattened.” To ensure permanence, use the “Print to PDF” option after editing, or a “Flatten PDF” feature in your editor, which merges all layers into a single image.

Can I rotate text that I add to a PDF?

Yes, most professional PDF editors allow you to rotate text boxes that you add to a PDF.

After selecting the text box, look for a rotation handle often a circular arrow or a rotation option in the properties pane to change the orientation of the text.

How can I remove text I’ve added to a PDF?

To remove text you’ve added, simply select the text box or the added text using your PDF editor’s selection tool, and then press the Delete key on your keyboard.

Most editors will also have a right-click menu option like “Delete” or “Cut.”

What if my “Add Text” tool is grayed out or unavailable?

If your “Add Text” tool is grayed out or unavailable, it could be for several reasons:

The PDF is secured and has editing restrictions.
You are using a free viewer that doesn’t support editing e.g., a basic browser PDF viewer.
The document is a scanned image and hasn’t been run through OCR to become editable.
You might be in a different mode e.g., “Read Mode” instead of “Edit Mode” within your software. Try switching modes if available.

Add text on a pdf document