How to Edit PDF in SharePoint

PDFs are a cornerstone of modern document sharing, prized for their consistent formatting across platforms and devices. Yet, editing these files within a collaborative platform like SharePoint often poses challenges. While SharePoint shines in organizing documents, fostering team collaboration, and automating workflows, its built-in tools for PDF editing are basic at best.

This article guides you through editing PDFs in SharePoint using its native features and introduces pdfFiller’s robust capabilities for advanced editing and e-signatures. Additionally, we’ll cover how to seamlessly transfer PDFs between pdfFiller and SharePoint to optimize your processes. Whether you need to add simple annotations or tackle intricate edits, you’ll gain clear, actionable steps to manage PDFs effectively in SharePoint. Let’s get started.

Why Edit PDFs in SharePoint?

SharePoint is a robust platform for storing and managing documents, including PDF files, in a centralized location. With features like version control, team collaboration, and integration with Microsoft 365 tools (e.g., Microsoft Word, OneDrive sync), SharePoint is ideal for businesses. However, while SharePoint allows you to store and view PDFs, editing them directly can be tricky. PDFs often require edits such as adding text, annotations, or electronic signatures—tasks that SharePoint’s native tools can’t fully handle. This is where third-party solutions like pdfFiller come in, offering advanced editing capabilities while keeping your files synced with your SharePoint document library.

Editing PDFs Directly in SharePoint Online

SharePoint Online includes a built-in PDF viewer that allows users to open and make basic edits to PDF files directly in the browser. This feature is accessible from any SharePoint document library and is perfect for quick, simple tasks like adding comments or highlights.

Steps to Edit a PDF in SharePoint

1. Navigate to the Document Library: Open your SharePoint site and go to the SharePoint document library where the PDF is stored.

2. Open the PDF: Click the PDF file to open it in the browser (typically in Microsoft Edge or your default browser).

3. Use the Viewer Tools: Once opened, you can:

• Zoom in or out to view multiple pages.
  
• Search for text within the document.
  
• Add basic annotations like highlights or comments.
  

4. Save Your Changes: Any annotations are saved as a new version in the document library, thanks to SharePoint’s version control.

What You Can Do with SharePoint’s Native Tools

• Highlight Text: Mark important sections for review.
  
• Add Comments: Insert feedback using text boxes or sticky notes.
  
• Draw Shapes: Use lines or shapes for simple markups.
  

Limitations of SharePoint’s Native PDF Editing

While convenient, SharePoint’s built-in editor has constraints. It’s designed for basic annotations rather than comprehensive editing. Here’s what it can’t do:

• Edit existing text or images within PDF documents.
  
• Reorder or delete pages in a single PDF or multiple PDF files.
  
• Create fillable forms or add electronic signatures.
  
• Convert PDFs to formats like DOCX for use in Microsoft Word.
  

For more advanced needs, you’ll need a tool like pdfFiller, which we’ll explore next.

Enhancing PDF Editing with pdfFiller in SharePoint

pdfFiller is a powerful PDF editing and e-signature platform that integrates seamlessly with SharePoint Online. It allows you to edit PDF files, create fillable forms, and add legally-binding electronic signatures directly from a SharePoint document library. This integration enhances SharePoint’s capabilities without requiring complex setup, making it ideal for businesses managing multiple PDFs.

Setting Up pdfFiller with SharePoint

1. Sign Up for pdfFiller: Create an account at pdfFiller. You can start with a free trial.
   
2. Install the Integration: Add pdfFiller for SharePoint from Microsoft AppSource or via pdfFiller’s website instructions.
   
3. Link Your Account: Authenticate your pdfFiller account within SharePoint to enable access from your SharePoint site.
   
4. Access pdfFiller: Once installed, you’ll see an option like “Open with pdfFiller” when you right-click a PDF in the document library.
   

How to Edit PDFs Using pdfFiller

Here’s how to edit PDFs directly from SharePoint using pdfFiller:

1. Open the File: In your SharePoint document library, right-click the PDF and select “Open with pdfFiller.”

2. Edit the PDF: The file opens in pdfFiller’s browser-based editor. You can:

• Edit Text: Modify existing text or add new text boxes.
  
• Insert Images: Upload images to enhance the document.
  
• Create Forms: Add fillable fields like checkboxes or signature boxes.
  
• Sign Documents: Apply electronic signatures using pdfFiller’s signature tool.
  

3. Save and Sync: Click “Save” or “Done.” The edited PDF updates automatically in the SharePoint document library as a new version.

Advanced pdfFiller Features

• Form Creation: Turn static PDFs into interactive forms for data collection.
  
• E-Signatures: Request signatures from team members or clients within SharePoint.
  
• Batch Processing: Edit multiple PDF files at once, saving time on repetitive tasks.
  
• Cloud Storage: Store files in pdfFiller’s cloud alongside SharePoint for added file storage flexibility.
  

pdfFiller’s desktop app or browser extension also works with SharePoint, offering a smooth experience whether you’re using Microsoft Edge or another browser. Unlike SharePoint on premises, which may require more setup, SharePoint Online pairs effortlessly with pdfFiller.

Importing and Exporting PDFs Between pdfFiller and SharePoint

pdfFiller’s integration simplifies moving PDF documents between platforms, offering flexibility for various workflows. Whether you’re importing a file for editing or exporting it back to SharePoint, the process is straightforward.

Importing PDFs from SharePoint to pdfFiller

1. Locate the PDF: In your SharePoint online document library, find the PDF you want to edit.
   
2. Open in pdfFiller: Right-click and choose “Open with pdfFiller” if integrated, or download the file manually.
   
3. Upload Manually (If Needed): Log in to pdfFiller’s website, click “Upload Document,” and select the downloaded PDF from your computer.
   
4. Edit as Desired: Use pdfFiller’s tools to make changes.
   

Exporting Edited PDFs from pdfFiller to SharePoint

• Automatic Sync: If integrated, saving the file in pdfFiller updates it in the SharePoint document library automatically.
  
• Manual Export: Alternatively:
  

1. Save the edited PDF in pdfFiller.
   
2. Download it to your computer or a temporary folder.
   
3. Upload it back to SharePoint using the “Upload” button in the document library or via file explorer.
   

This process ensures your edited PDFs are accessible in SharePoint, leveraging its version control to track changes. For example, a team could store contracts in a SharePoint doc library, edit them in pdfFiller, and save signed versions back for record-keeping.

Comparing Your Options

When deciding how to edit PDFs in SharePoint, you have two primary approaches: using SharePoint’s native tools or leveraging pdfFiller’s advanced capabilities. Each option serves different needs based on the complexity of your editing tasks and workflow requirements. Below, we outline the key differences to help you choose the best solution for your team.

Viewing PDFs: SharePoint’s built-in viewer allows you to open and view PDFs directly in the browser, making it easy to access files in a document library. Similarly, pdfFiller supports viewing PDFs, either through its browser-based editor or desktop app, ensuring compatibility with SharePoint Online.

• Basic Annotations: With SharePoint, you can add simple annotations like highlights, comments, and drawings, ideal for quick markups during team collaboration. pdfFiller also supports these basic annotations but offers more flexibility with tools like sticky notes and customizable text boxes.
  
• Advanced Editing: SharePoint’s native tools do not support editing text, images, or restructuring pages within PDFs. In contrast, pdfFiller allows you to modify existing text, insert images, and reorder pages, making it suitable for complex document edits.
  
• Fillable Forms: Creating interactive forms is not possible with SharePoint’s native editor. pdfFiller excels here, enabling you to add fillable fields such as checkboxes and signature boxes, transforming static PDFs into dynamic documents.
  
• Electronic Signatures: SharePoint lacks the ability to add legally-binding electronic signatures. pdfFiller integrates e-signature functionality, allowing you to sign documents or request signatures from others directly within SharePoint.
  
• Format Conversion: SharePoint cannot convert PDFs to other formats like DOCX for use in Microsoft Word. pdfFiller offers conversion tools, enabling you to export PDFs to various formats for further editing.
  
• Integration with SharePoint: SharePoint’s native tools are inherently integrated, requiring no additional setup. pdfFiller matches this with seamless integration via Microsoft AppSource, ensuring edited files sync back to your SharePoint document library as new versions.
  

For straightforward tasks like viewing or annotating a single PDF, SharePoint’s built-in tools are sufficient and require no additional software. However, for advanced editing, form creation, or e-signature needs, pdfFiller’s robust feature set and user-friendly integration make it a superior choice for enhancing your SharePoint workflows.

Final Thoughts

Editing PDFs in SharePoint can be a seamless experience with the right approach. SharePoint Online provides a solid foundation for viewing and annotating PDF files, making it easy to collaborate on documents stored in a document library. However, for more complex tasks—editing text, creating forms, or adding electronic signatures—pdfFiller takes your capabilities to the next level. Its integration with SharePoint ensures that your team can work efficiently, keeping all files organized and up-to-date.

If you’re ready to simplify your document management and enhance your SharePoint workflows, give pdfFiller a try. Start your free trial today with pdfFiller and discover how it can transform the way you edit PDFs in SharePoint.

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