Work smarter with PDFs —
pro tips that save hours
From lightning-fast merges to advanced OCR, accessibility auditing, and AI-powered document analysis — these expert tips will transform how you work with PDFs. Every tip works with PDFly's free, privacy-first tools — no uploads, no signup.
Combine and divide PDFs like a pro
Master the art of merging multiple documents and splitting large PDFs into perfectly sized pieces.
Merge in the right order
When merging multiple PDFs, drag and drop files in the exact sequence you want them in the final document. PDFly preserves your ordering — no need to rename files with numbers before merging.
Try Merge PDFSplit by page ranges
Need only chapters 3–5 from a 200-page report? Use Split PDF with custom page ranges like "5-12, 18-25" to extract exactly the pages you need without creating multiple files.
Try Split PDFReorder before merging
Use the Reorder Pages tool to visually drag pages into the perfect sequence before exporting. This is faster than merging, splitting, and re-merging when you need a custom page order.
Try Reorder PagesExtract a single page instantly
Need just one page from a 50-page PDF? Don't split the whole file — use Extract Pages to pull out exactly what you need. The extracted page retains all bookmarks, links, and form fields from the original.
Try Split PDFAdd a cover page to any merge
Create a professional title page in a separate PDF, then merge it as the first file. This gives your merged document a polished look — perfect for reports, proposals, and portfolios. Add page numbers after merging for a finished touch.
Try Merge PDFShrink PDF file sizes without losing quality
Send PDFs via email, upload to portals, and save storage space with these compression strategies.
Choose the right compression level
PDFly offers three compression levels. Use "Light" for archival, "Medium" for email attachments (reduces ~60%), and "Extreme" for web uploads (reduces ~80%). Always preview the result before sharing important documents.
Try Compress PDFRemove embedded images first
Images are the biggest factor in PDF file size. If your document has high-res photos that don't need to be crisp, delete or replace them with lower-resolution versions before compressing for dramatically smaller output.
Try Delete PagesFlatten forms before compressing
Interactive PDF forms contain hidden metadata that bloats file size. If you've filled out a form and just need to share the final version, flatten it first — this merges all form fields into static content, then compress for maximum savings.
Try Compress PDFDownsample images to 150 DPI
Print-ready PDFs often embed images at 300+ DPI, which is overkill for screen viewing. Downsampling to 150 DPI cuts image data by 75% while remaining perfectly sharp on monitors and most printers. Use "Extreme" compression which auto-downsamples.
Try Compress PDFStrip embedded fonts and subsets
PDFs can embed entire font families — a single document with 5 fonts can carry 10+ MB of font data alone. PDFly's compression automatically subsets fonts to include only the glyphs actually used, often saving 80–90% of font-related bloat.
Try Compress PDFConvert between formats flawlessly
Transform PDFs to Word, images, text, and back — while preserving formatting, fonts, and layout.
PDF to Word for editable documents
Need to edit a PDF's text? Convert it to Word format first. PDFly preserves fonts, headings, and paragraph structure. For scanned documents, run OCR before conversion to extract text from images.
Try PDF to WordExport pages as images
Need a PDF page as a PNG or JPG? Use PDF to Image converter to export individual pages at 300 DPI for print quality or 72 DPI for web. Perfect for presentations, thumbnails, and social media posts.
Try PDF to JPGExtract text with OCR
Scanned PDFs are just images — the text isn't selectable. Run OCR first to make the text searchable and copyable. PDFly supports 100+ languages and preserves the original layout with near-perfect accuracy.
Try OCR PDFConvert HTML to PDF for archives
Need to save a web page as a PDF? HTML to PDF preserves clickable links, images, and styling. Perfect for archiving receipts, saving articles for offline reading, or capturing a snapshot of a web page before it changes.
Try HTML to PDFTurn ebooks into PDFs
Convert EPUB files to PDF for a consistent reading experience across devices. PDF preserves exact page layouts, making it ideal for textbooks, manuals, and illustrated books where fixed formatting matters more than reflowable text.
Try EPUB to PDFUnlock text from scanned and image-based PDFs
Make scanned documents searchable, editable, and accessible with these OCR power techniques.
OCR before any conversion
Always run OCR on scanned PDFs before converting to Word or extracting text. Without OCR, the converter sees only images — not text. Running OCR first ensures headings, paragraphs, and tables are properly recognized and structured in the output.
Try OCR PDFImprove OCR accuracy with deskew
Scanned pages that are slightly tilted produce poor OCR results. PDFly's OCR engine auto-deskews pages before recognition, but for best results scan at 300 DPI or higher. Avoid shadows and ensure even lighting when scanning for maximum text accuracy.
Try OCR PDFCreate a searchable PDF layer
PDFly's OCR creates a searchable text layer on top of the scanned image — you see the original page but can select, copy, and search the text. This is ideal for legal documents where preserving the original appearance is critical but searchability is also required.
Try OCR PDFOCR multi-language documents
Working with documents that mix languages — like a contract with English and Spanish clauses? PDFly's OCR supports 100+ languages and can auto-detect the language per page. Select multiple languages for documents that switch between them mid-sentence.
Try OCR PDFBatch OCR for entire archives
Have a folder of 100+ scanned invoices? Use Batch Processing to run OCR on all of them at once. Each file gets its own searchable text layer, and you download a ZIP with all processed files — turning hours of manual work into a single click.
Try Batch ProcessEdit, annotate, and sign PDFs
Add text, signatures, watermarks, and annotations to any PDF — all without uploading your files.
Add text without converting
Need to add a date, name, or note to a PDF? Use the Add Text tool to type directly onto any page. Choose font, size, color, and position — no need to convert to Word and back for simple edits.
Try Add TextRotate specific pages only
Received a PDF where one page is sideways? Use Rotate PDF to flip individual pages 90°, 180°, or 270° without affecting the rest of the document. Select exactly which pages need rotation.
Try Rotate PDFWatermark for branding
Add "DRAFT", "CONFIDENTIAL", or your company logo as a watermark across all pages. Adjust opacity, size, and rotation for subtle branding that doesn't obscure content. Perfect for client reviews and internal documents.
Try Watermark PDFAnnotate with highlights and notes
Use PDFly's annotation tools to highlight key passages, add sticky notes, and draw shapes directly on the page. Annotations are non-destructive — they sit on a layer above the content and can be removed or edited at any time without altering the original document.
Try Edit PDFDelete blank pages for a cleaner document
Blank pages from print-to-PDF conversions add unnecessary bulk. Use Delete Pages to remove trailing blanks, separator pages, or accidental scans. The tool renumbers all remaining pages automatically — no manual adjustment needed.
Try Delete PagesFill, sign, and manage PDF forms
Master interactive forms, digital signatures, and form field workflows — all processed locally in your browser.
Fill interactive forms without printing
PDF forms with interactive fields can be filled directly in PDFly — no need to print, fill by hand, and scan back. Click each field, type your response, and save. The form data is embedded in the PDF and readable by any PDF viewer.
Try Edit PDFDraw your signature with a trackpad
Sign documents without printing. Use PDFly's signature tool to draw your signature with a mouse or trackpad, then place it anywhere on the page. Save your signature as a reusable stamp for future documents — no need to re-draw every time.
Try Edit PDFFlatten forms after filling
After filling a form, flatten it to convert all interactive fields into static text. This prevents accidental edits, ensures consistent display across all viewers, and reduces file size. Flattened forms are final — perfect for submission copies.
Try Edit PDFCreate fillable forms from scratch
Need to collect standardized responses? Create a PDF with text fields, checkboxes, and dropdown menus. Add field labels, set required fields, and define tab order for a smooth filling experience. Recipients can fill it in any PDF viewer.
Try Edit PDFProtect sensitive PDF documents
Add passwords, redact confidential info, and secure your PDFs — all processed locally in your browser.
Password-protect before sharing
Always add a password to PDFs containing personal or financial information. PDFly uses AES-256 encryption — the same standard used by banks. Set both owner and user passwords for maximum control over who can open and edit.
Try Protect PDFRedact confidential information
Simply blacking out text with a rectangle isn't secure — the text is still there. Use PDFly's Redaction tool to permanently remove sensitive data like SSNs, addresses, and account numbers. The information is stripped from the file, not just hidden.
Try Redact PDFRemove metadata for privacy
PDFs contain hidden metadata: author names, edit history, GPS coordinates from scans. Before sharing externally, strip this metadata to protect your privacy. PDFly's metadata removal ensures no traces of original authors or edit paths remain.
Try Metadata RemoverSet separate owner and user passwords
Use two passwords: a user password to open the document, and an owner password to control permissions like printing, copying, and editing. This lets you share a read-only PDF while keeping full control — recipients can view but not modify or extract content.
Try Protect PDFSanitize before redacting for thorough cleanup
Redaction removes visible text, but hidden content like comments, hidden layers, and embedded metadata can still leak information. Run PDFly's metadata remover after redaction to sanitize the document completely — removing all hidden data, comments, and previous versions stored inside the file.
Try Redact PDFMake PDFs accessible to everyone
Ensure your documents are readable by screen readers, meet WCAG standards, and work for all users.
Tag your PDF for screen readers
Tagged PDFs include hidden structural markup that screen readers use to navigate headings, paragraphs, lists, and tables. Without tags, assistive technology reads the document as a flat stream of text. Use PDFly to add or verify tags before publishing documents for public use.
Try Edit PDFAdd alt text to images and figures
Every image, chart, and figure in your PDF should have alternative text describing what it shows. Screen readers read this alt text to visually impaired users. Keep descriptions concise but informative — "Bar chart showing 30% revenue growth in Q3" is better than "image" or "chart."
Try Edit PDFEnsure proper reading order
Multi-column layouts can confuse screen readers if the reading order isn't set. PDFly lets you define the logical reading sequence — ensuring headers are read first, followed by body text in the correct column order. This is essential for newsletters, brochures, and academic papers.
Try Edit PDFSet document language for correct pronunciation
Screen readers use the document's language setting to determine pronunciation and speech synthesis. If a PDF's language is unset or wrong, the reader may mispronounce every word. Set the correct language in document properties — especially important for multilingual documents and non-English content.
Try Edit PDFAdd bookmarks for easy navigation
Bookmarks create a navigable table of contents that screen reader users and keyboard navigators rely on. Add bookmarks for each major section, chapter, or heading. This transforms a 200-page PDF from an inaccessible wall of text into a structured, navigable document that meets WCAG 2.1 criteria.
Try Edit PDFLet AI do the heavy lifting
Use AI-powered tools to summarize, translate, and chat with your PDFs — saving hours of manual reading.
Chat with your PDF
Upload a 100-page contract and ask "What's the termination clause?" or "Summarize the payment terms." AI PDF Chat reads the entire document and gives you precise answers with page references — no more scrolling for hours.
Try AI PDF ChatTranslate PDFs to 100+ languages
Received a document in a language you don't read? Use AI PDF Translator to convert the entire document while preserving layout, tables, and formatting. Great for international contracts, research papers, and instruction manuals.
Try AI TranslatorBatch process 50+ files at once
Need to compress, convert, or watermark 50 PDFs? Use Batch Processing to apply the same operation to all files simultaneously. Drag in your files, pick the operation, and download a ZIP with all results — saving hours of repetitive work.
Try Batch ProcessGenerate instant document summaries
Instead of reading a 50-page research paper, use AI to generate a 1-page summary with key findings, methodology, and conclusions. PDFly's AI reads the full document and distills it into bullet points — perfect for literature reviews, due diligence, and executive briefings.
Try AI PDF ChatExtract tables and data with AI
PDF tables are notoriously hard to copy — cells merge, formatting breaks. Use AI to extract tabular data into clean CSV or Excel format. The AI understands table structure, handles merged cells, and preserves column headers — no more manual retyping of financial statements or research data.
Try AI PDF ChatHidden gems most people miss
These lesser-known features and workflows will take your PDF game to the next level.
The 3-step contract review
1. Run AI PDF Chat to summarize key clauses. 2. Use Redact to remove sensitive terms before sharing. 3. Add a password and watermark "REVIEW COPY" before sending to stakeholders. Total time: under 5 minutes.
Combine screenshots into one PDF
Take multiple screenshots, convert each to PDF, then merge them into a single document. Add page numbers and a title page for a professional bug report or documentation package.
Zero-trace document workflow
Since PDFly runs 100% in your browser, you can process confidential documents on any computer — even a public library machine. Close the tab and no trace remains. No uploads, no cache, no history of your files.
Create a digital portfolio
Merge certificates, resumes, and work samples into one polished PDF. Add a title page, reorder sections with drag-and-drop, and compress the final file to under 5MB for easy email sharing.
Turn a scanned book into searchable text
1. Split the scanned PDF into chapter-sized files. 2. Run OCR on each with language auto-detect. 3. Merge the OCR'd files back together. 4. Add bookmarks for each chapter. You now have a fully searchable, navigable digital book — all in minutes.
Keyboard shortcuts for power users
Speed up your workflow: Ctrl/Cmd+O to open files, Ctrl/Cmd+S to save, Ctrl/Cmd+Z to undo annotations, Ctrl/Cmd+Shift+Z to redo. Use arrow keys to navigate pages and Ctrl/Cmd+F to search within the document. Every PDFly tool supports standard browser shortcuts.
Audit a PDF for accessibility
Before publishing a public document: 1. Check for tags and reading order. 2. Verify all images have alt text. 3. Confirm the document language is set. 4. Add bookmarks for navigation. 5. Run OCR if the document contains scanned pages. This ensures WCAG 2.1 compliance for government and educational use.
Batch-prepare 100 invoices in one session
Drag 100 invoice PDFs into Batch Process. Apply: compress (medium), add watermark "PAID", and password-protect with a shared password. Download the ZIP. What would take 3 hours manually is done in under 2 minutes — all locally in your browser.
Common PDF questions answered
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