An unfillable PDF (Portable Document Format) is static - it can’t be written on, ticked, or signed. It can simply be read. By making it fillable, you allow for clients, employees, and job applicants to digitally write their personal information on the document. This makes a static PDF a modifiable one.
PDFs are considered the most common document type in business, particularly when it comes to sharing, printing, and preserving company information. It’s therefore imperative to know and understand how to make a PDF fillable. It’s possible to make a fillable PDF using a PDF management tool, such as Adobe Acrobat. You can also use more basic tools like Mac Preview and Microsoft Word.
Why make a PDF Fillable?
You should make your PDFs fillable so that employees, job applicants, and other third parties can write on and sign documents digitally. Recipients of documentation do not need to print off documents to add information to them - they can simply digitally write on the document through their phones, tablets, or desktops.
By bringing this interactive element to your PDFs, you boost the efficiency and accessibility of the document. It streamlines workflows and means that regulatory compliance can be met, and projects can be completed and signed off on sooner.
In the modern business world, employees and clients work in the office and remotely, meaning potential signees could be located anywhere in the world. Fillable PDFs make collaborating on a document as simple and easy as in-person collaboration.
How to Make a PDF a Fillable Form
As aforementioned, there are many ways to make a PDF a fillable form. There are many free options, including Smallppt. The most common methods, however, are Adobe Acrobat and Mac Preview.
It’s also possible to complete this task on Google Docs and Microsoft Word, with the help of an additional app, such as Acrobat.
Method 1: Adobe Acrobat
You can use Adobe Acrobat to make either a new document or a pre-existing one a fillable form.
It’s worth noting that this option is not free, as you’ll need to pay for a Pro or Standard subscription.
Here’s how to make an already existing form a fillable one using the tool:
1Open Acrobat
If you’ve created and saved the file via the likes of Word or Google Docs, you’ll be able to open it in Acrobat.
First, open the app. Then, click on ‘Tools’ → ‘Prepare Form’.
2Select file
From your saved folder, select the document you want to make fillable.
Alternatively, you’ll be able to scan a physical document at this point to make a fillable digital copy.
3Edit form fields
Adobe Acrobat will scan the document and add form fields automatically.
Most commonly, Adobe will make blank spaces, boxes, and checkmarks fillable.
If you wish to add more form fields - or if you’d like to adjust the fields added by Acrobat - you can use the top toolbar.
4Save the document
Once you’re happy with the layout of the form fields, save the new fillable document.
Method 2: Mac Preview
Wondering how to make a fillable PDF form without Acrobat? There are many ways to do this using default apps on your computer - for example, you can use Mac Preview.
1Open the file
Preview is the default file viewer on Mac. So, if you open a PDF on a Mac, it should take you directly to Preview.
Alternatively, you can right-click on the file and then do ‘Open With’ → ‘Preview’.
2Open the Markup toolbar
From the top toolbar, click on ‘Markup’ (this is the pen tip icon).
This will open you to such options as annotations, shapes, and text.
3Add form fields
To add text boxes, click on the ‘Text’ tool. Then, place these text boxes where you want them to appear in your document.
To add check boxes, click on the ‘Rectangle’ and the ‘Square’ options. Add these to where you want the checkboxes to appear in your document.
You can resize these documents so that they appear neat and in line with the scale of your document.
4Save your document
Once you’re satisfied with the form fields, click ‘File’ → ‘Save’.
Method 3: Google Docs or Microsoft Word
As we already mentioned, it’s possible to make a fillable PDF using Google Docs or Microsoft Word.
However, you’ll also need to supplement these apps with a PDF editing tool, such as Adobe Acrobat.
1Create the document
When writing the document, leave space for where the form fields and check boxes will be.
For example, add lines using underscores (‘_______’) for places where text answers will be added. Alternatively, you can create single-cell tables.
For checkboxes, square symbols will suffice for the time being.
2Save the file as a PDF
Once you’re happy with the text and checkboxes, save the file as a PDF.
If you’re using Google Docs, click ‘File’ → ‘Download’ → ‘PDF document (.pdf)’.
If you’re using Word, click ‘File’ → ‘Save As’ → ‘PDF’.
3Make it fillable
At this juncture, you’ll have to open the file using a PDF file editor, such as Acrobat.
Simply follow the instructions in ‘Method 1’ above.
3 Methods to PDF a Fillable Form comparison
| Method | Best For | Cost | Key Features |
|---|---|---|---|
| Adobe Acrobat | Professional, automated form creation | Paid (Subscription required) | Auto-scans fields, "Prepare Form" tool, high automation |
| Mac Preview | Quick, manual edits for macOS users | Free (Built-in) | Markup tool, manual text boxes and shapes, no automation |
| Google Docs / MS Word | Drafting layouts before finalizing | Free/Paid | Design with underscores/tables, requires Acrobat to activate fields |
FAQs
Q1. How to create a PDF that is fillable for free?
You can easily create a fillable PDF using a tool like Smallppt. Alternatively, you can use a native app such as Mac Preview. For PDF editor tools like Adobe Acrobat, you’ll need to pay for premium features.
Q2. What is the best program to create a fillable form?
Adobe Acrobat Pro is probably the best option in terms of professional PDF editing apps that allow you to create fillable forms. If you’ve created the document in Word or Google Docs, Acrobat is a great way to convert this file into a fillable one.
Q3. Does Microsoft have a fillable form?
It’s possible to make a standard fillable document in Microsoft Word via the Developer tab. However, if you intend to create a fillable PDF, you’ll need to use a tool such as Adobe Acrobat.
Q4. How to check if your PDF is fillable?
On Adobe Acrobat, fillable sections of documents often have a blue overlay. You can click on the document fields, which will make all interactive fields and a text cursor appear.
Conclusion
Converting a static PDF into a fillable one can be achieved easily using either built-in tools or specialised software. If you use a Mac, the process can easily be done on Mac Preview. However, if you create documents using Microsoft Word or Google Docs, you’ll need to use a separate tool to make the file fillable. Professional tools are available, such as Adobe Acrobat, as well as free alternatives.
