The PDFs are universal in business processes, academic assignments, legal agreements, marketing materials, and personal files storage. Although the PDF file is the best in terms of formatting and compatibility, it may be necessary to modify the contents or convert the file into a new format depending on your requirements. That’s where PDF tools come in.
PDFisFree.com vs other free PDF converter websites
Nevertheless, PDF editing and PDF conversion are two different tasks, and the tools that are the best in one of them do not necessarily also excel in the other. Knowledge about the distinction between the two types of tasks, the need to apply each of the tools, and the best tools in 2026 can save time, enhance quality, and increase the productivity.
This paper discusses the best tools to use when editing PDFs as opposed to converting PDFs and why you should use certain tools depending on your requirements.
What Is PDF Editing?
The process of changing the contents of a PDF is known as PDF editing. This includes:
- Editing text or images
- Adding or removing pages
- Annotating or highlighting
- Efforts on completing forms or signing.
- Censorship of sensitive information.
- Rearranging pages
Editing does not change the file format to PDF but modifies the contents.
What Is PDF Conversion?
PDF conversion refers to the conversion of a PDF to some other format (or conversion of other formats to PDF). Common scenarios include:
- PDF ➜ Word
- PDF ➜ Excel
- PDF ➜ PPT
- PDF ➜ JPG/PNG
- Word ➜ PDF
- Excel ➜ PDF
- Webpage ➜ PDF
Conversion converts a PDF file to a format that is simpler to edit or reuse in other applications.
Significant Difference: Editing vs Conversion.
- Feature
- PDF Editing
- PDF Conversion
- Purpose
- Modify contents of the PDF
Transform PDF into different file format (or vice versa)
Ideal for
Correction of typing errors, notes, design adjustments.
Copying of text and data in other applications.
Output
Still a PDF
Different format (Word, Excel, JPEG, etc.)
Tools
PDF editors
PDF converters
Now we are going to see the best tools in each category and when they should be applied.
Top Tools for PDF Editing
1. Adobe Acrobats Online / Adobe Pro.
The Adobe is the so called gold standard of PDF editing.
Key Features:
- Directly editor of text and images.
- Make comments, annotations and stamps.
- Redact confidential data
- Complete fill forms and assemble signatures.
- Move, delete or add pages.
Best For:
Professionals and companies seeking powerful, dependable editing abilities and powerful formatting capabilities.
When to Use:
- Editing legal documents
- Making final offers to clients.
- Elimination of confidential pages.
- Complicated formatted long documents.
2. PDFescape (Online)
PDFescape- It is a free online document editor and has basic editing options.
Key Features:
- Modify and add text
- Highlight and annotate
- Insert images
- Fill forms
Best For:
Beginners, amateur users or those who want to make simple changes without downloading software.
When to Use:
- Adding comments to a report
- Filling PDF forms
- Simple page edits
3. Sejda PDF Editor
Another powerful web-based editor that has tools that are easy to use is Sejda.
Key Features:
- Edit text in PDFs
- Add links and bookmarks
- Add signatures
- Merge or split pages
Best For:
Users requiring more editing options than simple free tools and yet not a heavy desktop program.
When to Use:
- Editing PDFs on the go
- Light business edits
- Working in common PDF files.
4. Canva PDF Editor
Though Canva is a design-related platform, its PDF editor is getting more popular.
Key Features:
Include visuals, graphics and layout.
Edit text
Insert branded visuals
More appropriate to design-rich documents.
Best For:
Portfolios, visual brochures, marketing materials, resumes.
When to Use:
Creating appealing PDF documents.
Adding branding or graphics
Developing handout presentations.
5. Foxit PDF Editor (Mobile and Desktop).
Foxit provides high quality editing software at the professional level with the lightweight interface.
Key Features:
- Full editing suite
- ConnectedPDF security
- Annotation and markup
- OCR for scanned PDFs
Best For:
Multi-user mobile professionals or users interested in having a desktop-level editor that is not as resource-intensive as Adobe.
When to Use:
- With OCR, editing scanned PDFs is also possible.
- Annotated business workflows.
- Multi-platform editing
Top Tools for PDF Conversion
1. Smallpdf
One of the most convenient PDF converter tools that are accessible online is Smallpdf.
Key Features:
PDF ➜ Word/Excel/PPT
Word/Excel/PPT ➜ PDF
PDF ➜ JPG
Batch conversion
Compress PDF
Best For:
Fast online transactions with crystal clear results.
When to Use:
Converting PDFs to edible Word files.
Excel invoices to edit.
Converting images to PDF
2. iLovePDF
iLovePDF offers a moderate combination of conversion and support services.
Key Features:
Translations of PDF with well-known formats.
Merge/split tools
Optimization and compression of PDF.
Best For:
Users requiring a general toolset of a basic online interface.
When to Use:
Various format converting.
Getting documents ready to cooperate.
3. PDF24 Tools
The PDF24 Tools can provide a wide variety of cloud-based converters and tools.
Key Features:
PDF ➜ Office and vice versa
Convert URLs/webpages to PDF
Image ➜ PDF
PDF compression
Best For:
Time-consuming conversion processes and users that require flexibility without software installation.
When to Use:
Saving internet materials in PDF.
Bulk converting PDFs
4. Online2PDF
Online2 PDF is strength-wise useable in more advanced conversions but may be less intuitive than others.
Key Features:
Batch conversions
Merge during conversion
Advanced output options
Best For:
Users that need to have control and customization of conversion.
When to Use:
Complex conversion jobs
Multiple formats in batch
5. TinyWow
TinyWow has become an open source online utility that can convert into a great number of formats.
Key Features:
Simple converter interface
Supports many formats
Works without signup
Best For:
Fast, no-charge PDF conversion in cases where you do not require sophisticated tools.
When to Use:
Ad-hoc conversion jobs
Turning PDFs into a personal use.
When to Use PDF Editing Tools
When it is essential not to convert a PDF file, but make some changes in the contents, PDF editing tools are the correct option. Use them when:
✔ You should correct text or correct formatting.
✔ You would like to insert or delete pages.
You are filling forms or inserting signatures.
Wish to delete confidential data.
You should make notes or comment to check.
Integration of Editing and Conversion.
A job can sometimes be needed to be edited and converted. For example:
✔ Open a PDF and convert it to Word in order to correct formatting and then repeat to PDF.
✔ You steal the text in a PDF (through conversion), make changes, and rebuild it into a professional format (through editing programs).
Several services such as iLovePDF and Smallpdf offer both conversion and light editing, and therefore are flexible in workflow applications.
Selecting the correct Tool depending on your Workflow.
An example of a decision chart is shown here:
Only need to edit PDF files? ➜ Adobe Acrobat, PDFescape, Sejda and Foxit.
🔹 PDF to word/excel/ppt? ➜ Smallpdf, iLove PDF, PDF24, TinyWow.
🔹 Change other types of files to PDF? ➜ Smallpdf, iLovePDF, PDF24.
Design-rich PDFs? ➜ Canva PDF editor.
Batch conversion? Online2PF or PDF24 Tools.
Final Thoughts
The PDF tools have progressed so much, that by 2026, its users will have great alternatives of both editing and converting documents, both free and paid. The first action you should do is to determine your exact need and then choose a tool. Are you trying to fix text? Do you transfer between formats? Or is your goal both?
As soon as you know what you are doing, it becomes obvious what you need to do it and this clarity will make you save time, get less frustrated and work more effectively.