How to Edit Preview Document on Mac

Welcome to our blog post on how to edit preview documents on Mac! If you’re a Mac user, you’re probably already familiar with Preview, the default application for viewing and editing various file types, including PDFs, images, and more. However, many Mac users may not be aware of all the powerful editing features that Preview has to offer.

In this article, we will guide you through several methods to help you get the most out of Preview and enhance your document editing experience on your Mac. Whether you need to annotate a PDF, make changes to an image, or perform other editing tasks, we’ve got you covered. So let’s jump right in!

Video Tutorial:

Why You Need to Edit Preview Documents on Mac

There are several reasons why you may need to edit Preview documents on your Mac. Here are a few:

1. Accessibility: Preview is a built-in application on Mac, which means you don’t need to install any additional software to edit documents.
2. Versatility: Preview supports a wide range of file types, including PDFs, images, and more. This allows you to edit various document formats without the need for multiple applications.
3. Simplified Editing: Preview offers a user-friendly interface and intuitive editing tools, making it easy for both beginners and advanced users to make changes to their documents.
4. Efficiency: By utilizing the editing features in Preview, you can save time and effort by making quick edits to your documents without the need to open other applications or convert file formats.

Now that we’ve explored why editing Preview documents on Mac is beneficial, let’s move on to the different methods you can use to make those edits.

Method 1: Editing Text in Preview Documents

Editing text in Preview is a handy feature when you need to make changes or correct errors in a document. Here’s how you can do it:

1. Open the document you want to edit in Preview.
2. Click on the "Show Markup Toolbar" button in the toolbar. This will reveal a set of editing tools at the top of the window.
3. Select the "Text Selection" tool from the toolbar. It looks like a capital "T" inside a square box.
4. Click and drag to select the text you want to edit.
5. Type or paste the new text directly over the selected area.
6. You can further customize the font, size, and other formatting options using the options available in the "Text Attributes" section of the Markup Toolbar.

Pros:
– Easy to use and readily available on Mac.
– Quick and efficient for making small text edits.
– Allows you to change font styles, sizes, and formatting.

Cons:
– Limited to editing existing text only.
– Not suitable for extensive document modifications.

Method 2: Annotating PDFs in Preview

Preview provides extensive annotation tools that allow you to highlight, underline, add text boxes, and more to your PDF documents. Follow these steps to annotate a PDF:

1. Open the PDF file in Preview.
2. Click on the "Show Markup Toolbar" button in the toolbar.
3. Select the desired annotation tool from the Markup Toolbar, such as the Highlighter, Text tool, or Shapes tool.
4. Use your cursor to select the area where you want to apply the annotation.
5. Customize the annotation properties, such as color, opacity, or text formatting, using the options available in the Markup Toolbar.
6. To remove an annotation, simply select it and press the "Delete" key on your keyboard.

Pros:
– Allows you to highlight important information in a PDF.
– Offers the ability to add comments, text boxes, and other annotations.
– Easily share and collaborate on annotated PDFs.

Cons:
– Annotations may not be fully compatible with other PDF viewers.
– Not suitable for in-depth PDF editing or restructuring.

Method 3: Editing Images in Preview

Preview also enables you to make edits to images, such as cropping, resizing, adjusting colors, and more. Here’s how you can edit images in Preview:

1. Open the image file in Preview.
2. Click on the "Show Markup Toolbar" button in the toolbar.
3. Select the "Selection" tool from the Markup Toolbar.
4. Click and drag to select the portion of the image you want to edit.
5. Go to the "Tools" menu and choose the desired editing option, such as "Crop," "Adjust Color," or "Resize."
6. Make the necessary adjustments and click "Apply" to save the changes.

Pros:
– Provides basic image editing functionality without the need for separate software.
– Simple and user-friendly interface for image editing.
– Supports popular image file types, including JPEG, PNG, and TIFF.

Cons:
– Lacks advanced image editing features found in dedicated image editing software.
– May not handle certain image formats optimally.

Method 4: Using Smart Lasso to Extract Objects from Images

If you need to extract or isolate objects from an image, Preview’s Smart Lasso tool can come in handy. Here’s how you can use it:

1. Open the image file in Preview.
2. Click on the "Show Markup Toolbar" button in the toolbar.
3. Select the "Smart Lasso" tool from the Markup Toolbar.
4. Use your cursor to draw a rough outline around the object you want to extract.
5. Once you release the cursor, Preview will automatically detect the object boundaries.
6. Click on the "Extract" button in the Smart Lasso options that appear.
7. Preview will extract the object and create a new image file with the isolated object.

Pros:
– Provides a simple method for extracting objects from images.
– Saves the extracted object as a separate image file.
– Useful for creating collages, removing backgrounds, and more.

Cons:
– The accuracy of the Smart Lasso tool may vary depending on the complexity of the image.
– Not suitable for advanced object extraction needs.

What to Do If You Can’t Edit Preview Documents

Sometimes, you may encounter issues or limitations when trying to edit Preview documents. Here are a few troubleshooting tips and alternative methods you can try:

1. Ensure the document is not locked or protected: Some documents may have password protection or restrictions that prevent editing. Check the document properties and make sure you have the necessary permissions to edit.

2. Convert the document to a compatible format: If you’re having trouble editing a document in its current format, consider converting it to a format that is more editable in Preview. This can be done using other applications or online file converters.

3. Use third-party software: If Preview does not provide the editing capabilities you require, you can explore third-party software options specifically designed for the type of editing you need. Look for applications that support the specific file type you are working with.

Bonus Tip 1: Utilize the Instant Alpha feature for image backgrounds

The Instant Alpha feature in Preview allows you to remove the background of an image, making it transparent. Simply follow these steps:

1. Open the image file in Preview.
2. Click on the "Show Markup Toolbar" button in the toolbar.
3. Select the "Instant Alpha" tool from the Markup Toolbar.
4. Click on a part of the image background you want to remove.
5. While holding down the left mouse button, move the cursor to increase or decrease the selection area.
6. Release the mouse button to complete the selection and remove the background.

Bonus Tip 2: Merge multiple PDFs into one

If you have multiple PDF files that you want to combine into a single document, Preview can help you achieve this as well:

1. Open the first PDF file in Preview.
2. Go to "Edit" > "Insert" > "Page from File" from the menu bar.
3. Select the second PDF file you want to merge.
4. Repeat the previous step for any additional PDF files you wish to include.
5. Rearrange the pages if necessary by dragging and dropping them within the sidebar.
6. Save the merged PDF document.

Bonus Tip 3: Use the Signature tool for signing documents

Preview’s Signature tool allows you to create and add your digital signature to documents:

1. Open the document in Preview.
2. Click on the "Show Markup Toolbar" button in the toolbar.
3. Select the "Signature" tool from the Markup Toolbar.
4. Choose one of the available signature options: Trackpad, Camera, or Files.
5. Follow the on-screen prompts to create or import your signature.
6. Place the signature in the desired location within the document.

5 FAQs about Editing Preview Documents on Mac

Q1: Can I edit scanned documents in Preview?

A: Yes, Preview has OCR (Optical Character Recognition) capabilities, allowing you to edit scanned documents by converting scanned text into editable text. However, the success of OCR may vary depending on the quality of the scan and legibility of the text.

Q2: Can I undo changes made to a document in Preview?

A: Yes, Preview supports the "Undo" feature, allowing you to revert any changes made to a document. You can use the keyboard shortcut Command+Z or go to "Edit" > "Undo" from the menu bar.

Q3: How can I annotate a specific area within a PDF in Preview?

A: To annotate a specific area within a PDF, you can use the "Rectangle" or "Text Box" tools in Preview’s Markup Toolbar. Simply select the desired tool, draw a rectangle or text box around the area you want to annotate, and customize the annotation properties as needed.

Q4: Can I edit vector-based graphics in Preview?

A: Preview’s editing capabilities are primarily focused on raster images and PDF documents. While you can make basic edits to vector-based graphics in Preview, such as resizing or cropping, you may encounter limitations when it comes to more advanced vector editing tasks. For extensive vector editing needs, consider using dedicated vector graphics software.

Q5: How can I revert a document back to its original state in Preview?

A: If you made changes to a document but want to revert it back to its original state, you can simply close the document without saving the changes. Alternatively, you can go to "File" > "Revert To" > "Last Opened" to discard all modifications made since the last time the document was opened.

Final Thoughts

Editing Preview documents on your Mac can save you time and effort by providing a convenient way to make changes to various file types without the need for third-party software. From editing text and annotating PDFs to manipulating images and extracting objects, Preview offers a range of features to cater to your document editing needs.

By following the methods outlined in this article and utilizing the bonus tips and troubleshooting suggestions, you can make the most of Preview’s editing capabilities and enhance your productivity on Mac. So go ahead, explore the different methods, and unlock the full potential of Editing Preview Documents on your Mac!