To fill out a PDF form, open it in Acrobat, Reader or Preview, click a field and type, using Tab to jump to the next one. If nothing highlights, the form is flat, so use Fill & Sign (or Preview's text box) to type anywhere on the page. Save, then send or print.
Most PDF forms fall into one of two types, and knowing which you've got saves a lot of swearing. Some have fields you click and type into. Others are just a picture of a form, and you have to add your text on top. The steps below cover both in Acrobat, Reader and Preview, and what to do when the form flatly refuses to take your typing.
First, work out what kind of form you have
Adobe's guidance is that not every PDF form is fillable. The creator may never have converted the document into an interactive form, or may have designed it so it can only be filled in by hand or with the Fill & Sign tool. Adobe calls those flat forms. The quick test: hover over a field. If it lights up blue, it's interactive. If nothing happens, it's flat.
| Type | How you can tell | What to use |
|---|---|---|
| Interactive (fillable) | Fields highlight when you hover; the cursor becomes an I-beam | Click and type, then Tab to move on |
| Flat (non-fillable) | Nothing highlights | Fill & Sign tools, or Preview's text box |
Fill in an interactive form in Acrobat or Reader
- Open the form in Acrobat or Acrobat Reader.
- Look for the message bar across the top. It highlights where the fillable fields are.
- Click inside a field and type. Radio buttons and checkboxes work with a click.
- Press Tab to move to the next field, and Shift+Tab to go back.
- When you're done, save a copy, or submit the form. Submitting either sends the data to a server or creates an email carrying it.
Adobe also notes that some text fields are dynamic: they resize to fit what you type and can even run onto another page. If a box seems too small, keep typing.
Fill in a flat form with Fill & Sign
- Open the PDF and select All tools, then Fill & Sign.
- Click the place on the page where text should go and type. Use the text box menu to make the writing larger or smaller.
- To tick a box, choose the checkmark or crossmark tool and click the spot.
- Move anything that's slightly off by hovering over the border of the text box and dragging it.
- Save the form under a new name.
In the newer Acrobat layout you may see this under E-Sign, with a Fill in form fields icon, as well as checkmark and crossmark options. Menu names change between versions, so look for the Fill & Sign tool.
Fill out a PDF form on a Mac with Preview
Open the form in Preview, click a field and type. If the PDF won't let you type straight into it, add a text box instead: show the Markup toolbar and choose the text box tool. Preview also has an AutoFill Form button above the PDF that fills in your name, address and other details from your own card in Contacts. Apple says not all PDFs support this, so check what it entered before you trust it.
When the form won't let you type
If you can click but not type, the cause is usually one of two things, and Adobe lists both.
- The form is flat. If fields don't highlight in blue, the form isn't interactive. Use All tools, then Fill & Sign, and add text and checkmarks manually.
- Filling is switched off. Open Document properties, then Security, and check that Filling of form fields is set to Allowed. If it isn't, you'll probably have to ask whoever made the form for an unrestricted copy.
If the form opened in a web browser, the sensible move is to save it to your computer first and open the saved file in Acrobat, Reader or Preview. Browser viewers vary in what they let you do.
Small habits that prevent resubmitting
- Fill in the date and any reference numbers last, so you don't forget to update them if the form is reused.
- Zoom in on every field before you save, particularly where text might be clipped.
- Save a copy with your name in the file name, such as application-form-your-name, before you send it.
- If the form needs a signature, add it after you've finished typing. My guide to email signatures covers the other kind of signature, the one under your messages.
Before you send it
A completed form is usually a document with personal details in it, so think about where it's going. If you're emailing it, a protected or shared link is safer than a bare attachment. Also check that nothing from a previous attempt has stayed behind in the file. If you're building forms rather than filling them, my guide to making a PDF from a web page or post shows a simple way to produce a clean PDF to start from.
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My verdict
Hover first. If the field lights up, click and type and use Tab. If it doesn't, use Fill & Sign (or Preview's text box) and place your text yourself. If you can't type at all, check the Security setting and, failing that, ask for an unlocked copy of the form.
Frequently asked questions
How do I fill out a PDF form?
Open it in Acrobat, Reader or Preview, click each field and type, then save. If fields don't highlight, use Fill & Sign or Preview's text box to place text yourself.
Why can't I type in a PDF form?
The form may be flat, or filling may be switched off. Check Document properties, Security, and make sure Filling of form fields is Allowed.
What's a flat PDF form?
It's a form without interactive fields. You fill it in with the Fill & Sign tools by adding text and checkmarks anywhere on the page.
How do I move between fields?
Press Tab to go forward and Shift+Tab to go back in an interactive form.
Can I fill in a PDF form on a Mac without Acrobat?
Yes. Preview lets you click a field and type, add a text box when typing isn't allowed, and use AutoFill Form for contact details.
